Instructions for Completion of Inventory
Greetings! Welcome to the Instructions for Completion of Inventory. You have, no doubt, been charged with your department's inventory and have received an email from Property Management (PM) detailing the following procedure:
The following steps outline the inventory process:
- Admins/TSPs and Account Managers will receive an email from Property Management to set up an appointment for inspection (this email serves that purpose). This email contains a list of the items on your inventory based on responsible cost center (RCC).
- Once an appointment date/time is set, Property Management will make an office visit to scan all available assets on your department’s inventory. At the time of the initial and/or second visit, we request, if possible, faculty/staff bring in any computers/tablets/etc. that are kept off campus to be inventoried. The names of the Faculty/Staff who have computers off campus can be added to the last column of the inventory list that we provide to you. We will check for this, loan sheets, or check-out lists during our inventory visits.
- If there are any non-inspected assets after the initial visit, another appointment will be scheduled to complete the remainder of the inventory. A third visit or an alternative method can be used to inspect the remaining items (pictures of inventory tags, checkout lists, and/or loan forms can be emailed to us at inventory@txstate.edu).
- Upon completion of the EVE inventory, your department will receive a confirmation email from Property Management, with our Form A as well as an updated inventory list for your review. The Form A will need to be signed by the Account Manager to certify the results of the annual inventory. If any assets are not accounted for, a Missing Report (Form C) will also need to be completed, signed, and submitted by Account Managers or authorized inventory personnel. Finally, if any assets have been stolen, a police report must be submitted to UPD by the department and a Stolen Report (Form D) must be completed, signed, and submitted to Property Management.
Here, we'll go step by step and layout details on how to complete your inventory in compliance with university and state procedures.
Step 1: Initial Email
Admins/TSPs and Account Managers will receive an email from Property Management to set up an appointment for inspection (this email serves that purpose). This email contains a list of the items on your inventory based on responsible cost center (RCC).
Property Management (PM) keeps a Chart of Accounts (COA) for all Responsible Cost Centers (RCC) and the user responsible, or Department Head/Account Managers as detailed in SAP, along with the administrative assistants, TSPs, and/or other department personnel who have worked with us in the past. From the COA, PM sends out an Initial Email detailing and summarizing the steps and procedures. Step 1 denotes the purpose of the email and its goal to setup an appointment at the behest of the given department. This step indicates that the attachment in the email is the list of inventory, by RCC, in question that needs to be verified for this years cycle. Step 1 is concluded after a time and date has been agreed upon by all parties and PM sends out an appointment invite for the initial visit.
Step 2: Initial Visit and Off-Site Inventory Logs
Once an appointment date/time is set, Property Management will make an office visit to scan all available assets on your department’s inventory. At the time of the initial and/or second visit, we request, if possible, faculty/staff bring in any computers/tablets/etc. that are kept off campus to be inventoried. The names of the Faculty/Staff who have computers off campus can be added to the last column of the inventory list that we provide to you. We will check for this, loan sheets, or check-out lists during our inventory visits.
Step 2 denotes the process after an appointment is made by PM and the appropriate departmental personnel; i.e., the initial visit. The initial visit is the first appointment made with the given the department in Step 1. During this visit, the departments assistance will be required in providing access to building and rooms, helping locate assets, and ensuring mobile devices such as laptops, portable projectors, etc. are readily available and ready to scan when staff arrive to conduct the inventory. PM will walk with department personnel throughout their inventory spaces and scan all available assets in their current locations.
For any assets located off-campus, a departmental inventory log should be submitted with PM either at the time of the initial visit or within a reasonable time thereafter; e.g., by the second visit. The off-site inventory log must detail which faculty/staff member is in possession of each asset and its location. The log needs to be signed by the Account Manager or responsible personnel. As per Step 2, this can literally be a copy of the list PM sends in the initial email (see Step 1 above) with an added column denoting the responsible party.
NOTE: Loan Sheets or Check-out Lists can also serve the purpose of the Inventory Log.
Step 3: Remaining Inventory and Follow-Up Appointments
If there are any non-inspected assets after the initial visit, another appointment will be scheduled to complete the remainder of the inventory. A third visit or an alternative method can be used to inspect the remaining items (pictures of inventory tags, checkout lists, and/or loan forms can be emailed to us at inventory@txstate.edu).
After the completion of the Initial Appointment, PM will generate a Remaining Inventory list and send it out in a follow-up email requesting another inventory appointment if necessary, and detailing alternative options for verification of unavailable, off-site inventory. The latter can be done with either a signed Off-Site Inventory Log (see Step 2) or with a recent image (i.e., taken within the current EVE cycle) of the Inventory Number ID tag along with the corresponding building and room number of its location.
Because of the sheer volume of inventory assets across both the San Marcos and Round Rock campuses, PM works to limit the number of in-person inventory appointments to three (3) per RCC. We realize that this may not be conducive to some departments for various reasons, however, most departmental inventory can be conducted in full with fewer than three appointments. If a secondary appointment is needed, please respond to the follow-up email ASAP with a date and time in which you will be available to assist PM in verifying the remainder of your assets. After this email is sent out, prompt responses are ideal as poor communication with PM usually results with an incomplete inventory cycle.
NOTE: Incomplete inventory cycles requires all outstanding assets to be recorded on a filled and signed Form C, or "Missing Report".
Step 4: Inventory Completion and Forms A, C, & D
Upon completion of the EVE inventory, your department will receive a Report of Inventory (Form A) from Property Management via Adobe Sign. The Form A is to be signed by the Account Manager to certify the results of the annual inventory. If any assets are not accounted for, a Missing Report (Form C) will also need to be completed, signed, and submitted by Account Managers or authorized inventory personnel. If any assets have been stolen, a police report must be submitted to UPD by the department and a Stolen Report (Form D) must be completed, signed, and submitted to Property Management. After all applicable forms have been submitted, a completion email will be sent to your department along with the updated inventory list attached for your review.
Upon completion of the EVE inventory without discrepancy, your department will receive an Adobe Sign email detailing a Form A - Report of Inventory to be signed by the Department Head/Account Manager. If there are missing assets that cannot be verified by the department, then the departmental inventory personnel are required to fill and sign a Form C, detailing every missing asset, and submit it to PM either by email or through Adobe Sign. It is your job to fill, sign, and submit all proper forms to PM as soon as possible.
Only after the Form A has been accepted by PM will the completion email, including an updated inventory list for your review confirming the end of the inventory process, be sent. The Form A will need to be signed by the Account Manager to certify the results of the annual inventory. The inventory process is not completed until the completion email is sent.
NOTE: Follow the links below for more information on both Form A and Form C:
In the event that an asset has been stolen, then a Form D will need to be filled and signed AFTER a police report is submitted with UPD.
It is very important that University records be updated concerning the actual location and responsible cost center of the equipment. All policies and procedures about University Property and Assets can be found in the UPPS 05.01.01
If you have any further questions, please contact Property Management at 5-2709 or inventory@txstate.edu.