Purpose of Inventory Control

2. 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.

3. 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.

4. 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

5. 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.

6. 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

7. 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.

8. 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

9. 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 stolen • Unless notified otherwise, a department has 6 weeks from the time they receive their inventory to the time it must be completed

10. 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).

11. Off-Campus Assets • Assets located off campus should be reported back to Inventory Control by way of the Off-Campus Equipment Use form

12. Department Inventory Tools • ICSP provides departments on campus tools to help keep track of inventory: • Pictures of all items in a departments inventory • Yearly inventory reports with any changes to information marked clearly • An up-to-date department inventory report with pictures and details of all items in a departments inventory

13. Equipment Pictures

14. Yearly Inventory Report

15. Department Inventory Report

16. 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.

17. 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

18. 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

19. 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 mail or • Send by fax to (704)687-6593 • Do NOT send both ways

20. Fixed Assets / Equipment Disposition Form • The Current Form • http://www.finance.uncc.edu/Forms/FAequipmentForm.doc • Future 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

21. ICSP Website • Inventory Control and Surplus Property Department Contacts • John Cashion: Inventory Control Manager • Ext. 7-4991 -email: jtcashio@uncc.edu • Dan Schulte:Surplus/Bid Officer • Ext. 7-6296 - email: cdschult@uncc.edu • Clayton Lee: Inventory Assistant • Ext. 7-2781 - email: cslee1@uncc.edu