Let's Keep UTSA Out Of The News!

1. Let's Keep UTSA Out Of The News!

2. The University of Texas at San Antonio Inventory: Palm/Scanner Usage ClassDE 675 INITIAL2012 - 2013 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. Presented by The UTSA Inventory Department

3. 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.

4. Inventory Training

5. Who Is Responsible?

6. 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

7. How Do I Get Items On My Inventory? Purchase Orders In-State and Out-of-State Transfers Departmental Transfers Grants and Contracts Gifts (Tangible Donations) Trade-In Surplus

8. UTSA Barcodes Are Required For… • Cameras • Video Cameras • VCRs/DVD players • Television Sets • Computers (Desktops/Laptops/IPADs) • Printers • Projectors CONTROLLED ITEMS Electronic equipment valued between $500.00 - $4,999.99 per unit

9. UTSA Barcodes Are Required For… CAPITAL ASSETS Any equipment valued at $5,000.00 or greater.

10. Need A UTSA Barcode? • 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 When requesting a barcode for a new Asset, call or email Mayra Espinoza (x6396). You will need to provide the following:

11. ProCard Abuse • Controlled and Capital assets CAN NOT • bepurchasedusingtheProCard! Inventory will report Violations to the ProCard Compliance Office!

12. Annual Physical Inventory Process

13. 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.

14. 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!

15. Reconcile • Post findings on the Pre-Inventory/Custody List • Research problems/compare last year’s documentation • Prepare applicable Inventory Forms to update data and complete Inventory • Continue to look for items NOT FOUND

16. Return It is imperative you return the below items on your scheduledReturn 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.

17. MAKING UPDATES IN DEFINE PRE-INVENTORY/CUSTODY LIST

18. 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

19. Completing Your Pre-Inventory/Custody List See Training Reference Guide – pg. 5, 6

20. INVENTORY FORMS

21. 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

22. SAMPLE

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26. SAMPLE

27. LETS’S REVIEW!

28. BREAK TIME!

29. Inventory Helpful Tips See Training Reference Guide – pg. 15

30. 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

31. SURPLUS

32. Surplus When property is worn out or obsolete, do not throw it away! Contact the Surplus Department at 458-6282 to correctly dispose of the item. Visit Website at: www.utsa.edu/surplus/

33. Break!?

34. Getting to know the MC70 Barcode Scanner

41. QUESTIONS?

42. INVENTORY STAFF Mayra Espinoza Inventory Clerk I Ext. 6396