PROPERTY
20.50
Revised 4-03
Property Inventory
335-2057
PDF link
INVENTORY RECORDS
The Property Inventory Unit of Business Services/Controller's Office maintains a record of equipment possessed by WSU meeting the criteria for the University's inventory system as indicated below. (RCW 43.19.1917) The inventory record is kept in a mainframe computer file in the University's AIS Property Application.
Numbered identification tags are placed upon inventoried equipment. The identification numbers correlate the tagged items with the records maintained in the AIS Property Application.
The recording and tagging system facilitates tracking and periodic review of University equipment.
University System
An item is added to the University's inventory record if it meets the criteria for capital equipment as defined by the state of Washington and interpreted by WSU Property Inventory.
Standard Inventory Criteria
Inventoried items have the following characteristics:
- Cost is $5,000 or more.
- Life expectancy exceeds one year.
- Nonconsumable; the item does not change form with use.
Weapons
Firearms, weapons, signal guns or related accessories are inventoried, regardless of cost.
Laptop Computers
Laptop computers are inventoried, regardless of cost.
Items Not Inventoried
The following items are not usually inventoried.
- Items that are part of a building or structure or are permanently installed in a building and support the operation of the building.
- Parts of another capitalized item.
Departmental System
University departments may track items not meeting the above criteria by using database or spreadsheet software or the Departmental Inventory System. See 20.51 for more about the Departmental Inventory System.
Small and Attractive Items
Records of small and attractive items are not included in the University's central inventory system. University departments are responsible for identifying and controlling small and attractive items, e.g., cameras, computers, optical devices, recording devices, and similar items. The annual risk evaluation (see 10.04) includes questions regarding the management of small and attractive assets.
INVENTORY MANAGEMENT
Responsibility
The department chair (or equivalent administrator) is accountable and responsible for all equipment assigned to the unit. For this reason, a new department chair should conduct a physical inventory of all departmental equipment soon after assuming the position.
EXCEPTION: A designated Accountable Property Officer is responsible for federal excess equipment. See 20.78.
Organizational Changes
IMPORTANT: If a unit is moved to a new organizational area or if a new organizational unit is created, the responsible department is to notify Property Inventory by memorandum.
Personal Use
The department chair may not authorize the loan of equipment to an individual for private use. Likewise, an individual may not borrow University equipment for private use. See 20.35 and 20.37.
Equipment Rental
With the approval of the responsible principal administrative officer, the department chair may request that the central administration authorize rental of equipment items not needed in University operations. See 20.40.
Equipment Coordinator
The department chair designates one or more individuals as equipment coordinators and notifies Property Inventory and Surplus Stores in writing. The notification includes the equipment coordinator's department, e-mail address, and telephone. Responsibilities of equipment coordinators are outlined in this section.
The department chair also submits an AIS Access Request to the Property Inventory supervisor requesting that the equipment coordinator be given access to the PROPERTY application.
The department chair notifies Property Inventory and Surplus Stores each time a new equipment coordinator is chosen.
When an appointed equipment coordinator is off work for an extended period (longer than one month), the department chair chooses a temporary equipment coordinator and notifies Property Inventory. Property Inventory is notified again when the appointed equipment coordinator returns.
REVIEW OF RECORDS
Departmental personnel may review unit inventory records by directly accessing the data by computer terminal.
Computer Inquiry
Departmental personnel may access records by location, department, account number, inventory number, item number, purchase order number, or serial number. Complete procedures in 85.33 to acquire computer inquiry and/or update capabilities.
Data Download
Departmental equipment coordinators may contact Property Inventory to request access permission to use the Departmental Data Download function of the PROPERTY application. The Departmental Data Download function allows equipment coordinators to download records from the Property Inventory system.
UPDATE OF INVENTORY RECORDS
Departmental personnel complete and route an Inventory Control Report form to update unit inventory records. See the sample in the PDF version of 20.50.4. Access the form by going to the PDF template on 20.50.12.
If departmental personnel directly update records in the AIS Property Application, completion of Inventory Control Reports is not required. See 85.33 for access authorization procedures.
Moving Equipment
To record equipment location changes that do not involve a transfer between administrative units, either directly update the description in the online AIS Property Application or complete an Inventory Control Report.
If using the Inventory Control Report, check the Transferred To blank and send the completed and signed form to Property Inventory.
Alternative Procedure
The department chair (or equivalent administrator) may request approval to implement an alternate tracking procedure to monitor locations of department equipment. The administrator routes a description of the proposed procedure to the University Property Inventory Manager. After approval, the department is fully responsible for accurately tracking equipment items.
Moving Equipment Off Campus
University equipment is occasionally moved to off-campus locations for the completion of official business. Equipment is also moved off campus when rented to non-University users.
NOTE: Employees may not make private use of any University property which has been removed from WSU facilities, even if there is no cost to the University. See 20.37. (WAC 292-110-010(5)(b))
Long Term
If the item will be off campus for at least a week, use the online AIS Property Application to update the location field and add comments as necessary. Update the record again once the item is returned to campus.
