Inventory

Website Under Construction

Temporarily under construction! Please reach out to either Dylan DeRosa (derosa@uoregon.edu) or Aly Roper (Aroper@uoregon.edu) for Property Control related questions during this time. Thank you for your patience while we update our website. 

Inventory Review


BAO Property Control performs biennial physical inventories of all equipment. This is a Federal requirement that maintains compliance with UO, Federal, State, and sponsor requirements.

Physical inventories are performed by Property Control through collaboration with UO departmental staff. Departments are sent a preinventory list to assit in the location of equipment before the scheduled inventory time. Departments are responsible for monitoring and reporting any asset changes to Property Control between inventory cycles.

All capital equipment costing greater than $5,000 must be biennially inventoried by Property Control (once every two fiscal year). 

At minimum, University equipment should have a documented:

  • Description
  • Unique Serial Number
  • Location In-Service
  • Responsible Entity
  • Picture, if possible

These inventories help to ensure that the Banner records are up-to-date and accurate, and that obsolete/damaged items are removed from inventory properly. In addition, accurate locations and conditions are important factors in determining insurance coverage and Facilities and Administrative Costs reimbursement.       

Asset Maintenance Walkthroughs


Update Asset Location

Asset Maintenance Form​​​​​​

Departments are required to complete an Asset Maintenance Form any time a tagged capital asset changes physical location. This form should be completed and returned to Property Control to update the following: 

  • Transfer of equipment, from the originating to the receiving department.
  • Documents new equipment received by a department.
  • Shows the requestor of a transfer.
  • Points out the changes of an equipment's location.
Missing, Lost, or Cannibalized Assets

Certification of Asset Disposal Form

If a tagged asset is identified as cannibalized, missing, or otherwise lost from inventory, departments must complete a Certification of Asset Disposal Form to document the incident:  

  • Departments certifies after the fact that an asset was cannibalized, traded in, missing or stolen, without being formally reported to Property Control.
  • Form acts as collection of descriptor information of Property Control incidents during inventory. 
Attachment Size
PDF iconCertification of Asset Disposal Form.pdf 369.39 KB
Remote Inventory Verification

 

Include discussion about "remote pings" for IT Equipment with Serial Number/UO ID string. 

 

Letter of Verification

  • To supplement the verification that an asset is still in posession of the University.
Attachment Size
FileLetter of Verification 29.37 KB
Property Check-Out Form
  • Documents the shared use of University property.
  • Is used when an individual wants to borrow Departmental/University property.
Property Receipt Form
  • Used by departments to internallly track equipments acquired from another department.
Transfer of University Property
  • Documents the transfer of University property between departments and an outside entity.
Temporary Asset Transfers of Ownership

For non-permanent reporting of asset location between inventory cycles.

Property Check-Out Form:

  • Documents the shared use of University property.
  • Is used when an individual wants to borrow Departmental/University property.

Property Receipt Form:

  • Used by departments to internallly track equipments acquired from another department.

Transfer of University Property:

Documents the transfer of University property between departments and an outside entity.

Attachment Size
PDF iconProperty Check-Out Form 106.83 KB

Property Control: Inventory: Placeholder 3


Property Control: Inventory: Content Placeholder 3

Property Control: Inventory: Placeholder 4


Property Control: Inventory: Content Placeholder 4

Property Control: Inventory: Placeholder 5


Property Control: Inventory: Content Placeholder 5