Inventory



 Available Surplus Inventory  (click to view available surplus inventory)



Links



Department Inventory Information and Authority Form

Property Transfers

Property Deletions

Surplus and Salvage Inventories

Auctions

Missing and Stolen Property

Tagging Requiements

Frequently Asked Questions

 

*** Physical Inventory Procedures ***


Department Inventory Information and Authority Form


We request that each department designate someone who is actually responsible for conducting the physical inventory. This individual’s name would be added in FAMIS under your department as an Alternate Accountable Property Officer (Alt APO), whom we will contact with questions regarding your inventory. This form titled ‘Department Inventory Information and Authority’, which was modeled from the A&M System offices, is to be used for this purpose.              

Section I: Department Information

You would need to fill this out if you have a new department or if you are combining two or more departments into one department. There might be a need to create a new department to get an  Inventory Verification List divided up to more specific locations or to have several departments combined. Section II needs to be completed along with Section I.

Section II: Acknowledgment By Department Head

This section informs us that the Department Head acknowledges his/her responsibility as the Accountable Property Officer. This individual is responsible for the physical possession and control of all equipment or property entrusted to his/her department.

Section III: Designation of Alternate Accountable Property Officer (Alt APO)

The last section is for the pertinent information about the Alternate APO designated by the Department Head. This person performs the daily functions of property management for his/her department but does not assume total responsibility assigned to Department Head.

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Transfer Forms


If you have an item you are giving to or receiving from another department (both inventoried and non-inventoried), you will need to complete a Transfer Form and send it to the Property Manager.  Either department may initiate the form, but both departments must sign it. Please be sure to include the name of the person initiating the transfer, their phone number and fax number, the current location of the item, and the location for delivery (If this item has already been moved to its new location, please make a note of that on the form.)

The Property Manager will then do a work order for the service crew to move the item to its new home. Please do not ask the service crew to remove your items without a work order.

All transfer forms and questions should be directed to Rhonda Mejia at x2713.

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Deletion Forms


If you have an item you no longer need (both inventoried and non-inventoried), you will need to complete a Deletion Form and send it to the Property Manager. Please be sure to include the tag number for each inventoried item and the location of all items.

In an effort to better control of our surplus equipment, we have revised the Equipment Deletion Notice to include a separate section for computer equipment and more comprehensive information about the items you are sending to surplus. We want to know if the equipment you are sending to surplus is still functional. If the equipment is not working, please give us information about the problem. This will help us to know if this item could be used by someone else. If the items you are sending have been dismantled for parts, please indicate that in the area provided on the form. Please mark on the form is the item has been damaged and whether it can be repaired. We have included a second page to this form for departments that may have numerous computers to send to surplus. However, this page should not be used without the first page.

1. Any questions about property to be deleted may be directed to the Property Manager at x2713.

2. Please do not ask the service crew to remove your surplus items without a work order.

3. Any questions about property to be deleted may be directed to the Property Manager at x2713.

* If you provide your e-mail, we will e-mail you when the work order is sent to physical plant.

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Surplus and Salvage Property


Definitions According to State Comptroller

Surplus: Any personal property which is in excess of the needs of any state agency and which is not required for its foreseeable need. Surplus property may be new or used but must have additional useful life.

Salvage: Any personal property that through use, time, or accident is so depleted, worn out, damaged, consumed, or outdated that it is obsolete and/or can no longer serve the purpose for which it was originally intended.

Procedures for TAMUK:

Once you have done your deletion forms, Property Management will see that the items are removed from your department. There’s no need for you to spend your valuable time sending out e-mails or calling in work orders.

You can visit the Property Management website by clicking here to see if we may have the particular item you are seeking. In this way, Property Management can circulate the items to the places they are needed.

We are now putting pictures of certain items that are available on our website.

We will also be offering instructional material and equipment to other state agencies through the state website at http://www.thecb.state.tx.us/.

