Inventory Control

Fixed Assets

Financial Accounting staff review all purchase orders and determine which items must be barcoded for inventory tracking.  In general, all items with an original cost of at least $1,000, as well as all computing devices (desktops, laptops, and tablets), and all firearms must be barcoded in accordance with Commonwealth and university policy.

When possible, we will barcode new assets immediately upon receipt in Central Receiving.  Otherwise, our staff will contact you to schedule time to barcode new assets purchased for your department.

Inventory Control must be provided with all information changes in a timely manner.  This includes but is not limited to:

• Permanent relocations (including off-campus designations)
• Custodian changes
• Department changes
• Warranty replacements (item swaps with vendor at no charge)

All actions must be reported using our online form. 

All university assets must be inventoried at least once annually, per fiscal year (July 1 - June 30).  Financial Accounting staff complete inventories independently throughout the year in many buildings and areas.

We will contact your department to schedule time to inventory when necessary to access certain areas, and to minimize disruption to your department's operations.

All asset information must be accurate as of June 30 each year.  If assets have been relocated or other changes have occurred after your department has been inventoried in a given fiscal year, you must complete our online form to report these updates.

Many portable assets, most commonly laptops and tablets, are kept off-campus by employees to use for remote work.  These assets must be inventoried annually by submitting photos of the asset including the current date to indicate that the item is still in your possession.  Financial Accounting sends emails to faculty and staff throughout each Spring semester for off-campus assets which still need to be inventoried.

All university assets must be disposed in accordance with Commonwealth and university policy to ensure proper documentation and control.  All computing devices must be returned to Technology Support when they are no longer needed by a department.  They cannot be directly disposed.  To dispose all other assets, complete our online form and indicate the surplus action.  Your form will be routed to your immediate supervisor for approval and then to our staff.  We will contact you to schedule time to complete a final inventory of the asset and apply an official surplus sticker.  Our staff will then request Commonwealth approval to dispose the asset.  Once we receive their approval, we will notify you to proceed with physical disposal.  Depending on the size of your asset, you can then submit a work order for Facilities and Operations staff to remove the asset from your department and place it in the appropriate dumpster.

All losses and thefts of university assets must be immediately reported to us using our online form!  We will coordinate with Public Safety and Information and Instructional Technology as needed to determine what actions need to be taken (e.g. police report, communication with other police jurisdictions, review of any information at risk, etc.)