Frequently Asked Questions - Removals, Disposals, and Self-Tagging
What should I do if an inventory item is stolen? Contact UTPD at 471-4441. Submit a copy of the police report, Equipment Removal Form, and a letter of justification to Inventory. The letter should be printed with the department’s letterhead, and it should contain any comments or observations made. If the incident occurred off campus, out-of-state, or out-of-the-country, please submit original incident police report copy. If no off campus police report can be obtained, contact UTPD.
What happens if I need to exchange a defective item?
If the item is returned and an identical replacement is received on the same purchase order with no money changing hands, Inventory Services can update the inventory number, location, and serial number in *DEFINE.
If you are a self-tagging unit, please contact Inventory Services with the new item's inventory number, location and serial number. If you need the item to be tagged, please contact Inventory Services to request tagging. This procedure is only for exactly identical replacements where no money is exchanged. Any other replacements, trade-ins, or replacements using different purchase orders will need to be processed as removals and additions. As always, if an item is sent out for repair or replacement, the inventory record should be updated to note that.
What should I do if I can't find a piece of equipment that is listed on my departmental inventory?
If you have diligently looked for the item without success, use the NV1 command in *DEFINE and mark the item with an M for missing. Continue to look for the asset each time you conduct your inventory. If not found within two years, the item will automatically be removed from the inventory listing. If the missing item is a vehicle, treat it as stolen and contact UTPD for assistance. Submit appropriate paperwork to Inventory.
The asset is on my NVP report, but it has been cannibalized. For disposals and removals of equipment, please use the Inventory Removal Form in order to correct your inventory listing. Note that before an asset leaves the university or is dismantled, paperwork should be submitted to Inventory at campus mail code K5306.
How do I clean computer information?
If transferring computers to Surplus, be sure to use a low-level format to remove information so that it cannot be recovered.
Which items do I need to tag? Which items are capitalized, and which items are controlled? You will need to tag equipment that meets the capitalized and controlled thresholds. All equipment with an item value of $5,000 or higher should be tagged. All Computers (Laptops and Desktops), Printers, Projectors, Cameras, Televisions, VCRs, DVD Players, Camcorders, Laserdisc Players and Stereo Systems should be tagged if the item value is $500 or higher. All Handguns and Rifles should be tagged, regardless of cost. See the List of Controlled Items (according to State Property Accounting) for more details.
After I have tagged equipment, how do I report this to Inventory?
You will need to complete the Inventory Sample Spreadsheet and send it to oa.inventory@austin.utexas.edu.
Where do I get more barcode tags?
For a new supply of barcode tags, please email oa.inventory@austin.utexas.edu. List your name, the seven-digit unit code/department name, and an estimated number of tags that you need.
What are blank tags?
These are metal tags that contain the University of Texas at Austin seal without an inventory number. Departments can, for security reasons, use them to identify university-expensed property that does not meet current thresholds. These assets will not be on *DEFINE or on your NVP report.
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