Skip to content. Skip to main navigation.

Inventory Management

All state agencies are required to manage the inventory property owned by an agency. The Asset Management Office at UT Arlington oversees the methods utilized to manage inventory property and provides procedures and services to ensure that all state and federal requirements are met.

General Information regarding Inventory Management

The primary Inventory management activities performed by Asset Management are:

  • Generation of receiving reports for large purchase orders and delivery of shipments received by Central Receiving to departments.
  • Issuance of inventory tags and maintenance of the system used for tracking inventory property.
  • Administration of the Annual Inventory and reporting program for all of UT Arlington.
  • Managing the university’s surplus inventory location and hosting surplus inventory auctions.

Inventory Management Processes

Inventory management procedures are written for two categories of property; property owned by UT Arlington, and property owned by the U.S. Government in the possession of UT Arlington operating in the capacity of a research and development contractor. Correct handling of property after receipt of goods or completion of service to tangible items is a department responsibility and is covered by procedures as follows:

Inventory Property owned by UT Arlington

  • Inventory ownership and tracking accountability resides within all departments using that inventory property. Reference Responsibilities, Inventories, Reporting and Tracking of University Property (Procedure 2-43) for levels of delegation of accountability and requirements for tagging of inventory property.
  • Inventory ownership records are maintained by each department owning property. Reference Departmental Property Records (Procedure 2-47) for definitions and information on how to maintain property records.
  • Movement of inventory into and out of a department location requires updating departmental inventory records. Reference Removal of Property from a Department's Inventory (Procedure 2-45).
  • Movement of inventory property out of a department location on a temporary basis (e.g. repair or use off campus) requires documentation to be created and kept on record. Reference Removal of Equipment from the University Premises (Procedure 2-46) for requirements.
  • A complete physical inventory of property in department locations is required at least once each year. Reference Responsibilities, Inventories, Reporting and Tracking of University Property (Procedure 2-43) for requirements.
  • Operation of motor vehicles owned by UT Arlington requires unique documentation to be maintained. Reference Motor Vehicles (Procedure 2-48) for requirements.

Inventory Property owned by the U.S. Government

  • Inventory property tracking accountability resides within all departments using that property. Reference United States Government-Owned Equipment: Responsibilities, Care, Maintenance, Utilization, Identification, Disposition, and Records (Procedure 2-57) for levels of delegation of accountability and requirements.
  • Inventory property records are maintained by each department using Government owned property. Reference Responsibilities, Inventories, Reporting and Tracking of University Property (Procedure 2-43) for definitions and information on how to maintain property records.
  • Inventory property records are maintained by each department using Government owned property. ReferenceUnited States Government-Owned Equipment: Responsibilities, Care, Maintenance, Utilization, Identification, Disposition, and Records (Procedure 2-57) for definitions and information on how to maintain property records and property tags.
  • Inventory property that may be created to meet unique project requirements must also be tracked with assigned cost values and tags. Reference Fabricated Equipment (United States Government-Owned Equipment (Procedure 2-60) for definitions and information on how to valuate the property and apply tags.
  • Inventory property that needs maintenance or repair may need prior permission from the government before proceeding. Reference United States Government-Owned Equipment: Responsibilities, Care, Maintenance, Utilization, Identification, Disposition, and Records (Procedure 2-57) for information on how to proceed in different situations.
  • Special procedures are required to scrap, salvage or transfer government owned inventory. Reference United States Government-Owned Equipment: Responsibilities, Care, Maintenance, Utilization, Identification, Disposition, and Records (Procedure 2-57) for information on how to proceed.
  • It is recommended to track consumable materials and supplies on all federally funded projects to ensure correct allocation of resources. Reference Records of Materials and Supplies Consumption (Procedure 2-64) for information.

Additional Services provided by Asset Management

  • Moving services for minor moves for university departments. Reference Central Receiving and Central Receiving Services (Procedure 2-49) for information.
  • Providing pick up and disposition of documents identified by departments for destruction. ReferenceShredding of Records Through Asset Management (Procedure 2-74) for information.

Additional Asset Management Information Resources

Calendar

-