| Annual Verification/Physical Inventory for FY 2003 - 2004
Hi everyone, for those individuals who are responsible for conducting your
departments annual/physical inventory, that time of the year has arrived. I
want to provide you the best service possible. To do so, I need your
assistance. We all know that conducting a Physical Inventory is a tedious
job, however it is a requirement that needs to be accomplished. If anyone
needs refresher training please contact Dennis at ext. 2-4200.
Effective 1 July 2004, the equipment threshold changed from $1,500. to
$5,000. All equipment between $1,500. and $4,999. have been moved to LV
which is a new field created as of 1 July 2004. Once equipment in the LV
category has fully depreciated, will become INACTIVE (II). Departments do
not have to do anything regarding items that have fully depreciated. This
will be accomplished between my programmer, UCOP and myself. Those items
that have fully depreciated will become INACTIVE and moved to a new
disposition code of 86. Departments can view what was fully depreciated by
logging on to the EQ System and type in your custodial code, then tab down
to the Disposition Code field and type in 86. Press enter, this should show
the items that have fully depreciated and is now INACTIVE.
If you enter your custodial code and AI, you may get a message at the bottom
of your screen "No Records found for campus wide search utilizing QUERY
options", this message indicates that you do not have any ACTIVE Equipment
in that custodial code. Many departments will receive this message. If you
do, PLEASE update ANNUAL VERIFICATION or PHYSICAL INVENTORY.
There is a program called RPM which allows you to print out you Inventory
Reports the same way as you would get them from Computing. If you need more
information on this program please contact Ed Birnbaum Ext. 2-3555 or email
him at ed.birnbaum at ucr.edu.
Listed below are the instructions that need to be followed for this year's
inventory.
1. Two requirements exist. The first is that University and Federal
Government Policy requires that a physical inventory be conducted at least
once every two years. The second is that the Campus Equipment Inventory
requires annual verification and update.
2. Instead of enclosing hard copies of your department's equipment
inventory, you can print out your departments inventory list at your local
printer or have it printed at Computing Operations located at 1601 Stat-Comp
Bldg.
3. INSTRUCTIONS
a. To accomplish this update on-line, you need access to the IBM Mainframe
and have established authorization with Equipment Management to update your
records.
b. To view your inventory on the IBM, select "CI", enter your user ID and
password, and then program "EQ00." At the Main Menu, input your Department's
custody code and where it says Type Record, enter "AI." A query screen will
appear with three records; F8 key will take you to the next three records.
The F5 key on a record with the cursor will provide you the complete record
and allow you to make changes to it. The TAB key will take you to those
record fields you can change. F6 will allow you to print out your entire
departments inventory however, you will have to pickup your listing from
Stat-Comp Building, room 1689. When you change data, please make sure you
hit the "enter" key to save it. F3 will take you back to the query.
c. Verify that all items reflected on the inventory listing belong to your
Department. Equipment reported missing by an individual, or following a
physical inventory, (either by the custodial department or the Equipment
Management Department) must be reported to the appropriate department head
or designated representative, who shall report such potential loss to Campus
Police at extension 2-5222. A police report will be taken and a report
number will be provided to the reporting party. Notice regarding this loss
and the police report number must be sent to Equipment Management by the
submission of an on-line EIMR. Such missing equipment will be removed from
the active inventory record and placed in an inactive status only with the
approval of the Equipment Manager.
d. Condition and usage codes. DO NOTHING unless changes are significant
(i.e. utilization is 0%). The codes are described as follows:
(1). Condition Code - two character codes
FIRST CHARACTER SECOND CHARACTER
E - Used, reconditioned 1 - Excellent
O - Used, without reconditioning 2 - Good
R - Repairs needed 3 - Fair
4 - Poor
(2). Usage percentage (0 - 100%) - Inventory records must include a
utilization percentage for each equipment item.
Update these codes electronically.
a. Serial Numbers, Room Numbers, and whom the equipment is assigned to.
Update using the on-line system.
b. Please provide your department head a copy of the inventory for his or
her verification when your inventory has been completed and all changes have
been made. Once verification has been made and approved, log on the main
screen Press F4 (Phys Inv/Annual Verification), type in your custodial code
in either the ANNUAL VERIFICATION or PHYSICAL INVENTORY section (make sure
that you read the statement) press enter. If you are responsible for more
than one custodial code, type in the additional custodial code in the ANNUAL
VERIFICATION or PHYSICAL INVENTORY section and press enter again. You no
longer need to email me with your custodial code and the date your inventory
was completed. I will receive a report listing who has or who has not
completed the inventory. The Department Chair or equivalent can delegate
this certification responsibility to the Department's MSO or business
officer.
4. Please certify the Annual Verification and or Department Inventory by
February 28, 2005.
If you completed the Annual Verification for (FY 2002 - 2003), a Physical
inventory must be completed this year.
If you completed the Physical Inventory for (FY 2002 - 2003), you are only
required to do the Annual Verification this year.
For those department who did not complete either of these requirements for
last year, a Physical Inventory and Annual Verification must be completed.
Please don't forget to enter the serial numbers and room numbers for each
piece of active equipment.
Please call Dennis, ext. 2-4200, or Connie, ext. 2-4209, if you have any
questions or to assist you in any way.
|
|
