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Inventory at the University

The University’s Inventory Services office has delegated control and management of university property to the Unit Administrators.  As such, Unit Administrators are responsible for all university property in their care. They are also responsible for ensuring that the annual physical inventory of university property assigned to their department is completed each year.

Property at the university is categorized as either capital, controlled, or non-capital (expensed).  For descriptions of these asset classes, please see the Handbook of Business Procedures (below).  Inventory information must be maintained on capital and controlled equipment.

Accountability and Responsibility for University Property

University property is State property and may be used for official purposes only.

The president of The University of Texas at Austin has assigned the responsibility for property accountability to the department heads as inventory custodians. The unit administrator or custodian may delegate the responsibility for the proper care, maintenance, and safekeeping of university property assigned to his or her custody. To ensure adequate separation of duties, a non-custodian or inventory contact should be appointed to assist the unit administrator in fulfilling their responsibilities (see the Handbook of Business Procedures below for details on these responsibilities).

Receiving and Inventory Process

1. For Technology Purchases:
   1. Academic Technology Support (ATS) will receive items, check them in to the UT Receiving system, and tag them with an inventory tag. 
   2. This inventory tag will be entered into DEFINE.
   3. For items being taken off-campus (such as laptops), ATS will complete the “Inventory Equipment Located off Campus” form.
2. For Non-Technology Purchases
   1. Departmental user will receive items and verify that the order is complete.
   2. Contact Dell Med Inventory
   3. For capital or controlled items, the Dell Medical School inventory contact within the Finance Office will issue an inventory tag to the item.

Helpful Links and Resources for Inventory

• DellMedInventory@austin.utexas.edu
• Handbook of Business Procedures - Inventory
• Office of Accounting – Inventory Services

Image RemovedRefer to Cerebrum: Finance - Inventory