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