The item is then entered into the DEFINE database by the
Inventory Department.
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What are my Department's responsibilities involving Inventory?
- Each UTSA
Department is responsible for their respective inventory. An Inventory
Contact Person (ICP), who will oversee the conducting of an annual inventory, is assigned
by the Department head. This person is responsible for maintaining the
Department's Inventory records for any transfers, removal of equipment,
cannibalization, and stolen or missing item reports.
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How do I
review my Department's current inventory?
- Your
Department's current inventory can be reviewed in DEFINE in the NV3 module by
putting your unit code in the miscellaneous field. Or
contact the Inventory Department and we will be glad to email you a
copy.
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How can I transfer, remove, report cannibalized, missing or stolen
items?
- For transfers,
removals, cannibalized, missing, or stolen items go to
Forms or to Public folders in Outlook under UTSA
forms > Inventory Forms, complete the appropriate form and then send it
to the Inventory Department via campus mail.
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When do I use the Inventory Transaction
Form?
- Use the
Inventory Transaction Form
when transferring one or more items from one
department to another. For transferring
items to Surplus, use their form located in public folders in Outlook
or through the
Surplus Department website. Use the
Inventory Transaction form if you need a barcode replacement, a
description change, and to report items not on your departmental
inventory.
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When do I use the
Removal of Equipment Form?
- The
Removal of Equipment Form
is required by staff and faculty who take
equipment for any period of time off campus. This form is valid
for one year. For more common questions dealing with removing equipment
from the UTSA campus please refer to the Policy for the Removal of Equipment.
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When do I use the
Cannibalization Form?
- The
Cannibalization Form is used when a part of an inventoried
item (barcoded and on the Department's Annual Inventory) is stripped or
removed for use in other units,to replace parts or create
spare parts for existing equipment. The discard of the inventoried item
is sent to Surplus.
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When do I use
the Missing Property/Reinstatement Report?
·
The Missing Property/Reinstatement Report is used for items
on your department's inventory that cannot be located, but there is no evidence
that a theft has occurred. The Missing
Property-Reinstatement requires a determination by the department/division head
as to “Negligence” or “Non-Negligence” concerning the loss of the property. If a
determination cannot be made, a third option of “Unable to Determine” is also
available. All “Negligent” and “Unable to Determine” reports will be sent to the
UTSA Property Manager for further review and final determination of negligence
in the loss of the item(s). Missing items stay on your inventory for 2 years before they can be removed.
This allows time for the Department to find the items. If an asset is later
found, use this form to reinstate it back onto your inventory.
·
If an item is reported missing and the loss was
due to the negligence of a State employee, then that employee may be required to
provide reimbursement for the missing item.
·
Items
cannot be removed from the departments inventory without proper paperwork being
processed. If a State organization's annual inventory has more than 2% missing
from their inventory, the State Comptroller can withhold money from the budgets
of the organization.
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When do I use
the Stolen/Recovered Property Report?
·
The Stolen/Recovered Property Report
is used when an inventoried item
has been declared stolen. The Stolen Property Report and the Incident
Report (obtained from the University Police) must be submitted to the
Inventory Department. If the asset is later recovered use this form to
bring it back onto your inventory. (*For stolen item(s) a police
Incident Report
must be submitted to Inventory as well as the
Stolen Property Report. An
Incident Report
can be obtained by contacting Campus Police and
reporting the stolen item(s))
·
If an item is reported stolen and the theft is determined to be
due to the negligence of a State employee, then that employee may be required to
provide reimbursement for the stolen item.
Regarding negligence to UTSA
property:
403.276 Reporting to Comptroller and
Attorney General
- If the head or property manager of a state agency has reasonable cause to
believe that any property in the agency's possession has been lost,
destroyed, or damaged through the negligence of any state official or
employee, the head of the agency or property manager shall report the loss,
destruction, or damage to the comptroller and to the attorney general not
later than the date established by the comptroller. If the head or property
manager of a state agency has reasonable cause to believe that any property
in the agency's possession has been stolen, the head of the agency or
property manager shall report the theft to the comptroller, the attorney
general, and the appropriate law enforcement agency not later than the date
established by the comptroller.
- The attorney general may investigate a report received under Subsection (a).
- If an investigation by the attorney general under Subsection (b) reveals
that a property loss has been sustained through the negligence of a state
official or employee, the attorney general shall make written demand on the
official or employee for reimbursement of the loss.
- If the demand made by the attorney general under Subsection (c) is refused
or disregarded, the attorney general may take legal action to recover the
value of the property as the attorney general deems necessary.
- Venue for all suits instituted under this section against a state official
or employee is in a court of appropriate jurisdiction of Travis County.
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What
about items paid for on the ProCard?
- Items bought on
the
ProCard are UTSA property. Do not purchase capital
or controlled items using a ProCard! If you do purchase something
controlled, like a camera or a computer using the ProCard, please
notify the Inventory Department and ProCard Compliance Office.
The
ProCard Compliance Office
has a
list of
items prohibited from being bought on the ProCard.
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The
University of Texas at San Antonio, Inventory Department
One UTSA Circle, San Antonio, 78249-0610
Telephone: (210) 458-4844
Copyright © The University of Texas at San Antonio
Last updated December 10, 2007
