Physical Inventory Training Presented by the

Transcript:Physical Inventory Training Presented by the:
Physical Inventory Training Presented by the Equipment Inventory Office 2012 When and where they went All inventories were mailed to departmental inventory contacts on May 3rd. Department heads are notified via email as an audit requirement. Department inventory contacts and administrators are also notified via email that inventories are coming. Timeline Departments have four months to complete their inventories. ALL inventories are due on August 31st. There are no exceptions to the deadline. There is no such thing as an “extension” and never has been! Auditors regularly review the inventory logs and see who was late/past due. Inventories are an audit document While we use a State approved sampling system now, inventories are mandatory every two years. “Sensitive” (weapons) inventories must be done every year. EIO keeps your inventories on file for six years and they are frequently audited. Audit Requirements EIO must receive the original inventory, not a photocopy or working copies. All work must be done in ink. Do not use white out. Each inventory must be signed on the individual pages by the processor or coordinator, and the department head/administrator must sign the Final Certification on the last page. Inventories consist of: 1. Cover Letter 2. Instruction Sheet 3. Physical Inventory What is on this year’s inventory Inventorial items only ($2,000 or more and coded 06-XX). White bar code or silver numbered tags. The sample system includes all federally funded equipment and a focus on lab and audio-visual equipment. Items with purple tags or under $2,000 are not included. Supplemental reports You may ask for supplemental reports that are sorted either by User or by Location. You can have the report in an Excel document via email or as a printout. Contact Heidi Schwab (heidi22@uw.edu or 616-4045) for supplemental reports. Doing the actual inventory Fields on every inventory Sixteen fields are on every inventory. There should be NO BLANKS except for Wing and Other Location – these fields can be optional. If a Model or Serial Number is missing, you must fill it out. If an item truly has no Model or Serial Number, you should enter “None” (do not use N/A). Updating information When data is incorrect, draw a line through the old data (such as user or location) and enter the NEW information below it. This way we know that you are updating the information, not adding conflicting information (e.g., two users or locations is