How often is a physical property inventory conducted at UAMS?
Once each fiscal year.
Why do we conduct these property inventories?
UAMS is a state agency and it is required by the State of Arkansas for all state agencies. It is also mandated in the UAMS Administrative Guide, Policies and Procedures Manual.
Why is property tagged?
Property is tagged to aid in locating an item for audits. The state and federal government conduct audits of this institution every year. In addition, private auditing firms conduct audits. Tagging equipment is also useful in identifying and tracking assets so we may easily determine where an asset came from, how long we have had it, whether it is still under a warranty, what was the last location, and many other useful pieces of information.
What exactly is considered property?
Property is equipment or furniture with a useful life of two or more years and a purchase cost of $5,000 or more, as defined by the capitalization policy found in the UAMS Administrative Guide. Some items with a value of less than $5,000 are also tracked. These items are referred to as “Low Value Assets”. Included in this class are computers, laptop computers, digital cameras, iPads, Kindles, and television sets.
Why is property tagged at the Distribution Center?
Property is tagged at the Distribution Center to ensure that it is tagged upon receipt. It is also less disruptive to the campus departments than the previous tagging system.
Who do I call if I believe a piece of equipment has been stolen?
Call UAMS Police at 501-686-7777.
What forms must I fill out if a piece of equipment is stolen?
The property contact person for the department must fill out a Release of Property Accountability Form with a copy of the police report attached and mail the appropriate copy to Property Services at Mail Slot 759.
We want to take some parts out of one machine and use them to fix another machine. Do we have to fill out any paperwork to do this?
Yes, this is called cannibalization. You must fill out a Release of Property Accountability Form asking to cannibalize the machine. The form should be completed before you actually cannibalize the machine; however, the form must be provided to the Property Services department as soon as possible. Property Services fills out a CPD and sends it to DF&A for approval.
Who signs the Letter of Responsibility at the end of the inventory process?
The Letter of Responsibility must be signed by the Head of the Department and the department Chairman, not the business officer.
How do I find out what department is custodian for this piece of equipment?
Call Property Services at 501-686-5931.
How do I find out the serial number for this piece of equipment that was stolen?
How do I find out what Purchase Order Number I used to buy this piece of equipment?
How do I find out the date of the purchase of this equipment?
How do I get an up to date inventory listing for my department or sub department?
Call Property Services at 501-686-5931.
How do I transfer some equipment to another UAMS department?
Fill out a Report of Transfer of Property Form and have the other department personnel sign the form when they pick up the equipment or when you deliver it to them. Then send the proper copies of the form to Property Services so that the item(s) can be removed from your inventory listing. An item remains on your inventory listing until a completed form has been received by Property Services.
How do I transfer some equipment to another State Agency (like UALR)?
Write and send a memo stating what you would like to transfer (by UAMS Tag Number) to what state agency and why. Property Services asks for approval from the state for this property transfer.
Can I donate this old piece of equipment to a charity (good cause, school, city government, etc.)?
Absolutely Not. No one, not even the governor nor the state legislature has the power to donate state property.
What forms do I fill out to take a piece of equipment home to do UAMS business?
You must complete a Property Located Off-Campus Form.
Is equipment located at home covered under the UAMS insurance policies?
No, the loss is the responsibility of the department and the employee.
What do I do to trade-in a piece of equipment on a new piece of equipment?
You inform Procurement Services of this on the Purchase Request by UAMS Tag Number. When the trade-in equipment leaves UAMS, an Outgoing Shipment Form should be completed. A copy of this form is then sent to Property Services.
What do I do to get someone to pick up property that I don’t have a use for now?
Fill out a UAMS Surplus Property Pickup Request on the OSS website and submit it.
I sent a piece of equipment out for repair during the physical inventory, what do I show Property Services when they come by for the inventory?
The completed Outgoing Shipment Form is your documentation as to the location of the equipment. You must complete an Outgoing Shipment Form whenever a piece of equipment leaves campus for any reason, except taking it home for business use.
I need to have my office furnishings moved, what do I do?
Fill out a UAMS Furniture Moving Request on the OSS website and submit it.
How does a campus department purchase items from the state surplus pool?
This is part of State Purchasing called State Marketing and Redistribution. Only surplus property from all state agencies is available. Pricing is set by the agency based on fair market value. Campus departments can make purchases daily (I would exclude Wednesday as that is the day they sell retail.) You will need your UAMS badge and your account number for purchases. If the items require truck transportation, that can be pre-arranged with OSS moving services crew at 501-296-1047. This warehouse is located at 6620 Young Road Little Rock, AR 72209, and their telephone number is 501-565-8645.
How does a campus department purchase items from federal surplus items?
Federal Surplus Property: Federal surplus some New-in-Box (NIB) items can be found. Pricing is set by shipping and handling to North Little Rock from acquiring location (Can vary greatly, but is usually 10-15% of original value). Purchases can be made daily. No retail sales except special annual auctions. You will need your UAMS badge, special blue purchasing card obtained from Procurement Services and your account number for purchases. If the items require truck transportation, that can be pre-arranged with OSS moving services crew at 501-296-1047. They will search their national database of surplus items for special purchases. UAMS has purchased NIB microscopes and other items from them in the past. UAMS does not receive full title to these items for 18 months and must put them in services within a year of purchase. The federal government retains title to review their usage. All items with an original retail value of over $5,000 must be reported to Property Services upon purchase because of tagging and tracking requirements. This warehouse is located at 8700 Remount Road North Little Rock, AR 72118 and their telephone number is 501-835-3111.