Inventory records are required for certain property and equipment purchased or constructed with University funds, government contract funds (only if title has been transferred to the University), or constructed from or received as gifts.

Required Inventory Records

Inventory records must be maintained on all non-expendable, movable property and equipment which has a single item cost of over $5,000, or is a gift with equal value, and:

• Has an expected useful life of one year or more.
• Is self-contained for its primary function (not a component part of another piece of equipment).
• Has sufficient individuality and size to make control feasible by means of identification tags, numbers and/or manufacturer's serial numbers marked thereon.

Responsiblilities

Procurement/Materials Management (P/MM)

The Inventory Control Section of P/MM (884-6391), 1400 Rock Quarry Road, is responsible for:

• Establishing and maintaining the records and procedures necessary for the accountability of the University property and equipment inventory.
• Determining the items to be inventoried and the numbers to be assigned.
• Affixing the inventory bar code to the property or equipment.

Procedures for Placing Bar Codes on Equipment

P/MM is responsible for placing bar codes on University equipment. Inventory Control personnel will place the bar codes, using the following procedures:

• Bar codes will be placed visibly on equipment while also being easily accessible to the bar code scanner.
• If an item costs more than $5,000 and is impossible to tag with a bar code, the Inventory Log Book (available from Inventory Control) will be used to keep track of the item.
  NOTE: An individual item that can stand-alone and/or costs $5,000 or less will not be bar coded.
• When placing a bar code on a piece of equipment, the following order of preference will be used unless a specific situation dictates otherwise (for specific exceptions, please contact the Inventory Control Office):
  1. Front of equipment.
  2. Right side of equipment.
  3. Left side of equipment.
  4. Top of equipment.
  5. Back of equipment.
  6. Bottom of equipment.

Department Chairpersons and Administrators

Each department chairperson or administrative official is responsible for:

• All property and equipment purchased or constructed for and assigned to the department.
• Verifying and correcting all information contained on New Equipment Information Forms(UMC P/MM004) received from Inventory Control. These forms do not need to be returned to Inventory Control unless the information is incorrect or the department wishes to add information to the data record.
• Reporting any transfer or loss of inventoried property or equipment to Inventory Control, P/MM, 1400 Rock Quarry Road, within five working days of such loss or transfer.
• Establishing and maintaining records and controls for sensitive equipment such as guns, cameras, stop watches, pocket calculators, etc., which are not inventoried under the provisions of this policy.

Online Inventory Control System

Departments with access to the P/MM Local Area Network may us the On-line Inventory Control System in lieu of a Property Inventory Change Report (UM 27).

Access

At this time, the Online Inventory Control System can be accessed by registered users in two ways from IBM compatible or Apple Macintosh personal computers:

• Direct network connection from any on-campus NetWare compatible location.
• Remote connections from anywhere with access to the Internet, utilizing a Citrix client, which can be downloaded and installed at no charge.

Access Request

A request for access form is available from the Computer Consultant, P/MM (882-4235). Only one person (considered by Inventory Control as the Equipment Inventory Manager) per Department Code may give a password to access the online system.

Reporting Changes

Previously Inventoried Material

An Online Inventory Control System entry, a Property Inventory Change Report (UM 27), or Theft Report (UMUW 155) with a copy of the University Police report attached must be submitted within 5 working days to Inventory Control, P/MM, when any inventoried property or equipment has been:

Lost Stolen Cannibalized Destroyed Relocated to another building/room

Found (after previously reported lost or stolen) Transferred to P/MM, Surplus Property Section Transferred to another department on campus Other (trade-in, etc.)

Newly Constructed Material or Gift

A Property Inventory Change Report (UM27), or a copy of Advice of Gift Received (UMUW 9) must be submitted to report the addition of any property or equipment, which meets inventory record requirements, and has been:

• Constructed with University funds.
• Received as a gift.

Verifying Inventory Records

Annually, each department chairperson or administrative official who is assigned an inventory account must:

• Check the accuracy of any inventory list of all property and equipment charged to that inventory account.
• Certify with their signature that the property and equipment listed is on hand, usable, useful, and needed.