BUILDING CODE - A 4-digit code assigned to University buildings by The Office of Institutional Research. This 4-digit code is associated with the building's alpha-character abbreviation and can be found using the CCART System.

BUNDLE -Any item with one or more elements that has been given the same inventory number. A bundle may contain multiple elements due to several costs or parts associated with it.

CANIBALIZATION - The removal or exchange of parts or assemblies from an item of equipment to replace a damaged or worn out part or assembly of another item of equipment.

CAPITAL EQUIPMENT - A term used by some Government agencies to identify equipment having an acquisition cost over a certain dollar amount and an expected service life of a certain number of years. See the controlled and capitalized object codes publication for more information.

CCART - The Capitalized and Controlled Asset Removal and Transfer System (CCART) provides a web-based means for inventory contacts or other persons responsible for inventory to assist in the management of their inventoried assets. The system enforces present business rules regarding the transfer of assets at The University of Texas at Austin pursuant to Part 16. Inventory Control and Property Management of the Handbook of Business Procedures.

CLASS CODE - A three digit code assigned by the State of Texas to differentiate equipment.

CONTROLLED ITEM- Assets that the State of Texas requires the University to monitor regardless of value. To see if your item qualifies as a controlled asset visit The Texas Comptroller's Comptroller of Public Accounts .

DEPRECIATED VALUE- The current value of an asset based on its useful life in months.

ELEMENT - Different line items within a bundle. Elements represent separate costs or parts associated with it.

HISTORICAL VALUE - The cost of an asset at the time of purchase.

INVENTORY - (1) The amount of property on hand at any given time; (2) An itemized listing of amounts of property indicated as on hand at a particular time. A physical inventory is one determined by an actual physical count of the items. A book inventory is one determined from records maintained in connection with day-to-day business activities.

INVENTORY CONTACT - The individual on the department level who is responsible for managing inventoried assets. See the GG5 command in *DEFINE for a listing of inventory contacts.

INVENTORY NUMBER - A 6-digit number used to identify equipment. For official inventory records, this number corresponds to the number on the inventory tag attached to the equipment.

INVENTORY RECORD - Each item of University property can have an inventory record. Official inventory records are created by the Inventory Processing Department. All capitalized and controlled assets are recorded on the official inventory. An inventory tag is affixed to these items when possible. The 6-digit number assigned to an item corresponds with its identification tag.

INVENTORY SCANNER -An inventory scanner is a data-recording and data-storing device which is used for inventory purposes. It is a handheld device capable of capturing data from barcode font 39 (on UT equipment), or from manual data entry. Scanners may be requested by UT departments by sending an email message to the Inventory Services.

The following information should be included in the request:

1) Valid UT mainframe logon ID for the person(s) using the scanner
2) Unit Code (Sub-Unit) being worked on
3) Building(s) being inventoried

INVENTORY STATUS - The inventory record display screens show a status in the "S" column |of each screen. The possible status values are:

I - Item is inactive
S - Last action was a split
T - Last action was a transfer between UT departments
M - Item has been marked as Missing or Stolen
G - Item was a gift
C - Item was constructed in the department
F - Item was found in the department
B - Item is federal or personal excess property
A - Item is an active item brought in from the NU1
4 - Item was transferred from another state agency into UT
L - Items loaded to ARL inventory system
* - There is activity this year (unless activity is to inactivate or if none of the above)

NON-OFFICIAL INVENTORY RECORD - Non-official records are created for University property that is actually federally or privately owned.

NT1 -The document used to transfer inventory items from one unit to another. The NT1 is generated when a CCART is processed.

OBJECT CODE - 4-digit codes used to categorize transactions for reporting purposes. Every accounting transaction must have an object code assigned to it. Object codes are created and updated by the Office of Accounting with the CO1 command. Object class codes may be viewed using the GG8 and GG9 commands in *DEFINE. An object code listing may be printed via the PF15 key in GG8 and GG9.

OWNING UNIT- The unit that purchased the asset and currently owns it.

SPECIAL HANDLING -Presently there are three possible values for special handling:

• None - Most items do not require special handling, therefore None is the default option.
• Safety - Items that contain bio-hazardous materials require notification to the Environmental Health & Safety Office prior to transfer to Surplus. For assistance, contact the Environmental Health & Safety Office.
• Computer - Hard drives must be wiped before being transferred to Surplus so that information can not be recovered. For assistance, contact your departmental LAN team.

The creator of the CCART can designate which, if any, special handling is needed. If designated, it becomes the responsibility of the creator to ensure that the proper steps are taken. Contact Inventory Services for assistance with Special Handling procedures.

UNIT- A UNIT is an official University entity. It can be an academic department, an administrative department, an organized research unit, or a project director responsible for a sponsored project. Inventory is assigned to units based on ownership.

UNIT CODE- Each unit is assigned a Unit Code consisting of 7 digits. The first four digits specify an official university department or organization. The last three digits further subdivide the official unit into subunits. These subunits may indicate individuals (ex., Principal Investigators) or other programs/projects (ex., Continuing Education in the College of Engineering).

The '000' subunit is reserved for the official University department as recognized by the Office of the President. The head of a unit retains signature authority for all subunits within that unit. The head of a subunit assumes signature authority of accounts for that subunit.