• Texas Higher Ed Loses $80M In State Property

The University of Texas at San Antonio

Inventory: Palm/Scanner

Usage ClassDE 675 INITIAL

2011 - 2012

Presented byPresented byThe UTSA Inventory DepartmentThe UTSA Inventory Department

Our mission is to adhere to state laws,

University rules and regulations by

assuring 100% asset accountability for

all Capital and Controlled assets bought,

transferred, or donated to UTSA

departments.

COURSE OBJECTIVES

• Understand your role and responsibilities as the designated “Inventory Contact Person” (ICP).

• Demonstrate knowledge of the Annual Physical Inventory Process and what is required for completion.

• Identify and know when to use Inventory Forms.

• Learn how to use the Barcode Scanner.

Inventory Training

Who is Responsible?

Unit Code

This is a 7-digit identifier assigned by Budget, DEFINE Administrators, or Grants/Contracts

Examples: 0222-000 Undergraduate Studies

1300-001 COE- Dean-Lab

Used to ensure items are assigned to the correct department

Inventory uses this to upload your annual inventory to the Barcode Scanner

• Purchase Orders• In-State and Out-of-State

Transfers• Departmental Transfers• Grants and Contracts• Gifts (Tangible Donations)• Trade-In• Surplus

How Do I Get Items on my inventory?

UTSA Barcodes are requiredFor CONTROLLED ITEMS

Electronic equipment valued between$500.00 - $4,999.99 per unit

• Cameras• Video Cameras• VCRs/DVD players• Television Sets• Computers (Desktops/Laptops/IPADs)• Printers• Projectors

UTSA Barcodes are required

For CAPITAL ASSETS Any equipment valued at $5,000.00 or greater.

Need a UTSA Barcode?

When requesting a barcode for a new Asset, call or email

Mayra Espinoza (x6396).

You will need to provide the following:

Purchase Order Number

Your Name/Phone Number/Unit Code

Description and Location of Asset Who delivered the Asset (Central Receiving or Direct Ship from the vendor)

Remove Assets from boxes

ProCard Abuse

Inventory will report Violations to the ProCard Compliance Office!

Annual Physical Inventory Process

Locate

If you can’t find an asset, look everywhereeverywhere:

• Closets/Storage areas/Off Site Locations • Offices/Classrooms/Labs• Check Removal of Equipment Forms (item may be off-campus)• Check previous documentation/files• Check Surplus Turn-In Forms• Ask Co-workers/last known User/or other Departments

Keep looking until all assets are found!

Use the Pre-Inventory/Custody List as

your “Road Map” to locate assets.

Scan

Begin scanning at any Begin scanning at any location:location:

IF FOUND IF FOUND - continue - continue scanning until you’re donescanning until you’re done

IF NOT FOUND IF NOT FOUND - annotate - annotate the the Pre-inventory/Custody List to Pre-inventory/Custody List to further investigatefurther investigate

Be sure to mark the check box on your list when an item is found and

scanned.

Reconcile

1. Post findings on the Pre-Inventory/Custody List

2. Research problems/compare last year’s documentation

3. Prepare applicable Inventory Forms to update data and complete Inventory

4. Continue to look for items NOT FOUND

Return

It is imperative you return the below items on your scheduled Return Date!

Scanner/Charger/Bag (Needed for departmental rotations)

API Certification Form

Pre-Inventory/Custody List

Reconciliation Paperwork

A Post Inventory Report will be forwarded to you with final inventory results.

Making Updates in DEFINE

You are also responsible for updating the following information in the NV1 Screen:

See Training Reference Guide – pgs. 7 & 8

ENTERING BANNER ID #’s: Assigning a current user Banner ID in NV1 helps youand future ICPs’ locate assets.

REASSIGNING BANNER ID #’s: This action is required when an employee is transferring to another department and for Employee Separations.

MAKING LOCATION CHANGES: Your inputs ensure locations remain current.Make sure to use the 3 letter building code. EXAMPLES: MBB - Main Building; BSB - Biosciences Building; FSB - Frio Street Building; etc..

For instructions on how to view a list of your inventory on the NV3 screen: See Training Reference Guide – pg. 9

See Training Reference Guide – pg. 5, 6

Completing your Pre-Inventory/Custody List

Inventory Forms

Most Common Forms Used During Annual Physical Inventory (API):

•Inventory Transaction Form

•Missing Property/Reinstatement Report

•Stolen/Recovered Property Report

•Removal of Equipment Form

•Equipment Trade-In Form

All Inventory forms are available at http:/www.utsa.edu/inventory

ALL FORMS MUST BE TYPED

SAMPLE

SAMPLE

SAMPLE

SAMPLE

SAMPLE

Inventory Helpful Tips

See Training Reference Guide – pg. 15

Surplus

When property is worn out or obsolete, do notWhen property is worn out or obsolete, do notthrow it away! Contact the throw it away! Contact the Surplus Department Surplus Department

at 458-6282 at 458-6282 to correctly dispose of the item. to correctly dispose of the item.

Visit Website at: www.utsa.edu/surplus/ Visit Website at: www.utsa.edu/surplus/

Getting to Getting to know the know the

MC70 MC70 Barcode Barcode ScannerScanner

QUESTIONS

Jon MoselCapital AssetManagerExt. 6130 

James SumnerSr. InventoryAnalystExt. 4835  

Olinda OngayInventory Clerk IIExt. 6395

 

Cassandra PorterInventory ManagerExt. 4844 

Frank BatesAccountant IIExt. 4830  

JJ ChavezInventory Clerk IIExt. 6131

Mayra EspinozaInventory Clerk IExt. 6396

INVENTORY STAFFINVENTORY STAFF