We need to keep in mind that as a state agency we have an obligation concerning the property or equipment that we have in our departments. Therefore, these items should be utilized not just sitting around collecting dust. If you have items that are no longer useful to your department, they should be passed on to someone else or sold.

 

Auctions


Property belonging to Texas A&M-Kingsville including scrap material but excluding agricultural or research products, may not be sold to private companies, individuals, or foundations except by sealed-bid or public auction. Texas A&M-Kingsville surplus property is not sold until attempts have been made to place the property back into use elsewhere within the university or another agency or political subdivision of the state. The Property Management office conducts all sealed-bid sales and public auctions.

Public auctions are the most common type of surplus sale at Texas A&M-Kingsville and are held on Saturdays, one or two times each year. Sealed-bids may be conducted when the item to be sold is highly specialized, is needed in service for as long as possible, or cannot be easily moved to the Quonset Hut.

We usually have about one auction per year and the campus community will be notified at the time.  It is best for you to send your deletion forms all through the year whenever you have any items to be moved. Don’t wait until you can send several items at once. Whenever we start planning an auction, we need to notify the auctioneer and advertise the sale. Therefore, there may be some delay in getting items sent to the Quonset Hut once the time is near at hand. Usually, we will send out an e-mail about two weeks before the auction to let everyone know it’s coming up. With preparation before and a few days pick up afterwards, it could be three to four weeks before any items can be moved from departments.

*The Quonset Hut is our storage facility for surplus property located at the end of Avenue B.

 

Missing or Stolen Report


The purpose of this form is to notify the TAMUK Property Manager of missing or stolen equipment. It is to be filled out immediately when an item in inventory is discovered to be missing or stolen. Include asset description, place of occurrence, last known location, date of loss, inventory number, and serial number. The form should be signed by the department head on the signature line in the middle of the form and submitted to the TAMUK Property Management Office (MSC 104). Correspondence from the department head should be included documenting verification of steps 1 thru 9 listed on the form. A copy of the police report must be attached if the item was stolen. The bottom section will be completed by the Property Management Office.

The state defines any item as missing as any personal property that has not been physically located. Each department must notify the Property Manager immediately of the missing status of property upon recognition. The state requires a two year waiting period before the equipment can be removed from the department’s physical inventory. During these two years, the equipment will still show up on the physical inventory, but will have the word ‘Missing’ under location. The department should also search for the missing item during the two year waiting period. After the two years have been completed, the item will be deleted as missing by the Property Manager.

The state defines any item as stolen as any personal property missing by known theft, whether by forced removal, burglary, theft by employees, or other criminal acts. Stolen property must be reported to the University Police Department immediately. The State of Texas requires reporting to the State Comptrollers office within 48 hours of identifying a theft of personal property. The item will then be removed from the department’s physical inventory as stolen.

Due to a provision in the State General Appropriations Act, Article IX, Sec. 9.03 Lost Property, "… the Comptroller shall withhold from the General Revenue Funds appropriated to the state agency or institution of higher education by this Act an amount equal to 50 percent of the value of the lost property above the state standards".

General Appropriations Act, 77th Legislature

Special Provision Relating Only to Agencies of Higher Education

Sec. 46 Inventory Performance Measure. The general academic and health-related institutions shall report the following new performance measures beginning with the annual performance report for fiscal year 2002:

Lost or stolen property reported to the Comptroller of Public Accounts as a percent of the total  value of inventory.

The total dollar value of inventoried property lost or stolen.

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Tagging of Inventory


All TAMUK personal, inventoried property shall be permanently marked as property of TAMUK. Marking shall be considered permanent when the marking can be removed only through considerable or intentional means. The state requires all controlled and capitalized property to be tagged within ten days of receipt of the item.

