Print/Copy Mail Services Vice President FAUse the Annual Inventory Report to identify and locate the equipment listed. Please make sure the location, description, condition and other elements are accurate. Corrections can be made on the printout, but please be careful not to obliterate the permanent number on the report.
There are two columns of numbers on the far, left side of the report. The first column is the permanent number, which is the number assigned by the department. The second column is the Origination Tag, which is assigned by the Banner system. The permanent number should be on the inventory tags affixed to the equipment in departments.
What if I cannot locate an asset listed on my Annual Inventory Report?
If the asset was previously reported on a Property Disposition Request, but still appears on your printout, list the permanent number on the last sheet of the annual report, along with the PDR number it was originally listed on. Please attach a copy of the PDR.
If the asset was sent to State Surplus but the location code was not changed, please list the permanent number on the last sheet of the report, and the PDR number it was listed on. Please attach a copy of the PDR.
If the asset was transferred to another department, but still appears on your printout, please list the permanent number on the last sheet of the annual report, with a note the asset was transferred, and the department it was transferred to.
If the asset was sold to another department, please list the permanent number and the journal voucher used to transfer funds on the on the last sheet of the annual report.
If the asset has been borrowed by an employee, please note the permanent number on the last sheet of the printout, and whether or not a Property Receipt has been completed by the employee.
When the physical inventory has been completed, indicate any assets that have not been located on the last sheet of the annual report with a note stating "Unable to locate". Reasonable effort should be made to locate the assets. If successful, notify Property Control by sending an e-mail to swanson@uoregon.edu with the permanent number and current location of the previously missing asset(s). If efforts to locate the equipment are unsuccessful, please notify Property Control.
What if I locate an asset with a permanent number that is not on my Annual Inventory Report?
List the permanent number on the last sheet of your annual report. Property Control will research the number(s) to see if they exist on the master list, and if so, which department(s) they belong to.
What if I locate an asset with no permanent tag?
If the asset had an acquisition value of $5000 or more, an Asset Maintenance Form (http://baowww.uoregon.edu/Forms/amf.pdf) should be completed and forwarded to Property Control.
There are several possible reasons why the asset was not reported:
The asset is a gift-in-kind that was never recorded
The asset was purchased through the Foundation and not recorded
The asset was purchased with a non-capital account code (which will have to be corrected)
The asset was constructed
The asset is on loan
What do I do with non-usable, obsolete or no longer needed assets?
Assets not being used, and not expected to be used, should be listed on the last sheet of the annual report with a notation as to unusable, obsolete or no longer needed.
Assets that are usable will be advertised to the rest of campus to see if any other department can use them.
Assets that are no longer usable will be listed on a Property Disposition Request to be coded as removed.
To view your department's listing at any time:
Enter FWIFLST in the Direct Access field on the main menu in Banner
Enter your department's organization number in the RESP ORGN field
Hit EXECUTE QUERY, and equipment listed with the organization number entered will appear.
The listing will not be in numerical order, but it can be downloaded to EXCEL and sorted (click on OPTIONS, then Create Report or Spreadsheet), or individual asset numbers can be viewed by highlighting the number and clicking on OPTIONS, then Asset Master.
Service and auxiliary departments can view a monthly update of assets
on the BAO website
http://baowww.uoregon.edu/FinMgt/ProprietaryFundsAssets.xls.
This site lists assets by fund code, lists the accrued depreciation,
remaining life, as well as the owning organization, location and original
book value.
Questions on completing the annual inventory should be directed to Property
Control, 6-3163 or swanson@uoregon.edu.