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Inventory Procedures

The Purpose of the Equipment Inventory

  1. Provide a record for financial reporting.
  2. Provide a determination of building contents for insurance purposes
  3. Control and record property location
  4. Provide data for depreciation charges
  5. Provide data for grant usage charges in determining reimbursement of indirect costs.
  6. Needed for equipment maintenance contract agreements

The Inventory Process

  1. The CoP Computer Support Specialist I will come by each room and scan the room barcode tag. This is found on the middle hinge of the door.
  2. The CoP Computer Support Specialist I will scan each piece of equipment or computer that has an inventory tag. This tag will have a barcode on it and start with either an A, B, C, or T and be followed by 6 numbers.
  3. Scanning the bar code tag on the door hinge tells the inventory program (eBars) what room is being scanned. After the room barcode is scanned all inventory items scanned will be assigned to that room until another room barcode tag is scanned.
  4. Care needs to be given to ensure tags can be physically scanned (seen and not scratched and ruined). Please take steps to ensure that tags are not hidden and defaced. If a tag needs to be replaced or is out of view, contact the CoP Computer Support Specialist I for a replacement.

Computer Equipment Inventory

  1. When a computer or related equipment with a cost of more than $1,000 is ordered, the account clerk ordering the equipment will send to the CoP Computer Support Specialist I
    • The PO or Stores number of the order
    • The cost of the computer
    • A description of the computer
    • The PI for the computer
  2. When the computer is received by the College of Pharmacy (COP) Receiving Staff Assistant, s/he will give the computer to the COP IS Tech Support Spec IV and give copies of the invoice to the CoP Computer Support Specialist I.
  3. When the COP IS Tech Support Spec IV receives the computer s/he will put a Plant Assets Temporary Tag on the computer and enter the following information in the COP Inventory Spreadsheet (which is an excel file that the COP IS Tech Support Spec IV and the CoP Computer Support Specialist I are to have access to):
    • Account Number
    • Invoice Number
    • Invoice Date
    • Purchase Number
    • Bill To
    • Person Delivered To
    • Building Delivered To
    • Room Number Delivered To
    • Phone Number
    • Serial Number
    • Temporary Tag Number
    • Description of the computer
  4. The COP IS Tech Support Spec IV will prepare an Off Campus Equipment Report for a computer that is going to be taken off campus. S/he will put the following information on the report"
    • Temporary Tag Number
    • Computer Description
    • Serial Number
    • Date
    When the PI is issued a computer that will be taken off campus from the COP IS Tech Support Spec IV, the PI will complete the Off Campus Equipment Report before s/he takes the computer. The COP IS Tech Support Spec IV will give the completed Off Campus Equipment Report to the CoP Computer Support Specialist I who will photocopy the report for our records and mail the completed form to Plant Assets.

  5. When Plant Assets sends the UK property tag and Plant Assets Worksheet to the CoP Computer Support Specialist I, s/he will tag the computer and remove the temporary tag. S/he will put the following information in the COP Inventory spreadsheet:
    • UK Tag Number
    • The Model Number
    • The Offsite or Onsite status of the computer
    The Graduate Program Administrative Assistant I will complete the Plant Assets Worksheet and return it to Plant Assets, keeping a copy for our files. 6. If an Off Campus Equipment Report has been prepared the CoP Computer Support Specialist I will also change it by replacing the temporary tag number with the UK tag number. The modified report will then be photocopied for our files and sent to Plant Assets.

Lab Equipment Inventory

  1. When Equipment with a cost of more than $2,000 is ordered, the account clerk ordering the equipment will send to the CoP Computer Support Specialist I:
    • Account Number
    • Purchase Order Number
    • PI
    • Description
    • Cost
  2. When the COP Receiving Staff Assistant or the PI receives the equipment, the recipient will provide to the CoP Computer Support Specialist I:
    • Serial Number
    • Building where housed
    • Room where housed
    • Invoice Number
    The CoP Computer Support Specialist I will enter the information into the COP Inventory Spreadsheet.

  3. When Plant Assets sends the CoP Computer Support Specialist I the worksheet and UK property tag, s/he will tag the equipment, fill out the worksheet, photocopy it for our records and send the worksheet back to Plant Assets, and put the following information in the COP Inventory spreadsheet:
    • UK Tag Number
    • Model Number

Surplus Procedures

  1. When a PI wants items to be sent to surplus, the items should be taken to B09A in the basement, or left in the lab if they are too big. The lab should notify the CoP Computer Support Specialist I when they want to put surplus items in B09A.
  2. A Surplus form must be filled out and sent to the CoP Computer Support Specialist I.
  3. CoP Computer Support Specialist I will fax the form to the surplus people.
  4. CoP Computer Support Specialist I will move equipment going to surplus to B09A if needed.
  5. When U KY trucking picks up surplus equipment they are to call the CoP Computer Support Specialist I (257-1169) while on their way to pick up the equipment so one of those folks can meet them. The CoP Computer Support Specialist I will make a photocopy for our files when U KY trucking takes possession of surplus equipment (that shows minimally the initials of the person who took responsibility for the items they took).

Equipment Moved from Room to Room

  1. When equipment with a UK Inventory tag is moved from one room to another the CoP Computer Support Specialist I should be notified to come to the new room to scan the equipment into that room.
  2. If the equipment being moved should be transferred to a new department, the lab should fill out a Capital Equipment Transfer Request and give the form to the CoP Computer Support Specialist I. He will photocopy the form for our records and send the original to Plant Assets. For example, a HPLC machine is moving from Dr. Yokel's lab to Dr. Perrier's and so the responsibility is going from 7K300 to 7K700. One of the labs will have to fill out the Capital Equipment Transfer Request and give it to the CoP Computer Support Specialist I for processing.

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