Summary of Responsibilities

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Purchasing

  1. Addition of Equipment

    Purchasing will initiate all Capital Inventory Addition Forms except for computer equipment purchased through OIT. OIT will initiate the Capital Inventory Addition Forms for computer equipment and pass them on to Purchasing with the corresponding purchase requisition. For all items other than computer equipment, it is the responsibility of Purchasing to make the determination whether the requested items are capital items which should be inventoried.

    By the time the Capital Inventory Addition Form is ready to leave Purchasing, the following information should be filled in.

    1. The item description
    2. The funding organization number(s)
    3. The purchase order number
    4. Contact person, department and telephone extension
    5. The manufacturer
    6. The model name
    7. The part number
    8. The vendor/donor, including vendor ID number
    9. A listing of the parts of the system, if necessary, on the back of the form

    If the form is photocopied, due to the purchase of multiples of the same item, then the photocopies should be stamped with an "ORIGINAL" stamp in red ink. All photocopies should have both sides of the form.

    Purchasing should then initial and date the form in the "Purchasing" box. Purchasing should then pass the Capital Inventory Addition Form with a copy of the corresponding purchase order to Central Receiving. Purchasing shall maintain a log of Capital Addition Forms issued.

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OIT

  1. Purchase Requisition

    All computer and computer related capital equipment purchases pass through OIT. It is the responsibility of OIT to initiate a Capital Inventory Addition Form for all pieces of equipment that, either individually or as a system, are valid capital inventory items.

    It is the responsibility of OIT to define a system of component parts when appropriate. See definition of a system for instructions on how to define a system of component parts. [Go to Definition Section]. The following procedure reiterates the proper procedure from the definition section and should be used to requisition inventory systems.

    1. At the end of the purchase requisition, type the word "NOTE".
    2. List the PO line items that will make the system. Separate the items with commas.
    3. Insert 2-4 spaces after the number list.
    4. Indicate the number of systems with this configuration.
    5. Insert 1 space after the number of systems.
    6. Type the word "SYS".
    7. Start a new line for each new system configuration.

    NOTE: If more than one vendor is used to purchase the component parts, a cover letter needs to be submitted with the requisitions to properly notify Purchasing of a system purchase that needs to be capitalized.

    The following items will always be entered on the Addition Form:

    1. The item description
    2. Contact person and department
    3. The manufacturer
    4. The model name
    5. The part number
    6. The vendor
    7. A listing of the parts of the system, if necessary, on the back of the form

    If the form is photocopied, due to the purchase of multiples of the same item, then the photocopies should be stamped with an "ORIGINAL" stamp in red ink. All photocopies should have both sides of the form.

    OIT should then initial and date the form in the "OIT P.R." box and pass the addition form on to Purchasing.

  2. Time of Delivery

    Computer equipment purchased through OIT that meets the definition of capital equipment is handled differently upon receipt.

    OIT will be responsible for placing the ID tag on the capital item. [Go to Standards for Tag Placement.] If the tag is damaged in some way, the number should be voided and a new number issued. [Go to Voiding Tags] Contact Inventory Control for a new ID tag number.

    OIT will receive the original Capital Inventory Addition Form and the ID tag number from Central Receiving. After the tag is placed on the equipment, the inventory addition form should be filled out. Before the Capital Inventory Addition Form leaves OIT, the following information should be present on each form.

    1. The tag number
    2. The receipt date
    3. The item description
    4. The purchase order number
    5. The building abbreviation from the table on the back of the addition form
    6. The room number
    7. The correct model name or part number
    8. The equipment serial number
    9. The correct system configuration on the back of the form if applicable

    Initial and date the form in the "OIT Rec." box. Send the addition form to Inventory Control.

    NOTE: Return of the Capital Inventory Addition Form to Inventory Control should not be delayed because of pending installation of equipment. If the equipment will not be installed within two weeks of receipt of the equipment, the equipment should be unpacked, the inventory tag affixed to the equipment and the serial number recorded. The equipment can then be repackaged for storage. The equipment should be assigned to the location where it is being stored. When the equipment is moved, a Capital Inventory Update Form must be filled out so the location of the equipment can be changed on the Capital Inventory Control System.

  3. Updating Equipment

    OIT is responsible for filling out Capital Inventory Update Forms when their technicians move a capital inventory item.

