Let's Keep UTSA Out Of The News!
The University of Texas at San Antonio
Inventory: Palm/Scanner Usage Class
DE 675 INITIAL2012 - 2013
Presented byThe UTSA Inventory Department
Our mission is to adhere to state laws,
University rules and regulations by
assuring 100% asset accountability for
all Capital and Controlled assets bought,
transferred, or donated to UTSA
departments.
COURSE OBJECTIVES
Understand your role and responsibilities as the designated “Inventory Contact Person” (ICP).
Demonstrate knowledge of the Annual Physical Inventory Process and what is required for completion.
Identify and know when to use Inventory Forms.
Learn how to use the Barcode Scanner.
Inventory Training
•Used to appoint an Inventory Contact Person
Inventory Contact
Appointment Form
•Class Room Setting
•Hands on Instruction
•Required for newly appointed ICP’s
DE 675 Initial
•On-Line through UTSA My Training
•Inventory will schedule appointments to pick up a scanner and inventory paperwork
DE 676 Refresher
Inventory Contact Person Appointed to assist with the daily care of property within their departments
Capital Asset Manager Manages the Inventory and Surplus Department
Office of State Comptroller Mandates state agencies to perform annual inventories
Property Manager Responsible for the accountability of ALL property in possession of the University
Inventory Staff Records, tracks, reconciles and reports inventory results
Department/Division Heads Responsible for day-to-day care of property in their respective
departments/colleges
Who Is Responsible?
Unit Code
This is a 7-digit identifier assigned by Budget, DEFINE Administrators, or Grants/Contracts
Examples: 0222-000 Undergraduate Studies
1300-001 COE- Dean-Lab
Used to ensure items are assigned to the correct department Inventory uses this to upload your annual inventory to the Barcode Scanner
Purchase Orders In-State and Out-of-State
Transfers Departmental Transfers Grants and Contracts Gifts (Tangible Donations) Trade-In
Surplus
How Do I Get Items On My Inventory?
UTSA Barcodes Are Required For…
CONTROLLED ITEMS
Electronic equipment valued between
$500.00 - $4,999.99 per unit
• Cameras• Video Cameras• VCRs/DVD players• Television Sets• Computers (Desktops/Laptops/IPADs)• Printers• Projectors
UTSA Barcodes Are Required For…
CAPITAL ASSETS
Any equipment valued at $5,000.00 or greater.
Need A UTSA Barcode?
When requesting a barcode for a new Asset, call or email
Mayra Espinoza (x6396).
You will need to provide the following:
• Purchase Order Number
• Your Name/Phone Number/Unit Code
• Description and Location of Asset
• Who delivered the Asset (Central Receiving or Direct Ship
from the vendor)
• Remove Assets from boxes
ProCard Abuse
Inventory will report Violations to the ProCard Compliance Office!
Controlled and Capital assets CAN NOTbe purchased using the ProCard!
Annual Physical Inventory Process
Step 1
•Locate
Step 2
•Scan
Step 3
•Reconcile
Step 4
•Return
Locate
If you can’t find an asset, search:
• Closets/Storage areas/Off Site Locations • Offices/Classrooms/Labs• Check Removal of Equipment Forms (item may be off-
campus)• Check previous documentation/files• Check Surplus Turn-In Forms• Ask Co-workers/last known User/or other Departments
Keep looking until all assets are found!
Use the Pre-Inventory/Custody List as your “Road Map” to locate assets.
Scan
Begin scanning at any location:
IF FOUND - continue scanning until you’re done
IF NOT FOUND - annotate the Pre-inventory/Custody List to further investigate
Be sure to mark the box on your list when an item is found and scanned!
Reconcile
1. Post findings on the Pre-Inventory/Custody List
2. Research problems/compare last year’s documentation
3. Prepare applicable Inventory Forms to update data and complete Inventory
4. Continue to look for items NOT FOUND
Return
It is imperative you return the below items on your scheduled Return Date!
• Scanner/Charger/Bag (Needed for departmental rotations)
• API Certification Form
• Pre-Inventory/Custody List
• Reconciliation Paperwork
A Post Inventory Report will be forwarded to you with
final inventory results.
PRE-INVENTORY/CUSTODY LIST
MAKING UPDATES IN DEFINE
Making Updates in DEFINE
You are also responsible for updating the following information in the NV1 Screen:
See Training Reference Guide – pgs. 7 & 8
• ENTERING BANNER ID #’s: Assigning a current user Banner ID in NV1 helps youand future ICPs’ locate assets.
• REASSIGNING BANNER ID #’s: This action is required when an employee is transferring to another department and for Employee Separations.
• MAKING LOCATION CHANGES: Your inputs ensure locations remain current.Make sure to use the 3 letter building code. EXAMPLES: MBB - Main Building; BSB - Biosciences Building; FSB - Frio Street Building; etc..
• For instructions on how to view a list of your inventory on the NV3 screen:
See Training Reference Guide – pg. 9
See Training Reference Guide – pg. 5, 6
Completing Your Pre-Inventory/Custody List
INVENTORY FORMS
Inventory Forms
Most Common Forms Used During Annual Physical Inventory (API):
• Inventory Transaction Form
• Missing Property/Reinstatement Report
• Stolen/Recovered Property Report
• Removal of Equipment Form
• Equipment Trade-In Form
All Inventory forms are available at http:/www.utsa.edu/inventory
ALL FORMS MUST BE TYPED
SAMPLE
SAMPLE
SAMPLE
SAMPLE
SAMPLE
LETS’S REVIEW!
BREAK TIME!
Inventory Helpful Tips
See Training Reference Guide – pg. 15
Insight Reporting
InSight is a new technology management tool that fuses information from DEFINE, Inventory, HRMS, network and computer management tools into a single, easy-to-use interface.
InSight is managed by Office of Information Technology and NOT the Inventory Department. However, Inventory is responsible for correcting erroneous data entered into DEFINE.
For more information, contact Cindy Espinosa x4383 or go to their website: http://utsa.edu/oit/projects/insight.html
SURPLUS
Surplus
When property is worn out or obsolete, do notthrow it away! Contact the Surplus
Department at 458-6282 to correctly dispose of the item.
Visit Website at: www.utsa.edu/surplus/
Break!?
Getting to know the MC70
Barcode Scanner
QUESTIONS?
Jon MoselCapital AssetManagerExt. 6130
James SumnerSr. InventoryAnalystExt. 4835
Olinda OngayInventory Clerk IIExt. 6395
Cassandra PorterInventory ManagerExt. 4844
Frank BatesAccountant IIExt. 4830
JJ ChavezInventory Clerk IIExt. 6131
Mayra EspinozaInventory Clerk IExt. 6396
INVENTORY STAFF