About

Inventory Control coordinates the tracking and capitalization of equipment purchased by individual departments at the University of New Mexico.

What is considered inventoried property?

  • Computers, tablets, and drones regardless of cost
  • Capital Equipment:
    • The cost is greater than $5,000
    • The property is moveable
    • The property has a useful life of more than one (1) year

Which account codes does Inventory Control monitor?

  • 3189 - Tagged Non-Capital Equipment <$5,001
  • 9000 - Equipment/Furniture >$5,000
  • 9020 - Computer Hardware >$5,000
  • 9040 - Equipment Non UNM Titled Gen
  • 9060 - Equipment Fabricated Gen (holding account for build projects – FAB# required)

Note:  Account Code 3150 - Computer Supplies <$5,001 is for items that are not tagged (i.e. monitors, docking stations, or keyboards) and should not be used for computers. Purchases that are allocated to this account will need a JV to move the cost of tagged equipment to the correct account.

How to get equipment tagged?

  • Purchase Requisitions – Departments will receive the asset tags if the purchase was correctly allocated to one of the equipment accounts in LoboMart.
  • PCard purchases – Departments will receive the asset tags if the purchase was correctly allocated to one of the equipment accounts in Chrome River.
  • Bookstore – Departments will receive the asset tags when the purchase is submitted to Inventory Control by the Bookstore
  • Donations – Submit the Reported Gift Form from the UNM Foundation
  • Transferring from another entity – Submit an Asset Adjustment Form
  • Loaned Equipment – Submit an Incoming Loaned Equipment Form

New Asset Report/Place the tag

Is done in the UNM Inventory Assistant

  • For New assets:
    • Review and update (if needed) asset information
    • Provide current Building and Room and Memo
  • Re-printed tags
    • Provide current Building and Room and Memo

Checking Equipment Out or In

Is done in the UNM Inventory Assistant

  • Who can check out equipment?
    • UNM Staff and Faculty members
    • Emeritus Faculty
  • Taking UNM equipment out of the country?
    • Contact Export Control 

Transferring Equipment within UNM Departments

Is done in the UNM Inventory Assistant and must be approved by both departments (originating and receiving)

Transferring Equipment to another Entity

Is done in the UNM Inventory Assistant

  • Attach a Transfer of Equipment to Another Entity Memo
    • Memo must be signed by UNM Department head
    • Form must be signed by receiving entity upon receipt of equipment

Request for Deletion of Assets:

Is done in the UNM Inventory Assistant

  • Stolen Equipment:
    • Police report must be provided
  • Trade-in Equipment:
    • Copy of the documents showing the trade-in must be provided
  • Lost Equipment:
    • Memo must be signed by UNM Department head
  • Other:
    • Detailed memo from UNM Department Head
    • Supporting documentation

Waves:

  • Inventory Contacts
    • Person assigned by the UNM Department head to manage department’s inventory
    • Will be assigned to one of four Wave schedules which will determine the time of year the inventory is conducted
  • Annual Inventory:
    • On an annual basis UNM conducts a physical inventory as mandated by State and Federal law
      • Wave Guidelines and Tutorials are available on our website.
    • Review Inventory
      • Audit review for selected items. Photographs of equipment, asset tag and serial number are to be submitted for a small group of randomly selected assets.

Contact us at unminventory@unm.edu with your inquiries.