Frequency of Campus Inventories
The University will conduct a physical inventory of all property once every three years. The Supervisor of Property Management will coordinate the effort, providing inventory listings, pertinent forms, procedures and deadlines. The supervisor will also be responsible for obtaining completed inventory reports from the departments and updating the property records accordingly. The completed inventory listings will be retained for four years or until audited, whichever is first.
Department Inventory Coordinator and Property Management will make a physical count of all property and reconcile the count with the AMS records at least once every three years. Department Inventory Coordinators may be designated by the Department Chairs, Deans, Directors, and Program Administrators of their department. A computer printout and inventory instructions will be furnished to each department at inventory time by Property Management. Property Management may verify the department inventory on the basis of statistical sampling. If the sample shows significant discrepancies, Property Management should take a complete physical inventory.
Results of Inventories
Department Inventory Coordinator will submit to Property Management a property listing that identifies all discrepancies disclosed by physical inventory. The listing shall include a signed statement that physical inventory of all or certain classes of property was completed on a given date and that the official property records were found to be in agreement with the physical inventory, except for discrepancies reported. The listing and signed statement will be furnished with a minimum of delay at the completion of the physical inventory.
Printouts and lists used to take inventory should be dated and signed by the inventory taker and retained for audit.