No Computer Access
To record off-campus moves without computer access, complete an Inventory Control Report as soon as the item leaves and again as soon as the item is returned to campus.
Short Term
For moves of less than a week, the department is responsible for recording and monitoring equipment location.
Acquisitions
Departments acquire property through purchase, fabrication, gift receipt, transfer, and federal excess property programs. Equipment meeting the criteria for inventoried equipment is to be recorded in the University's inventory system. (See above.)
Purchases from Outside
Property Inventory reviews daily expense reports for equipment that should be inventoried. When such items are noted, Property Inventory sends a Property Inventory Card and a tag with a corresponding number to the appropriate equipment coordinator.
Fabricated Equipment
The departmental equipment coordinator indicates the estimated cost of the item on the Inventory Control Report. This estimate includes all parts and labor used to fabricate the item plus applicable facilities and administrative costs (see 40.25). Personnel are to estimate costs as accurately as possible. If numbers are available, indicate Payment Request or Purchase Order numbers for purchased parts.
The completed report is sent to Property Inventory which returns a Property Inventory Card and tag to the coordinator.
Gifts
Departments receiving donated equipment that meets University inventory criteria (see above) send a Gift Transmittal form to University Advancement with a copy to Property Inventory. See 30.70. Property Inventory sends a Property Inventory Card and tag to the equipment coordinator.
Acquisition of Federal Excess Property
Report inventoriable items acquired through federal excess property programs to Property Inventory. See 20.78.
Property Inventory Card
The equipment coordinator adds or corrects the following information on the Property Inventory Card (see the sample in the PDF version of 20.50.6). Use a ballpoint pen or type. All sections of the form must be completed.
- College/Area, Dept., Unit
- Building--Where the item is normally kept. Enter the complete name of the building.
- Room--Where the item is normally kept.
- Location--Use this field for the responsible individual's name.
- Manufacturer
- Serial No.
- Model No.
Remove one copy and place it in departmental files. Retain this copy until the item is disposed of or transferred. See disposal and transfer procedures in this section.
The remaining copy is returned to Property Inventory within 10 working days of receipt.
Placement of Inventory Tags
The equipment coordinator is responsible for placing inventory tags on the equipment indicated on the Property Inventory Card.
The equipment coordinator makes sure the surface is clean before the tag is installed. Tags will not stick to dirty or greasy locations.
If a tag is damaged or rendered unusable it should be returned to Property Inventory which issues a replacement tag.
The coordinator places tags in similar locations to make future inventory checks easier. Tags are placed as follows:
- Electrical equipment -- Near the manufacturer's name plate.
- Laptop computers -- Near the manufacturer's name plate. Usually on the back or bottom of the computer.
Questions
Those having questions about tag placement should telephone Property Inventory.
When Tags Cannot Be Used
When an inventoriable item is too small to tag, when placement of the tag on the item would hinder operations, or when exposure to weather would cause a tag to come off:
Place the tag on the departmental copy of the Property Inventory Card. File the tagged card with the department's inventory records.
Write NO TAG on the copy of the card which is returned to Property Inventory.
If possible, etch the inventory number onto the item. An etching tool is available for check out from the WSU Police Department.
Removal
Personnel are not to remove WSU inventory tags unless specifically authorized by Business Services/Controller's Office personnel.
Immediate Tagging
If an equipment coordinator wishes to tag an item immediately after acquisition, he or she may obtain a Property Inventory Card and inventory tag directly from Property Inventory in the Controller's Office, French 240, campus mail code 1025.
If the new acquisition is a purchase from an outside vendor, the equipment coordinator provides Property Inventory with a copy of the field order (purchase order) or packing slip/invoice.
For gifts, the equipment coordinator routes a Gift Transmittal to Advancement Services and Property Inventory. See 30.70.
Transfers Between Departments
The following discussion applies to the transfer of state-owned equipment only. Refer to 20.78 for instructions regarding federal excess equipment. Contact Sponsored Programs Services for instructions regarding transfers of equipment owned by grant or contract sponsors.
Online Transfer
Departments having computer access to the Property Inventory File may request authorization to directly transfer equipment between subsidiary units. Request authorization on an AIS Access Request (see 85.33).
Transferring Department
The equipment coordinator completes and signs an Inventory Control Report. See sample in the PDF version of 20.50.4.
After removing a copy for departmental files, route the Inventory Control Report and the department's copy of the Property Inventory Card to the recipient department.
EXCEPTION: Each transfer to Surplus Stores requires that a Surplus Property Report be processed. See 20.76.
Recipient Department
The equipment coordinator indicates receipt of the item by signing the appropriate signature block on the Inventory Control Report.
The equipment coordinator enters the current equipment location under Building/Room No. column.
The coordinator retains a copy and sends the original of the Inventory Control Report to Property Inventory, French 240, mail code 1025.
