UTMB HANDBOOK OF OPERATING PROCEDURES

Section 4 Fiscal Policies Subject 4.7 Inventory-UTMB Properties Policy 4.7.4 Annual Inventory

04/01/90 - Originated 01/04/06 - Reviewed w/ changes - Reviewed w/o changes Logistics - Author

Annual Inventory

Audience

The information in this document is for use by all employees responsible for maintaining inventory of departmental property.

Policy

Every department/program is responsible for assigning an Accountable Property Officer (APO) to maintain its inventory and to complete an annual physical inventory of all assigned property.

Guidelines

• In October of each year, the Plants, Properties, and Endowments (PPE) Division of the Financial Management Department forwards to each assigned APO a listing of all equipment assigned to the department/program as of August 31 of the preceding fiscal year. • The APO is responsible for verifying and reconciling the equipment listings, and for returning them to the PPE Division on the designated date. Differences that cannot be reconciled must be noted with an explanation. NOTE: The PPE Division also submits monthly inventory reports to departments/programs for comparison with ledger sheets and verification of equipment expenditures. Discrepancies should be reported to the PPE Division. Correctional Managed Care employees must notify the Warden or Superintendent. • If it is determined that an item is missing, the APO must complete a Equipment Disposition Form. • If it is suspected that an item is stolen, the APO must notify Campus Police immediately.