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Frequently Asked Questions

  1. What is considered UTSA inventory?
  2. How is inventory procured?
  3. What is the process for an item to become part of UTSA inventory?
  4. What are my Department's responsibilities involving Inventory?
  5. How do I review my Department's current inventory?
  6. How can I transfer, remove, or report cannibalized, missing or stolen items?
  7. When do I use the Inventory Transaction Form?
  8. When do I use the Removal of Equipment Form?
  9. When do I use the Cannibalization Form?
  10. When do I use the Missing Property/Reinstatement Report?
  11. When do I use the Stolen/Recovered Property Report?
  12. What about items paid for on the Pro (procurement) card?

  1. What is considered UTSA inventory?

    Any item bought with UTSA funds is either a capitalized item (anything over $5000) or a controlled item (anything over $500 that matches the criteria below). Artwork is considered a capitalized item no matter the cost, and guns are controlled items no matter the cost.

    Controlled items are as follows:

    • Stereo Systems
    • Cameras
    • Camcorders
    • Televisions
    • Video Recorders
    • Laserdisc Players
    • Digital Projectors (as of 9/1/2005)
    • Any Computer Equipment (except monitors)

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  2. How is inventory procured?
    • Bought with University funds.
    • Constructed or fabricated in a University Department.
    • Transferred from other State or Government agencies.
    • A gift or donation to the University.
    • Through grants or contracts with other organizations.

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  3. What is the process for an item to become part of UTSA inventory?
    For an item to become part of UTSA inventory:
    1. A UTSA department will create a purchase order in Point Plus for all capital and controlled assets.
    2. Upon receipt of the purchase order, Central Services will process a Receiving Report.
      NOTE: If your department receives an inventory item directly from the vendor, please contact Central Services.
    3. The Inventory Department will enter the item into the DEFINE Database.

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  4. What are my Department's responsibilities involving Inventory?

    Each UTSA Department is responsible for its respective inventory. An Inventory Contact Person (ICP), who will oversee the conducting of the department's annual inventory, is assigned by the Department Head. The Inventory Contact Person is responsible for maintaining the Department's Inventory records for any equipment transfers, equipment removal, cannibalization, and stolen or missing item reports.


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  5. 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.  The Inventory Department also accepts requests for emailed copies of your department's current inventory.


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  6. How can I transfer, remove, report cannibalized, missing or stolen items?

    To report item transfers, removals, and cannibalized, missing, or stolen items:

    1. Go to Forms or to Public Folders in Outlook under UTSA forms > Inventory Forms,
    2. Complete the appropriate form
    3. Send the completed form via campus mail to the Inventory Department.


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  7. 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 Surplus Department's form located in Public Folders in Outlook or through the Surplus Department website.

  8. Use the Inventory Transaction form:

    1. For a barcode replacement,

    2. To change the item description,

    3. To report items not on your departmental inventory.


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  9. 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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  10. 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 discarded or unused parts of the inventoried item should be sent to Surplus.


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  11. When do I use the Missing Property/Reinstatement Report?

  12. The Missing Property/Reinstatement Reportis used for items on your department's inventory that are lost. Missing items stay on your inventory for two (2) years before they can be removed. This allows time for the Department to find the missing item(s). If the asset is later found, use this form to reinstate it back onto your inventory.
    1. Items cannot be removed from any department's inventory without proper paperwork being processed. If a State organization or a UTSA Department's annual inventory has more than 1% missing from their inventory, the State Comptroller can withhold money from the budgets of the respective organization or department(s).


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  13. When do I use the Stolen/Recovered Property Report?

    The Stolen/Recovered Property Report is used when an inventoried item has been declared stolen due to negligence or by other misconduct. 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.
    NOTE: For stolen item(s) a policeIncident Report must be submitted to the Inventory Department as well as the Stolen Property Report. An Incident Report can be obtained by contacting Campus Police and reporting the stolen item(s))
    1. If an item is reported stolen and the theft is due to the negligence of a State employee, then the employee may be demanded to compensate for the stolen item by the State Comptroller.

    Regarding negligence to UTSA property:

    403.276 Reporting to Comptroller and Attorney General

    1. 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.
       
    2. The attorney general may investigate a report received under Subsection (a).
       
    3. 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.
       
    4. 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.
       
    5. 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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  14. What about items paid for on the ProCard?

    Items bought with 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 with the ProCard.


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