ANNUAL INVENTORY INFORMATION AND INSTRUCTIONS

PHYSICAL INVENTORY PROCESS

The departments will conduct the physical inventory. The departments will use the Tandem Manual Inventory method (see attached document for details). Return all forms. If form is not needed or used, please return and indicate so by writing No Changes, No Exceptions, etcon the form. Personnel from Property Control Office will assist in locating missing property.

COMPLETED INVENTORY PACKETS ARE TO BE RETURNED TO PROPERTY CONTROL BY THURSDAY, APRIL 30, 2009.
The Departments should assign an experienced, knowledgeable person to conduct the annual inventory. A person who has the technical background to know the various types of equipment. A person who knows the various buildings and locations. A person who knows the departmental employees the best.

WHO SHOULD PERFORM THE PHYSICAL INVENTORY?

FORM INSTRUCTIONS
EXCEPTIONS TO PROPERTY INVENTORY LISTING FORM SECTION:
1. UNTAGGED PROPERTY Use to report items that belong to UTHSCSA that are not tagged. Include a purchase order number, IDT, or other source of funds for the items in question. Also include in this section, items on inventory list where the number is known but the tag is missing. Keep in mind that taggable items includes all items $5,000.00 and over in value (known as capital items), or controlled items with a value between $500.00 and $4999.99. Controlled items include: Computers (Desktops and Laptops), Servers, Printers, Data Projectors, Stereo Systems, Cameras, Video Recorders (TV, VCR, Camcorder, DVD Player), Hand Guns (Controlled at Any Cost), and Rifles (Controlled at Any Cost). Property Control only tags capital and controlled items. Non-numbered Property Tags for all other items are available to be sent to the departments upon request. 2. TAGGED PROPERTY WHICH IS NOT ON LIST, BUT SHOULD BE List Asset ID, Description, and Location. 3. TAGGED PROPERTY WHICH IS NOT ON LIST AND DOES NOT BELONG TO THIS DEPARTMENT Use to list items on loan from another department, or items where the owner is not known. 4. LISTED PROPERTY WHICH SHOULD BE REMOVED List equipment that should be removed from the inventory list. Include paperwork to support the removal such as Deletion Requests, Transfers, or other documentation. 5. UNIVERSITY HOSPITAL AND VA HOSPITAL PROPERTY ON HEALTH SCIENCE CENTER PREMISES List Identification Number, Description, and Location. 6. NON-OWNED EQUIPMENT ON HEALTH SCIENCE CENTER PREMISES WHICH DOES NOT BELONG TO THE HEALTH SCIENCE CENTER OR ITS PERSONNEL This equipment should be tagged with the owners name and responsible department and individual.

7. PERSONAL PROPERTY

All personally owned property located on state operated premises must be tagged with the following statement: Personal property of________.

8. OTHER Please list any other items or matters that you would like Property Control to research and expedite on a separate sheet of paper.

DEPARTMENTAL CONTACT FORM

This form must include the signature of the Department Chair, Director or Administrator. This form must be completely filled out and returned with each inventory packet.

SIGNATURE AUTHORIZATION FOR PROPERTY INVENTORY RECORDS FORM

This form must include the signature of the Department Chair or Director. This form must be completely filled out and returned with each inventory packet.

DEPARTMENTAL PRINTOUT BY INVENTORY NUMBER

The listing is as of 2/18/09. Any Transfer or Deletion Requests made after 2/18/09 will not be reflected on the Printout. Only items listed under the NEW LOCATION or the NEW CONDITION column will be considered appropriate changes. For all items located in hallways please list the location as the room nearest to the item. ALL OTHER CHANGES MUST BE REPORTED ON APPROPRIATE FORMS.

CERTIFICATION OF PHYSICAL INVENTORY OF PROPERTY

This must be signed by the person(s) taking the inventory and by the Department Chair or Director

MISSING EQUIPMENT FORM This form can be found at http://www.uthscsa.edu/business/accounting/.

List items that are new missing items for this fiscal year and items listed as missing from previous fiscal years that are still missing. This form must be approved and signed by the Department Chair or Director.

BUILDING CODE LISTING This form can be found at http://www.uthscsa.edu/business/accounting/. Use this list to identify building codes for equipment that has changed locations.

If you require any assistance, please contact any of the following Property Control personnel:

Property Control Personnel

Kit Ramzinski Samantha Crocker
-Accountant II

2-6253 2-6244 2-6243

ramzinski@uthscsa.edu crockers3@uthscsa.edu gillesa@uthscsa.edu

-Manager of Property Control

Alyssa Gilles
-Accountant I -Warehouse

George Castillo
-Equipment Tagging -Missing

2-6241

castillog2@uthscsa.edu

Esther Avila

2-6242

avilaec@uthscsa.edu

-Property Removal Permits -Equipment Transfer Requests

EXCEPTIONS TO PROPERTY INVENTORY LISTING

1. UNTAGGED PROPERTY Items belonging to UTHSCSA that are not tagged. Include items on inventory list that have inventory tags missing. P.O. Number/ Asset ID Description Location IDT Contact Person and Ph # Reason

2. TAGGED PROPERTY WHICH IS NOT ON LIST, BUT SHOULD BE List Asset ID, description and location. Asset ID Description Location