    The following information needs to be filled in on the Capital Inventory Update Forms:

    1. The Inventory ID Number
    2. A description of the item
    3. The new Building Abbreviation
    4. The new Room Number
    5. The New Contact Person
    6. The New Contact Dept.
    7. The New Contact Phone
    8. The dated initials of the person filling out the form in the "Home Dept." box

    The Capital Inventory Update form can be accessed and submitted online.

    If technicians working for OIT find an item that does not have a Capital Inventory Tag, but could be a capital item [Go to Definition Section for a working definition of Capital Inventory Items], Inventory Control or the Internal Auditor should be contacted immediately. Document the manufacturer and model of the item, the serial number, and the location. This information will help Inventory Control make a search of the Inventory Control System for the item, or issue a Capital Inventory Tag, if there is not a record.

  4. Deletion of Equipment

    OIT is responsible for the removal of computers and computer related equipment from the Capital Inventory System. For all other capital equipment, each Home Department is responsible for the removal from the Capital Inventory System of capital equipment belonging to the department.

    Equipment should be removed from the Inventory Control System when it is:

    1. Sold as surplus to an off campus party
    2. Traded in on new equipment
    3. Destroyed (Casualty Loss)
    4. Cannibalized
    5. Scrapped due to Obsolete or Inoperable
    6. Lost
    7. Stolen

    Equipment is removed from the Capital Inventory System by filling out a Capital Inventory Deletion Form. The deletion form should be completed immediately after the disposal of any capital equipment.

    The Capital Inventory Deletion form can be accessed and submitted online.

    The deletion form should be filled out completely. If the item was stolen, a copy of the Police report is also necessary. If the Capital Inventory Tag can be removed from the item, it should be sent to Inventory Control via campus mail.

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Central Receiving

  1. Responsibilities for Assigned ID Tags of Central Receiving

    When Central Receiving is assigned a block of tags, it becomes the responsibility of the department to assign the tags to individual inventory items. Every tag issued must have a corresponding Capital Inventory Addition Form. This form is the record that the capital ID Tag was assigned to a capital item. The Capital Inventory Addition Form must contain the following information. An ID tag will not be issued until this information is available.

    1. The tag number
    2. The date of issue
    3. The description of the capital item
    4. The purchase order number
    5. The dated initials of the person issuing the tag in the "Receiving" box

  2. Addition of Equipment

    When a capital inventory item is received, it is the responsibility of Central Receiving to assign a capital inventory ID tag to the item. Central Receiving will be issued a series of tags by Inventory Control. If an ID tag is damaged, that number should be voided [Go to Voiding Tags ]. Central Receiving should also keep a log book of the tag numbers assigned. The log need only have the ID tag number, the PO number of the item tagged, initials, date, and department.

    1. Procedures for Receipt of Capital Inventory Items

      Central Receiving will update the Capital Inventory Addition Form with the ID# issued, receipt date, and employee's initials and date. Then attach the ID tag and Addition Form to the receiving slip and send all three items to the Home Department for items not purchased through OIT or to OIT for items purchased through that department.

      Before the Capital Inventory Addition Form leaves Central Receiving, the following should be present on the form:

      1. The ID tag number
      2. The receipt date
      3. The item description
      4. The purchase order number

    2. Outstanding Inventory Addition Forms

      Every April 1st and October 1st, Central Receiving should take a look at all outstanding Capital Inventory Addition Forms. Forms that are more than six months old should be sent to Inventory Control so that the status of the items can be determined. If the items have not been received by the home department, the corresponding Addition Forms will be returned to Central Receiving. If the items have been received by the Home Department, Central Receiving will be notified, by the home department to sent the ID tag number and the Capital Inventory addition form to the home department.

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Home Departments

  1. Purchase Requisition

    It is the responsibility of Home Departments to define a system of component parts when appropriate. See definition of a system for instructions on how to define a system of component parts. [Go to Definition Section] The following procedure reiterates the proper procedure from the definition section and should be used to requisition inventory systems.

    1. At the end of the purchase requisition, type the word "NOTE".
    2. List the PO line items that will make the system. Separate the items with commas.
    3. Insert 2-4 spaces after the number list.
    4. Indicate the number of systems with this configuration.
    5. Insert 1 space after the number of systems.
    6. Type the word "SYS".
    7. Start a new line for each new system configuration.

      NOTE: If more than one vendor is used to purchase the component parts, a cover letter needs to be submitted with the requisitions to properly notify Purchasing of a system purchase that needs to be capitalized.

