Annual Inventory Verification
Dates for 2024 Annual Inventory Verification: October 1, 2024 – December 6, 2024
This is the annual process of departments verifying the college is still in possession of the assets it has purchased.
The annual inventory verification period opens on the first Monday of October and ends the first Friday of December. This gives departments two months to locate and update the status of their assets.
Departments and Property Control will conduct an annual inventory of all items in the college inventory database. Budget Center Managers/Custodians will have their inventory list emailed to them along with instructions on the first Monday of October. It is the responsibility of the Budget Center Manager/Custodian to return the completed inventory report by the due date.
College-wide inventory trainings are held annually in August and September. All Budget Center Mangers with an inventory list and their support staff are recommended to attend the training. One-on-one or department trainings can be scheduled throughout the year, email the Property Control Manager to schedule.
2024 Annual Inventory Instructions
2024 Annual Inventory Signature Page
2024 Annual Pre-Inventory Checklist
Laptops and computers that belong to the College can be automatically found by the SLCC networks. To maximize the amount of automatically found computers and laptops, please TURN ON as many laptops and computers in your possession as possible during the month of September. This will save you time and resources when completing the annual inventory report.
When equipment is transferred to another department during the annual inventory verification, a two-step process will need to be completed to finalize the transfer:
- Type the name of the new Budget Center Manager into the “NEW CUSTODIAN” column on your annual inventory report
- Submit an Inventory Ownership Transfer Form in Etrieve
Transfers must have the Inventory Ownership Transfer Form submitted and approved in Etrieve. If the Etrieve form is not submitted & approved, the equipment will remain on the original inventory report and the original Budget Center Manager/Custodian will remain responsible for the equipment.
For location changes that involve a room or ORG change only, enter those changes into the “NEW LOCATION” or “NEW ORG” column on your annual inventory report.
All lost or missing equipment require Vice President or Provost approval to be removed from the college's inventory list.
For lost or missing equipment with an acquisition cost of $5,000 or higher, a police report will also be required to be removed from the college's inventory list.
Departments that suspect an asset has been stolen must immediately report it to the Public Safety Office, Risk Management, and Property Control. Vice President or Provost approval and police report number* are required to have the equipment removed from the college's inventory list.
*You will not be provided with a physical police report, local police departments and UHP will provide you with a police report number only.
Surplus and Property Control are separate departments.
If you have equipment on your inventory list that was picked-up by Surplus BEFORE October 1, 2024. Follow the below instructions:
- Put an “S” for SURPLUS in the CODE column on your inventory report
- Attach a copy of the SIGNED Surplus Pick-Up Form that was left with you when Surplus removed your equipment. This pick-up form is not available digitally, it is not in Etrieve, this is a PAPER FORM left by Surplus.
If you do not have a copy of your signed Surplus Pick-Up Form, please reach out to Property Control and they can help resolve this issue.
If you have equipment on your inventory list that was picked-up by Surplus AFTER October 1, 2024, you can put an “F” for FOUND in the CODE column on your inventory report.