Electronic Verification of Equipment (E.V.E.)
FSS/PPS No. 05.06 (05.01.09)
Issue No. 3
Effective Date: 6/01/2014
Next Review Date: 2/01/2018 (E4Y)
Sr. Reviewer: Director of Materials Management and Logistics
This PPS establishes the policies and procedures for the Materials Management and Logistics (MML) department conducting reviews of equipment inventory in University departments.
The Director of Materials Management and Logistics (and his alternate) have delegated authority from the Texas State University President IAW Texas Government Code, section 403.2715 (c ) to serve as the agency’s (University) Property Manager (s). As such, the Director of Materials Management & Logistics may promulgate and implement policies/procedures to assure that University equipment is adequately documented and safeguarded.
Electronic Verification of Equipment (E.V.E.) will be performed for all equipment owned by the University, without regard to the source of funds from which the equipment was purchased, and equipment for which the University has fiduciary responsibility (including, but not limited to) equipment on loan and/or held in trust for others.
Equipment - Capital assets (costing more than $5,000) as defined by the State Comptroller’s Office in the SPA Process Users Guide Chapter 1 - Introduction to Capital assets. Controlled assets (such as electronic and computer equipment) as defined by the State Comptroller’s Office in the SPA Process Users Guide Appendix A - Class Codes.
Equipment Reviews - process by which the university’s financial asset records for equipment assigned to departmental accounts are compared and updated with the physical location and condition of the items.
E.V.E. - announced equipment reviews where MML staff use electronic equipment and inventory best practice methods to locate University tagged equipment assigned to departmental accounts.
Inventory Listing and Sample
The Property Management Supervisor and Accountant run a detailed inventory listing from the Radiant RFID Variable Asset Tracking (VAT) database. The Property Management Accountant reviews the listings by building or department accounts and makes suggestions to the Property Management Supervisor.
The Property Management Supervisor and Accountant review the Inventory Listings and identifies which departments and buildings will be included in the monthly E.V.E. review. The Property Management Supervisor should consult with the Director of Materials Management and Logistics if there are questions and/or issues related to that month’s departmental E.V.E.
Conducting Physical Inventory
Under the direction and/or supervision of the Property Management Supervisor, Property Management personnel and seasonal workers will conduct the E.V.E. for the University.
As part of the process the condition of the equipment is also checked and concerns are noted, for example, if there is obvious damage or abnormal change condition.
Property Management personnel submit written documentation via email of the results from the departmental electronic equipment reviews to the Account Manager and the Director, Materials Management and Logistics at the end of each E.V.E. verification.
If there is a problem locating or identifying a piece of equipment, the Property Management personnel work with the department personnel until it is resolved. The department must submit written documentation to the Property Management Office for transfers and stolen (or missing) equipment. The Property Management Office will assure that adequate documentation is provided by Account Managers or Department Heads for any items which are not located.
The Property Management Supervisor and/or the Director, Materials Management and Logistics verifies that all inventories are correct and satisfactory and makes sure if there are any unresolved problems that they are reported IAW UPPS No. 05.01.01, Texas State University Property and Equipment, Section 04.02 a., to the Vice President of Finance and Support Services (VPFSS) and other Texas State University officials as necessary.
The Director, Materials Management and Logistics submits a report to the VPFSS not more than 30 days after the end of each quarter for the E.V.E. reviews conducted during that fiscal year 90-day period. If the Director of Materials Management and Logistics determines that a serious problem exists related to equipment, he/she may contact/notify the Texas State University Director of Audit and Analysis, and other Texas State University officials as necessary.
The E.V.E. inventory documentation is maintained on file at the Property Management Office. These documents are also used for audit purposes and to help verify that an inventory was completed.
REVIEWERS OF THIS PPS
Reviewers of this PPS include the following:
Position Date Director, Materials Management and Logistics February 1 E4Y Supervisor, Property Management February 1 E4Y
This PPS has been approved by the following individuals in their official capacities and represents Texas State Finance and Support Services policy and procedure from the date of this document until superseded.
Director, Materials Management and Logistics; senior reviewer of this PPS
Associate Vice President for Financial Services
Vice President for Finance and Support Services