3. TAGGED PROPERTY WHICH IS NOT ON LIST AND DOES NOT BELONG TO THIS DEPARTMENT Items on loan from another department. List by Asset ID number, description, and location. Asset ID Description Location

4. LISTED PROPERTY WHICH SHOULD BE REMOVED Please submit supporting paperwork (copies of Deletion Requests, Transfers, etc) for items listed below. Asset ID Description Location Reason for Removal

5. UNIVERSITY HOSPITAL AND VA HOSPITAL PROPERTY ON HEALTH SCIENCE CENTER PREMISES- List by identification #, description, and location. Identification # Description Location

6. NON-OWNED EQUIPMENT ON HEALTH SCIENCE CENTER PREMISES WHICH DOES NOT BELONG TO THE HEALTH SCIENCE CENTER OR ITS PERSONNEL- This equipment should be tagged with the owners name and responsible department and individual. Company name Description Serial Number Location

7. PERSONAL PROPERTY- All personally owned property located on state operated premises must be tagged with the following statement: Personal property of________. If not marked as such, it will be assumed to be state property and will be tagged accordingly by property control personnel. Person Description Serial Number Location

8. OTHER - If you would like for property control to expedite anything else, please list on separate sheet of paper.

University of Texas Health Science Center at San Antonio

SIGNATURE AUTHORIZATION FOR PROPERTY INVENTORY RECORDS

Department ID:

As Chair or Director of the department of I hereby designate as my representative for signing the following forms: -Property Removal Permit -Equipment Transfer Request I understand I am still personally responsible for all equipment transactions of this department and this authorization is valid for only the forms specified above. This authorization is valid through:
August 31, 20

10

Approval of Chair or Director

Signature of Chair/Director:

Printed Name of Chair/Director:

Signature of Designee:

Printed Name of Designee:

Signature & Printed Name of other Designee if assigning multiple:

Signature Authorization Forms expire August 31 and MUST be renewed each fiscal year. Please send to Property Control - Office of Accounting (Campus Mail or email: avilaec@uthscsa.edu)

INVENTORY VERIFICATION METHOD

State Law mandates that each agency completes an annual physical inventory of all capital and controlled assets in its possession. The Property Control Office has the responsibility of ensuring that the annual physical inventory process is completed. Objectives of this process are as follows: Physically verify existence of all capital and controlled equipment; Update the HSC property database with information obtained in the inventory process; Update the State Property Accounting (SPA) system with information obtained in the inventory process; Ensure the accuracy of the HSC and SPA databases. Tandem Manual Method The HSC has elected to use the State Comptrollers Tandem Manual Method for conducting the annual inventory. The tandem manual method requires that two or more verifiers be used when conducting the annual physical inventory. Verifiers should conduct the verification process in tandem and with the same property inventory numbers being physically observed by both individuals either at the same time or independently of each other. The results of their findings are reported directly to their division, section, and/or department heads. The annual inventory also requires that the condition of each property item be determined during the process. Each verifier and person responsible for the property must certify as to the accuracy and the completeness of the inventory by signing and dating the Certification of Physical Inventory form.

Physical Inventory Process Conduct physical inventory of items room by room. Locate all of property items in the room that are tagged with an inventory number and then check them off of the master list. Note items located in the room that are tagged with an inventory number but are not on the property list, and report these items as exceptions on the Exceptions Form provided with the inventory packet. Note items that are not tagged with an inventory number, but have been identified on the property list. Report these items as exceptions in order for Property Control to replace the inventory tag. Note and update any erroneous serial numbers, locations, descriptions, etc. for items on the property list. Please make every effort to locate all of the items before reporting them as Missing. If there are any questions please contact Property Control at 562-6253.

CONDITION OF CAPITAL ASSET

POLICY
The State Property Accounting Policies and Procedures require that the condition of all property be reported to the State Property Accounting System no less than once annually. If based on your physical inspection, any equipment item is in the same condition category as indicated on your inventory listing print-out you are required to DO NOTHING. Should some of your items be observed as FAIR or POOR as described below, use the New Condition Column that is on your inventory listing print-out to list ONLY those changes. The Property Control section will make the corresponding changes on the pertinent records to reflect the proper conditions.

CHOICES
Condition of asset means the fitness of an item to render service. Per the State Property Accounting Process Users Guide (published June 2006), the following categories of condition shall apply: New: New or excellent condition. Good: Somewhat used or reconditioned property that, while still in usable condition, is slightly shopworn, soiled or otherwise precluded from being considered new. (The condition of the property does not impair the utility of the property.) Fair: Property that is soiled, shopworn, rusted, deteriorated or damaged to the extent that utility is slightly impaired; or reconditioned property that has been repaired or renovated but has since deteriorated and which needs or may need additional repair or renovation in the near future. Poor: Property so badly broken, soiled, rusted, mildewed, deteriorated or damaged that its utility is seriously impaired; or property that has been repaired or renovated but has since seriously deteriorated due to factors such as major wear and tear, corrosion, or exposure to weather.

AUTHORITY
According to the State Property Accounting Process Users Guide (published June, 2006): Agencies should use the definitions above to determine the items condition and indicate the condition of the asset in the applicable field in SPA: When first reporting the property to SPA, After each annual inventory, and At the time the property is surplused or salvaged.