Federal Physical Inventory is the physical inventory of Federally owned assets with a total cost equal to or greater than $5,000. These inventories are distributed to campus biannually and are to be completed and returned to the Equipment Inventory Office within 60 days. Also note, as a part of the federal physical inventory the department is responsible for inventorying government owned non-capital property and providing that inforation to EIO.
Agency Physical Inventory is the physical inventory of Agency owned assets with a total cost equal to or greater than $5,000. These inventories are distributed to campus biannually and are to be completed and returned to the Equipment Inventory Office within 60 days.
Process Overview
EIO creates the inventory cycle in the Mobile Asset Scanning application. The MAS application notifies the assigned Unit Asset Coordinator (UAC) that their inventories are ready to begin.
The UAC assigns the Department Head (or appropriate authority to approve the completed inventory - Chair, Director, etc. - and they submit a request to check out one of the asset scanners.
Once they have scanned the assets (or otherwise indicated why an asset was not scanned), they submit their inventory to the Department Head. Once the Department Head approves, the inventory is forwarded to EIO for review.
Once we have approved the physical inventory, it uploads into Workday overnight.
Completed inventories are downloaded by EIO in pdf form for audit purposes.
Delinquent Inventories
Because the devices need to be checked out, it is imperative that departments strives to complete the physical inventory within the allotted time; the University does not have the resources to issue a scanner to every department at the same time. Failure to complete a physical inventory on time holds up other departments from completing theirs.
If a department does not complete and return their inventory by the due date EIO will initiate the formal follow-up procedure. This is a four step escalated process that begins with the department inventory contact. When necessary this will be followed with a notification to the unit administrator followed by a notification to the chair/director of the unit, then to the respective dean or associate VP.
Last updated June 3, 2025