Capital Equipment Inventory

Safeguarding of State Property 

Accessing Inventory Information On-line 

How to Determine if an Item Belongs on Inventory 

Giving (or Selling) an Item to Another Department 

When You Are Ready to Get Rid of an Item 

DA-110, Disposition of Property Form 

Proper Disposal Methods for Capital Equipment 

Trade-in of Capital Equipment 

Annual Physical Inventory 

Capital Equipment Object Codes 

Other Questions Regarding Capital Equipment Inventory 

Safeguarding of State Property

Only property items with a value of $5,000 or more with a useful life exceeding one year are reported on the University's fixed asset reports; however, the University is responsible for safeguarding all state property. In this regard, each University employee has stewardship responsibilities for University property.

Policy Statement:

1. The University owns all property purchased with state of Kansas funds and all property received as gifts.

2. University property may only be used in the conduct of official University business. University property may not be rented or loaned to any person, group, or organization for personal use.

3. University departments are responsible for ensuring that University property items costing less than $5,000 are safeguarded and later disposed of in accordance with state and University policies on the disposal of surplus property. See When You Are Ready to Dispose of an item.

4. A University employee discovering theft of University property must report the theft to the employee's supervisor as soon as possible. The supervisor must then notify the Purchasing Office and the University Police Department.

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Accessing Inventory Information On-line

There is a great deal of on-line inventory information available on the PSU Administrative System. Anyone wishing to acquire access to the inventory system must submit a memo to the Purchasing Office. Please supply the following information:

• User's Name
• User's I.D. Number
• Department Name for which full access is required
• Signature of above department's Chair/Director
• Full Description of how the Administrative System is currently accessed and type of computer (Mac or IBM)

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How to Determine if an Item Belongs on Inventory

Any purchase (or installment payment) of an item $5,000.00 or more must be added to PSU's Capital Equipment Inventory. Some exceptions to this rule are items with a life expectancy of less than one year, glass items and items purchased with grant money (in which the grantor specifies that he retains ownership).

All gifts to the university with a value of $5,000.00 each (or more) are to be reported to Office of Development  so that they may be added to the monthly "In-Kind Gift Report". These items will then be added to PSU's inventory.

What is a Tagging Sheet

The Purchasing Office is notified when payment has been made on an item with a capital equipment object code. At that time, the Inventory Clerk assigns an inventory number to the item listed on the payment voucher. The PSU property number and all pertinent information available from the voucher are entered into the PSU Inventory System. Usually, there are several important pieces of information not available at the time of data entry. The clerk prints a form called a "tagging sheet" which provides a means for the department to collect the missing information, tag (label with the barcode sticker) the item and return the form to the Purchasing Office.

Where to Place PSU Barcode Labels

There are few steadfast rules on where to place a PSU label. However, the general rule is to place the sticker at the front, lower right side of any item. Although some people have voiced concern about the aesthetics of placing a label on the front of an item, please keep in mind that part of the value of the barcode is lost if an item must be moved in order to be scanned for physical inventory purposes.

If you are tagging an item that is heavily used or that a property sticker will not adhere to, please contact the Purchasing Office (ext. 4167). The Purchasing Office owns an engraver and we'll be happy to come out and engrave the item for you.

If you are being required to add software to inventory, please place the PSU barcode sticker on the inside - front cover of the software manual.

Moving an Inventoried Item From One Location to Another

Once you have acquired the capability to access inventory information on-line, you may freely change the location (building and/or room) of any item as long as it is listed as belonging to one of your "authorized access" departments. If you attempt to change the location of an item listed on your department's inventory and you are unsuccessful, please contact the Purchasing Office (ext. 4167).

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Giving (or Selling) an Inventoried Item to Another Department

An Inventory Transfer Form must be completed and signed by both the shipping and receiving departments. The form should then be forwarded to the Purchasing Office. The change will be entered into the on-line inventory system.

Get Inventory Transfer Form Now

If you have question about accessing a form, please email Joe Ensch for assistance.

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When You Are Ready to Dispose of an Item That is on Capital Equipment Inventory

First, you must complete a DA-110, Disposition of Property Form. A new version of the DA-110 can be printed from the Purchasing Office forms page. After completing the form, send it to the Purchasing Office for further processing.

A copy of the DA-110 form will be returned to your department with a proper disposal method for the item or items listed in the "Disp Code Approved" column. The department may dispose of the item by the approved disposal method noted on the form.

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DA-110, Disposition of Property Form

There are only five fields on a DA-110 form that a department must complete. They are as follows:

• Property Number -- the number from the PSU property tag on the item

• Description -- an informative description of the item (brand, model, etc.)

• Cond. Code (short for Condition Code) -- you will find a box in the lower left corner of the form entitled "Condition Codes". Select the number that most exemplifies the current condition of the item and place that number in this column.

• Disposition Code -- the column entitled "Disp Code Dept" is where the department is to denote the method by which they wish to dispose of the item. You will find a box entitled "Disposition Codes" at the middle, bottom portion of the form. Find the number that best represents the desired method of disposal and enter it in this column.

• Agency Approvals -- the department Director/Chair should sign and date.

The DA-110 should then be sent to the Purchasing Office for further processing. After approval, the Purchasing Office will send a copy of the DA-110 form back to your department.

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Proper Disposal Methods for Capital Equipment

When a department receives an approved copy of a DA-110 form, it will list a number in the "Disp Code Approved" column of the form. This number corresponds to a code listed in the box at the bottom of the page entitled "Disposition Codes". It informs the department of the disposal method that the State deems appropriate. You may also receive a letter with more detailed instruction. Items should not be disposed of prior to approval.

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"Trade-in" of Capital Equipment

All trade-ins prior to the time that a department releases an item to a vendor. All DA-110 procedures are to be followed. However, the department is also required to provide a written bid from the interested vendor which declares the amount of trade-in that the vendor is offering on each item listed.

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Annual Physical Inventory

Due to technological advances in the Capital Equipment Inventory System, it has become possible for the Purchasing Office to accept responsibility for the annual physical inventory of campus equipment. (An annual physical inventory is required by State of Kansas.) If any department wishes to conduct their own physical inventory, they may contact the Purchasing Office (ext. 4167) in order to check-out scanning equipment.

Departmental inventory listings are available via the online inventory system.  However, we are happy to provide inventory reports upon request.

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Capital Equipment Object Codes

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