  2. Time of Delivery

    When the Home Department takes delivery of a Capital Inventory Item other than equipment purchased through OIT, the following should occur.

    1. If the item was delivered directly to the Home Department, Central Receiving should be notified immediately by the home department. Central Receiving will then forward the necessary inventory forms and identification tag.
    2. As soon as the item is unpacked, the inventory tag should be placed on the item. [Go to Standards for Tag Placement.] If the tag is damaged, the tag should be voided and a new tag issued. [Go to Voiding Tags ] Contact Inventory Control for a new tag.
    3. After the tag is placed on the item, the following items on the Inventory Addition Form must be filled in:
      1. The building abbreviation from the table on the back of the addition form
      2. The room number
      3. The serial number of the equipment.
    4. Review all other information already entered on the Addition Form for accuracy.
    5. Initial and date the Addition form in the "Home Dept." box and return it to Inventory Control for processing.
      NOTE: Return of the Capital Inventory Addition Form to Inventory Control should not be delayed because of pending installation of equipment. If the equipment will not be installed within two weeks of receipt of the equipment, the equipment should be unpacked, the inventory tag affixed to the equipment and the serial number recorded. The equipment can then be repackaged for storage. The equipment should be assigned to the location where it is being stored. When the equipment is moved, a Capital Inventory Update Form must be filled out so the location of the equipment can be changed on the Capital Inventory Control System.

  3. Updating Equipment

    The accuracy of the Capital Inventory Control System is the responsibility of each Department Administrator. Each Department Administrator has the responsibility of reporting any additions or changes in location of capital items to Inventory Control for his or her area. If changes are not reported to Inventory Control, Inventory Control is not responsible for discrepancies in the Capital Inventory Control System. If a Department Administrator would like special reporting of the capital inventory in his or her area, contact Inventory Control.

    Departments should use Capital Inventory Update Forms to make changes to the Capital Inventory Control System. Departments can go to the web and fill out the Update Form. On the Capital Inventory Update Form, the following information needs to be filled in to properly change the location of equipment.

    1. The Inventory ID Number
    2. The description of the item
    3. The new building abbreviation
    4. The new room number
    5. The New Contact Person
    6. The New Contact Dept.
    7. The New Contact Phone
    8. The dated initials of the person filling out the form in the "Home Dept." box

    Major departmental moves should be coordinated with Inventory Control, so that the changes to the Capital Inventory Control System can be carried out with the least amount of paperwork for all parties concerned.

    If equipment is transferred from one department to another, it is the responsibility of the department receiving the equipment to ensure that corrections to the Capital Inventory Control System are made.

  4. Deletion of Equipment

    OIT is responsible for the removal of computers and computer related equipment from the Capital Inventory System. For all other capital equipment, each Home Department is responsible for the removal from the Capital Inventory System of capital equipment belonging to the department.

    Equipment should be removed from the Inventory Control System when it is:

    1. Sold as surplus to an off campus party
    2. Traded in on new equipment
    3. Destroyed (Casualty Loss)
    4. Cannibalized
    5. Scrapped due to Obsolete or Inoperable
    6. Lost
    7. Stolen

    The Deletion Form can be accessed and submitted online.

    The deletion form should be filled out completely. If the item was stolen, a copy of the Police report is also necessary. If the Capital Inventory Tag can be removed from the item, it should be sent to Inventory Control via campus mail.

  5. Verification Responsibilities

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Inventory Control

  1. Responsibilities for Assigned ID Tags of Inventory Control

    When Inventory Control is assigned a block of tags, it becomes the responsibility of the department to assign the tags to individual inventory items. Every tag issued must have a corresponding Capital Inventory Addition Form. This form is the record that the capital ID Tag was assigned to a capital item. The Capital Inventory Addition Form must contain the following information. An ID tag will not be issued until this information is available.

    1. The tag number
    2. The date of issue
    3. The description of the capital item
    4. Either the purchase order number or the building and room number
    5. The dated initials of the person issuing the tag in the "Inventory" box

  2. Inventory Verification

    1. Verification report package - Inventory control is responsible for preparing the verification report package. Each verification report package will consist of the following sections.
      1. A memo indicating that this is an official inventory verification and that the department has one month to complete the verification. The memo will also include instructions.
      2. A verification report for the capital items in the department based on space allocation assigned to that department. This is an Excel spreadsheet.
    2. Process the Verification Report received back from departments.

