12 - PHYSICAL INVENTORIES OF EQUIPMENT

12.10 ALTERNATIVE PROPERTY SCHEDULES
EFFECTIVE
6/1/00		LAST UPDATE
12/01/02
PURPOSE: To provide direction to university departments in performing a physical inventory of Capital equipment for which they are responsible.
AUTHORITY: Powers and duties of the University President, ABOR Policy 3-801 and 3-802

Below authority applies ONLY to Federal Property (acquisition dollars or title):

48 Code of Federal Regulations 45.508 AND 45.508-1 through 45.508-3
Office of Management and Budget Circular A-110
POLICY: Departments can request alternative property inventory schedules by room and sub-areas. Departments with capital equipment in widespread and scattered locations or with multiple areas of responsibility will find property inventory schedules by sub-area very useful for the completion of the inventory.
PROCEDURE:

  1. INVENTORY PROPERTY SCHEDULES BY ROOM:

    RESPONSIBILITY ACTION
    DEPARTMENT
    1. Contact the FSO Property Management and request the inventory property listing by room number.
    FSO PROPERTY
    MANAGEMENT
    1. Prepare the listing by room number and forward to the requesting department.

  2. INVENTORY PROPERTY SCHEDULES BY DEPARTMENTAL SUB-AREA.:

    DEPARTMENT
    1. Request a standard property schedule listing from FSO Property Management.
    FSO PROPERTY
    MANAGEMENT
    1. Produce the listing and forward to the requesting department.
    DEPARTMENT
    1. Identify those units into which the department will be subdivided. Contact the FSO Property Management and request that each sub-departmental unit be assigned a two digit identification number.
    FSO PROPERTY
    MANAGEMENT
    1. Will assign a sub-departmental unit number to each unit identified by the department request, and notify the department of the numbers assigned.
    DEPARTMENT
    1. Enter the appropriate sub-departmental number on screen 535 in the INV UNIT field for each item on the list or, return the list to FSO Property Management with the appropriate sub-departmental number indicated next to each item so the records can be updated by the FSO Property Management.
    FSO PROPERTY
    MANAGEMENT
    1. Will enter sub-departmental numbers into FFX if the department returned the listed so noted.

    2. Will produce and distribute a sub-departmental property inventory schedule to the department for use in the next biennial inventory.

    CROSS-REFERENCES:

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