April 12, 2019 is the deadline for returning completed Fiscal Year 2019 inventories to Capital Assets.
Physical inventories are conducted biennially for both the endowed and contract colleges.
The table below specifies which colleges/divisions must conduct a physical inventory for fiscal years 2018 and 2019. For those units listed in the first column (Odd Fiscal Years, e.g., 2018-2019), inventories must be completed and returned to Capital Assets no later than April 12, 2019. Inventory lists will be sent to units at the beginning of February.
If your unit appears on the odd fiscal year (FY) 2018-2019 schedule, but you did not receive an inventory list, please contact Capital Assets immediately.
|Odd Fiscal Years (e.g., 2018-2019)||Even Fiscal Years (e.g., 2017-2018)|
Note: If you are not scanning your inventories and will be submitting the updated Excel spreadsheets, please use Excel to manipulate your data. It's important not to alter the format or column order of the lists. In previous years, converting inventory files into other spreadsheet applications has affected the upload process, requiring those spreadsheets to be entered manually. When sorting data, please also be careful that entire rows are sorted together.
1. Locate all capital equipment in your unit. Match the barcode tag to the tag number on the list provided by Capital Assets. This process ensures that assets are counted that do not appear on your inventory.
2. Update the data in the appropriate fields in the Excel spreadsheet.
Note: These changes are very important. They are loaded directly into our inventory system and become the updated official university record.
Units can change the following Excel spreadsheet fields:
If the data in these fields (Building Code, Room, and Condition) does not match the maintenance table data in KFS, an error report will be created and sent back to the units for correction.
Building and room codes - Enter a building and room code corresponding to the Facilities Space Inventory. Units should have copies of their Facilities Space Inventories with proper building and room codes. Room doors are usually numbered. If you need a room list, please email Capital Assets.
For outdoor equipment, please update with "Y&O" for "Yard & Outdoor."
If the asset is at an employee's home, enter the employee's office information in the building and room codes.
If the asset is located at an off-campus site, enter an off-campus address in KFS.
Condition code - Update with the appropriate condition code. Common codes in use are E-Excellent; F-Fair; G-Good; P-Poor; S-Scrap.
3. When all data on your spreadsheet accurately reflects your inventory, email the corrected list to Capital Assets by April 12, 2019. We will be uploading the data from your spreadsheets, so please do not mail paper documentation to our office.
1. Organization (org) changes:
If an asset on your list no longer belongs in your unit, update the org for an asset directly in KFS by initiating a Capital Asset Transfer e-doc. In , click Capital Assets and then click Asset. Enter the asset number or tag number in the search screen, and then click the Search button to find the asset. In the search results, click Transfer to complete the Asset Transfer e-doc.
2. Retired assets:
Retire assets in KFS using the Asset Retirement Global e-doc. Enter the retirement date on the inventory spreadsheet under the "Retired" column only if you are not scanning your inventories.
Note: Disposals should be reported throughout the year. Therefore, the number of disposals processed during the inventory process should be minimal.
3. New assets:
If an asset is found that is not on your inventory list or in KFS, you must complete a capital asset record using the Asset Global e-doc in KFS, using "Found" as the acquisition type code. The asset must meet the definition of a capital asset according to University Policy 3.9, Capital Assets. Do not add these items directly to the spreadsheet.
4. Missing Tags:
For the items on your list without a tag number, assign a tag and update the list accordingly. You can also update the record in KFS using the Asset (Edit Asset) e-doc. You must have the role of CAM Processor to update the information in KFS. To edit an asset, go to . Under Capital Assets, click on Asset. Enter the Asset Number in the search screen, and then click the Search button to find the asset. In the search results, click Edit, and then add the tag number.
For additional information about KFS Capital Asset module e-docs, see the Capital Assets Standard Operating Procedures.
If you have any questions or concerns about the physical inventory list, please contact a Capital Assets staff member: