How does Inventory Control Support Campus?
Inventory Control is responsible for tagging assets, annual inventory coordination and asset retirement in compliance with state criteria for inventory management. We provide training and consultative services to campus users to establish a shared understanding of equipment tracking and disposal procedures.
Asset Tagging
To ensure accurate records and an efficient annual inventory, assets meeting specific criteria are labeled with a ‘Property of Boise State University’ barcode tag.
Tagging Criteria
To be eligible for tagging, the asset (including donations) must meet all of the following criteria:
- Cost of $2,000 or more and
- The item has a useful life of more than one year, and
- The item must be operational in its own capacity.
Tagging Process
Eligible assets requiring tagging are identified through monthly reconciliations of the Fixed Asset Account Codes. Upon identification, the department responsible for the asset’s purchase will be contacted to arrange a tagging appointment. Prior to the appointment, our team may request preliminary information, including serial number, asset location, end user, etc.
If you have received an asset on campus that meets the tagging criteria and have not yet been contacted, please proactively schedule a tagging appointment by emailing fixedassets@boisestate.edu. This is particularly important for assets that will be deployed off-campus, where future access for tagging may be limited.
Asset Disposal
Complete a surplus form to dispose of campus surplus or eWaste, or to request the sale, donation or trade-in of items. These forms can be found on the OIT Surplus Forms webpage.
Please include the tag and serial number of the surplus item. Please do not list “5 computers” on one line but list each one separately with a manufacturer/model number description. Each serialized item should have its own line. This allows Inventory Control to search the asset database by serial or tag number to make sure your item is retired.
Asset Transfers
To transfer assets from one Boise State department to another, simply email fixedassets@boisestate.edu with a list of the asset tag numbers, item descriptions, the receiving department and a contact at the new department to reach out for additional information.
To donate an asset to another organization, please begin the process by completing the Donation Surplus form, which you can find on the OIT Surplus Forms webpage. For information on eligible donation recipients, please refer to Boise State’s purchasing policy (University Policy 6130) and the State Surplus Property Policy Procedure.
Warranty Replacements
In the event of a warranty replacement for a tagged asset, please email fixedassets@boisestate.edu, providing the asset tag and serial number. The replacement asset will require tagging, and the returned asset must be retired from the inventory records.
Annual Inventory
State statute requires us to annually inventory items with a value of $2,000 or more. The annual inventory is coordinated by our team, but each department is responsible for completing their individual inventory.
Inventory Timeline
The annual inventory cycle begins in the spring and must be concluded prior to the university’s winter break. This schedule enables our team to process updates in our asset tracking system, finalize all related tasks and prepare the state certification for submission by the state-appointed deadline.
We aim to schedule departmental inventories at mutually convenient times within the annual cycle. Due to the volume of inventories, scheduling is staggered throughout the year. To request a preferred time frame, please contact fixedassets@boisestate.edu.
Inventory Process
The annual inventory process begins with our team creating a list of assets that meet the inventory threshold. These asset lists are then organized by department and sent to custodians and inventory contacts via Smartsheet. Departments must either complete the inventory by the deadline set by our department or proactively coordinate a revised deadline.
Upon receiving the inventory list, the department custodian (or their designee) must:
- Certify that the asset has been found or
- Certify the asset has been disposed of through an Inventory Surplus Form or
- Complete a Lost, Missing or Stolen Equipment form for assets that are unable to be located.
Departments are responsible for providing timely response to inventory related audit requests.