Federal Physical Inventory is the physical inventory of Federally owned assets with a total cost greater than $5,000.  These inventories are distributed to campus in early January of each year and are due back to the Equipment Inventory Office by February 28/29 of the same year. 

Agency Physical Inventory is the physical inventory of Agency owned assets with a total cost greater than $5,000.  these inventories are distributed to campus in early January of each year and are due back to the Equipment Inventory Office by February 28/29 of the same year. 


Process Overview

EIO (The Equipment Inventory Office):

  • Mails the inventory packet to the department inventory contacts containing:
    • Cover letters
    • Instructions
    • Printed inventory listings of all Federal and Agency titled equipment assegned to the department
    • Sends a memo to department heads telling them which inventories are due

Department Inventory Contact:

  • Finds each piece of the Federal or Agency titled equipment assigned to the department and verifies that it is:
    • In use (arranges for disposal if it is not in use)
    • Accurately tagged (tags or retags if necessary)
    • Correctly listed in the OASIS database (updates the printed listing where necessary)
  • May make updates in OASIS except for disposals or tag number changes
  • Gives the updated original listing to the department head or a representative for a signature
  • Makes a copy for department records
  • Keeps copy for three (3) years
  • Mails the signed and completed original listing back to EIO in time to arrive by the due date
  • Responds in writing to any requests from EIO
EIO:
  • Logs the inventory in as "received"
  • Checks the inventory, sending a memo to the department if there are any questions
  • Completes any requests
  • Updates the OASIS database as needed
  • Sends a copy of the new inventory listing to the department
  • Keeps the completed original updated listing for six (6) years

Delinquent Inventories
EIO closesly monitors departments with past due inventories. EIO contacts these departments by email and/or phone to follow-up on the inventories.  If unsuccessful, EIO then communicates the Past Due departments to the Director of GCA and if necessary to Internal Audit.