purpose of inventory control
DESCRIPTION
Purpose of Inventory Control. To tag all university assets over $5000 Useful life of 2 or more years Non-capital assets To conduct annual departmental inventories in accordance with state policies. How We Tag Items. - PowerPoint PPT PresentationTRANSCRIPT
Purpose of Inventory Control
To tag all university assets over $5000◦Useful life of 2 or more years◦Non-capital assets
To conduct annual departmental inventories in accordance with
state policies.
How We Tag Items
A departments PO is submitted into Banner, Fixed Assets assigns any items over $5000 an asset number and prints a tag for it.
Once Inventory Control receives the new tags from Fixed Assets, we contact the name listed on the tag sheet by phone or email.
How We Tag Items
From the first point of contact (ie. Phone or email), the department contact has 2 weeks to get back with us and schedule a time to tag the asset.◦Under certain circumstances, such as an
asset in storage off campus or a large crated item, more time may be given to tag an asset
◦An approximate date of unpacking or setup should be given to inventory control, so we can note in our database when we can tag asset
How We Tag Items
When the Inventory Control officer comes to tag the asset, we will collect all pertinent information on the asset, as well as take pictures of it for our inventory database.
The information gathered is then input into the Inventory Control database, and then sent to Fixed Assets to be completed in Banner.
How We Tag Items
The majority of assets on campus will be tagged using paper tags.
For items that paper tags will burn off of or outdoor items, Inventory Control can provide departments metal tags to place on their assets.
Generally, assets will be tagged on a visible face on the item.◦Special consideration is given on internal
assets in machines or scientific items
How We Retag Items
Departments must request a retag for an asset from Fixed Assets or may contact Inventory Control and we will request one.
Once Inventory Control receives a retag, we contact the custodian of the item.
Like a new tag, a retag must be completed within 2 weeks unless circumstances cannot permit it to be done.
Yearly Inventories
Department inventories are conducted once a year by Inventory Control
Departments are broken up into 4 sets of inventories during an inventory cycle
Department heads will receive their inventory first from Fixed Assets before being contacted by Inventory Control to schedule a time
Yearly Inventories
Before you start an inventory, department heads should:◦Verify custodians of assets◦Verify changes in room numbers◦Determine if any assets have been
previously surplused or stolenUnless notified otherwise, a
department has 6 weeks from the time they receive their inventory to the time it must be completed
Missing Assets
Lost: (attach statement describing factors leading to the loss and attempts to locate).
Stolen: (attach copy of the Police Report).
Cannibalized for parts: (attach Equipment Disposition form).
Traded-in: (attach Trade-In Approval form).
Off-Campus Assets
Assets located off campus should be reported back to Inventory Control by way of the Off-Campus Equipment Use form
Department Inventory Tools
ICSP provides departments on campus tools to help keep track of inventory:1) Pictures of all items in a
departments inventory2) Yearly inventory reports with any
changes to information marked clearly
3) An up-to-date department inventory report with pictures and details of all items in a departments inventory
Equipment Pictures
Yearly Inventory Report
Department Inventory Report
Purpose of Surplus Property
To pick up unwanted UNCC property from campus departments after the Fixed Assets/ Equipment Disposition Form is completed and returned to ICSP.
To redistribute surplus back to University departments as needed.
Guidelines For Surplus
Generally, surplus pickups are done on a first come, first serve basis
Clearly mark all surplus that is to be picked up and if possible, group together
If you know you have a large pickup that will require at least 2 of us, or you are under a deadline to get something removed, please inform ICSP a couple of days in advance
HPW and You
Provides faculty and staff at UNC Charlotte an opportunity to find surplus items to reuse in their department
Open from 9:00am to 12:00pm every Thursday
Under certain circumstances, faculty and staff may call ahead and view items at other times if a Surplus Property agent is available
Directions to HPW
Fixed Assets / Equipment Disposition Form
The only version of the form that should be used is located on the ICSP website or under the financial services forms page:◦Financial Services:
Under Fixed Assets Off Campus Equipment Use Form
◦ Inventory Control and Surplus Property: Under Forms on the sidebar
Send by campus mailor
Send by fax to (704)687-6593Do NOT send both ways
Fixed Assets / Equipment Disposition Form
The Current Form◦http://www.finance.uncc.edu/Forms/FA
equipmentForm.docFuture Updates:
◦Inventory Control has an electronic version of the Fixed Assets / Equipment Disposition Form in the works
◦This will be an improvement over the current form, being easier to use while also eliminating lost paper work
ICSP Website
Inventory Control and Surplus Property Department Contacts
John Cashion: Inventory Control ManagerExt. 7-4991 - email: [email protected]
Dan Schulte: Surplus/Bid OfficerExt. 7-6296 - email: [email protected]
Clayton Lee: Inventory AssistantExt. 7-2781 - email: [email protected]