      1. Update the Capital Inventory System based on the information provided from the verification report. To ensure no duplication of data entry, put a red check next to the item to indicate the item has been updated. If no changes are required, still place a red check next to the item.
      2. For those items that need to be added to the inventory system, try to verify the indicated cost on the Addition Form is accurate with the financial records. If the date purchased/received is longer than our retention period, use the information provided by the department. Process the Addition Form like any other addition. Also, include a comment on the PeopleSoft panel "Comments" to indicate the addition was a result of the physical inventory process.
      3. For those items that are re-issued tags, update the Capital Inventory System. Also, include a comment on the PeopleSoft panel "Comments" indicating that the asset ID was changed to xxxxxx from xxxxxx. This will provide record of the date the ID was changed.
      4. Attach all follow-up correspondence to the verification report.
      5. When the inventory verification is complete, a red "DONE" should be put on the first page of the report. The verification report should then be signed and dated by an Inventory Control employee. The verification report should be filed and saved for 4 years plus the current.

  3. Addition of Equipment

    The Capital Inventory Addition Forms will be sent from the Home Departments or OIT to Inventory Control. The voucher number and the total item cost, including shipping, should be entered on to the Capital Inventory Addition Form. For systems of component parts, the item cost should be the total cost of all of the component parts. The voucher number for the system should be the voucher number for the main component of the system, which is described on the front of the Capital Inventory Addition Form.

    A final check will be made by Inventory Control to ensure that all necessary information has been entered on the Addition form. If any information is missing, Inventory Control will return the form(s) to the appropriate department for completion.

    Inventory Control will enter the Profile ID, Asset Class, account code, fiscal year and title holder on the Capital Inventory Addition Form. Inventory Control will then initial and date the addition form to signify that the form was processed.

    Every six months, Inventory Control will assist Central Receiving in checking on the status of long outstanding Capital Inventory Addition Forms and following up on same forms.

    1. Outstanding Inventory Addition Forms

      If the item remains encumbered for an unusual period of time, the home department should be contacted to see why that item has not been paid for.

      If the purchase of the item has been canceled and a tag number has already been issued, the Capital Inventory Addition Form should be forwarded to Inventory Control with a memo that the purchase of the item has been canceled and the ID tag number should be voided.

      Inventory Control should take a look at all outstanding Capital Inventory Addition Forms. If the items have not been received by the Home Department, the corresponding addition forms will be placed in a pending file. If the items have been received by the Home Department, Central Receiving will be notified by the home department to send the ID tag number and the Capital Inventory Addition form to the home department.

  4. Updating Equipment

    Inventory Control is responsible for the timely processing of Capital Inventory Update Forms. Inventory Control oversees the entry of the data and verifies the accuracy of the entered data.

    Inventory Control is also responsible for processing Inventory Verification Reports.

  5. Deletion of Equipment

    Inventory Control is responsible for the timely processing of Capital Inventory Deletion Forms as they are received. Inventory Control oversees the data entry and verifies the accuracy of the entered data.

    Inventory Control is also responsible for the processing the deletions noted on the returned Inventory Verification Reports.

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Data Entry

  1. Addition of Equipment

    The data on the Capital Inventory Addition Form is then ready to be entered into the Capital Inventory Control System. The entering person will enter the data from the form, initial and date the form. The forms, after entry, should be filed by inventory number as a record of tag issue.

  2. Updating Equipment

    As the Capital Inventory Update Forms are processed, the changes should be made to the Capital Inventory Control System. After the entering person has made the changes, the update form should be initialed and dated.

    Capital Inventory Update Forms, other than those generated as part of the inventory addition process, should be filed by Inventory ID Tag Number. Each fiscal year, the file should be restarted, so that updates made in a fiscal year are segregated from those made in a different year. Capital Inventory Update Forms should be kept on file for 4 years plus the current. The file of update forms will act as an audit trail for the verification of the items.

  3. Deletion of Equipment

    As the Capital Inventory Deletion Forms are processed, the deletion form should be initialed and dated.

    Capital Inventory Deletion Forms should be filed by Inventory ID Tag Number. Each fiscal year, the file should be restarted, so that deletions made in a fiscal year are segregated from those made in a different year. Capital Inventory Deletion Forms should be kept on file for 4 years plus the current. The file of deletion forms will act as an audit trail for the verification of the items.

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