Deletions from Inventory
Disposal of State-Owned Equipment
Items which are damaged, obsolete, or otherwise considered unnecessary or unusable may be disposed of by one of the following methods:
- Transfer the item to Surplus Stores. Surplus Stores may scrap, destroy, or resell the item. A separate original Surplus Property Report accompanies each item regardless of value or cost. See 20.76. This action results in the deletion of the item from the departmental inventory.
- Sell the item to Surplus Stores or another University department. See 20.76 or 20.80.
- Scrap the item for parts after receiving approval from Surplus Stores to do so. (In such cases, Surplus Stores notifies Property Inventory of the deletion from the department's inventory.)
NOTE: Each disposed item must be accounted for by one of the above methods.
Trade-ins with Outside Vendors
The department must provide Surplus Stores with an opportunity to purchase a University-owned item before the item may be used as a trade in. See 70.12 for trade-in procedures.
Loss of Equipment
Immediately report the loss by telephone to the local police department with jurisdiction. On the Pullman campus notify WSU Police.
Complete and route an Inventory Control Report to Property Inventory with a copy to the Office of Internal Auditor. If the loss occurred on the Pullman campus, route a copy to the WSU Police.
If the property is federally owned or was acquired with federal funds, check the FEDERALLY-OWNED box near the top of the form.
If the lost item is not located within twenty working days, Property Inventory initiates procedures to formally remove the item from the department's inventory.
Transfer or Disposal of Federal Excess Equipment
See 20.78.
Transfers to Other Institutions
The following table sets forth transfer possibilities for equipment purchased under various University programs.
EQUIPMENT TYPE SUPPORTING PROGRAMS TRANSFER OPTIONS State-owned 01-10, 15-16, 19, 84A, 86A Must be sold to recipient institution at current market value. Contact Surplus Stores (see 20.76). Purchased with donated monies or donated as an in-kind gift 17A Considered to be state-owned equipment (see above) unless otherwise stated in writing by the donor. Agency equipment 17C Transfers are at the discretion of the funding organization. Purchased with a sponsor's funds or acquired from a sponsor 11-14 See 40.16 for transfer procedures.
Physical Inventory
Each department completes a physical count of inventoriable equipment once each two years.
Notification
Property Inventory notifies the appropriate administrator by memorandum when an inventory count is due from the unit.
Property List
Property Inventory issues the department a computer listing of equipment.
The department chair (or equivalent administrator) assigns an individual the responsibility of checking each listed item against equipment possessed by the department.
The equipment coordinator enters exceptions online in the Property AIS application. Exceptions not updated online are reported to Property Inventory by memorandum submitted with the signed listing of equipment.
Signature
The individual who completes the physical inventory signs the upper left-hand corner of each page. The responsible chair or equivalent administrator signs the certification statement at the end of the listing.
Deadline
The department is responsible for returning the completed and signed listing within 45 working days of the date the inventory request was received from Property Inventory.
EQUIPMENT ACQUIRED ON SPONSORED PROGRAMS (11-14)
See also 40.12 and 40.13. See 20.78 for information about federal excess equipment.
If title vests with the state of Washington, the procedures applying to state-owned equipment described above are followed.
If title vests with the federal government, Property Inventory issues federal inventory tags and WSU inventory tags. The department is responsible for ensuring that both types of tags are installed according to the above procedures.
Furnished Federal Property (Government-Owned)
If the property is furnished by a federal agency or a third party for use on a federal grant or contract and the title vests with the federal government, the item must be inventoried regardless of value or cost. The department is responsible for notifying Property Inventory when such an item is received. The department affixes a WSU property tag and a federal property tag if one is provided.
Physical Inventory
Certain federal sponsors require a regular (usually annual) physical inventory of equipment purchased under the agreement or furnished by the federal government. Many sponsors also require a physical inventory at the project's termination.
Sponsored Programs Services prepares a list of accountable equipment and sends it to the responsible department administrator.
The chair or equivalent administrator is responsible for verifying location, condition, serial and model numbers. The administrator is also responsible for verifying that WSU and federal inventory numbers are affixed.
The chair or equivalent administrator indicates any corrections to the list and signs and returns the list to Sponsored Programs Services. The administrator is to return the signed and corrected list within 14 working days of the issue date.
Sponsored Programs Services requests each subcontractor to provide a list of federal property acquired or furnished under the subcontract.
Property Reports
Sponsored Programs Services prepares and submits to the sponsor or agency any required property reports in accordance with agency or sponsor deadlines.
Disposition of Equipment at Project Termination When Title Vests with Sponsor
After the final physical inventory is completed, Sponsored Programs Services usually requests that the sponsor transfer the title.
If the sponsor approves the transfer, Sponsored Programs Services personnel notify the responsible equipment coordinator. The equipment coordinator removes the sponsor's markings from the equipment.
If the sponsor does not approve the transfer, Sponsored Programs Services requests disposition instructions from the sponsor.
See the PDF template:
20.50.12: Inventory Control
Report
Complete and print as needed