Each item of personal property will be assigned a unique property inventory number by the Property Manager. Departments may not replace a new piece of property with a unique property inventory number previously assigned to another piece of property, even if the previous item has been deleted from the inventory. When a new controlled or capitalized item is received, it is the department’s responsibility to contact the Property Management Office and give the purchase order number in order to have the equipment tagged. In a timely manner, a work study will be sent out to the department to tag the new equipment. The work study will collect all the information that will be shown on the Physical Inventory (TDAR004). A person from the department will need to sign the purchase order in order to verify that the equipment has been properly tagged and the information collected is correct. The information that needs to be verified will be the inventory number, description of the item, serial number, building, room number, user (if applicable) and department. It is preferred that the equipment is placed under the department that will be using the equipment, rather than the department that is buying it.

TEX. GOV'T CODE ANN. sec. 403.271(e) (Vernon Supp. 1997) reads:

"A state agency shall mark and identify state property in its possession. The agency shall follow the rules issued by the comptroller in marking state property."

All property identified within the State Property Accounting System classification structure must, at a minimum, be marked or tagged as property owned by the State of Texas.

 

Frequently Asked Questions


Do I have to cannibalize an inventoried item that does not work before sending it to Surplus?

No. Broken inventoried items can still be taken to Surplus. You only fill out the Deletion Notice to remove it from your inventory.

Before I send out a computer to Surplus, do I need to contact CIS?

No. CIS will go out to our Surplus building and remove all the memory on all the computers before they get sent out. You will need to complete a Property Deletion Form to properly remove it from your inventory.

Do I contact the service crew to move any items to Surplus or other departments?

No. When your department completes a Property Transfer Form or Property Deletion Form and submits it to Property Management, we will complete a work order for the service crew to remove the items from your department.

Do I contact the work crew if I need items moved within my department?

Yes. You will not need to complete a Property Transfer Form for this; therefore you will need to contact the service crew for any changes within a department. However, if the equipment has a tag on it, you will need to call the Property Management Office to update the location of the item.

What if I’m just transferring non-inventoried items to Surplus; do I still need to complete a Property Deletion Form?

Yes. All transfers out of your department and into Surplus require a Property Deletion Form. Property Management will not complete a work order for the service crew if the Property Transfer Form is not completed. The service crew will not move any items without a work order requested by Property Management.

What is an APO and alt APO?

APO stands for Accountable Property Officer, which usually is the head of the department. The alternate Accountable Property Officer is assigned by the head of the department and is usually in charge of conducting the physical inventory.

As APO or Alternate APO, when am I no longer responsible for inventoried items I transferred via the Property Transfer Form?

You are responsible for the equipment until the service crew removes it from your department. We have initiated a form for use by the service crew if any items that you requested to have removed are missing at the time of removal.  The service crew member and the department representative will both sign the form and that item will remain on your inventory.  You are responsible for all items on your inventory.

What do I do with equipment that has been cannibalized?

All remaining parts should be transferred to Surplus. A Property Deletion Form should be submitted listing the inventory numbers that should be removed from your inventory. With computers, the numbers should tie to the empty cases.

What must be inventoried?

Definitely all items over $5,000 with a useful life of at least one-year must be inventoried because it is a capital purchase. In addition, TAMUK must inventory certain controlled assets. These are specific items costing less than $5,000 but which are highly susceptible to theft or misuse. A list of controlled assets is given under Class Codes – Controlled Property. Both capital purchases and controlled items must be inventoried.

When will my equipment be tagged?

You should call the Property Management Office as soon as you receive equipment that is controlled or capitalized. Have the purchase order number available.

How long should I hold equipment that is not in use?

If it is an item that is not used frequently, but is being used, it can be kept. But, if it is an item that has not been used within a year, then you should consider sending it to Surplus.

Can equipment be brought back from the Surplus Department?

Yes. If at any point any equipment that is at Surplus needs to be brought back into service a Property Transfer Form will need to be completed.

Are computers sold at the auctions?

No. The state requires all our computers and computer equipment to be sent to the Texas Correctional Industries (TCI).

What if we get a gift or donation?

A Gifts in Kind form should be submitted to Administrative Secretary in the Office of Development.  A copy of that completed form should be sent to the Property Management Office.

Websites

Equipment Management Manual

http://www.tamus.edu/offices/budgets-acct/equipment/index.html