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FAQ

Frequently Asked Questions on New Purchases:

1. The cost is greater than $5,000
2. The property is moveable
3. The property has a useful life of more than one (1) year
4. Any computer devices regardless the cost.
9000 for Equipment/Furniture >$5,000 or 9020 for Computer Hardware >$5,000
Use an account code listed above on the Requisition and they will show in our queue to tag. No form required!

The Computer Server Purchase Form will no longer be required for PCard purchases and employee reimbursements made after December 6th, 2016, as long as the correct account code is used. Once Account Code 3189 (Computers/Servers < $5K) is entered/saved, Rule 229 will ask for the following information:

  • Manufacturer
  • Model Number
  • Serial Number
  • Building Number and Name where the equipment will be located
  • Room Number where the equipment will be located
  • Responsible Org

The Equipment Purchase Form will no longer be required for PCard purchases and employee reimbursements made after December 6th, 2016, as long as the correct account code is used. Once Account Code 9000 (Equipment/Furniture > $5K) is entered/saved, Rule 233 will ask for the following information:

  • Name/Phone/Email
  • Department Name
  • Warranty Replacement Provide the UNM Asset Tag Number of the returned asset (Note: A Request for Deletion of Assets must be submitted to Inventory Control for the returned asset)
  • Add-on to an Existing Asset Provide the UNM Asset Tag Number (The cost of this transaction will be added to the Asset Tag provided)
  • List each asset separately and include all of the following information:
    1. Manufacturer
    2. Model Number
    3. Serial Number
    4. Cost of Equipment
    5. Building Number/Name and Room Number (where the equipment will be located
    6. Responsible Org

The Equipment Purchase Form will no longer be required for PCard purchases and employee reimbursements made after December 6th, 2016, as long as the correct account code is used. Once Account Code 9020 (Computer Hardware > $5K) is entered/saved, Rule 234 will ask for the following information:

  • Name/Phone/Email
  • Department Name
  • Warranty Replacement Provide the UNM Asset Tag Number of the returned asset (Note: A Request for Deletion of Assets must be submitted to Inventory Control for the returned asset)
  • Add-on to an Existing Asset Provide the UNM Asset Tag Number (The cost of this transaction will be added to the Asset Tag provided)
  • List each asset separately and include all of the following information:
    1. Manufacturer
    2. Model Number
    3. Serial Number
    4. Cost of Equipment
    5. Building Number/Name and Room Number (where the equipment will be located
    6. Responsible Org

The Equipment Purchase Form will no longer be required for PCard purchases and employee reimbursements made after December 6th, 2016, as long as the correct account code is used. Once Account Code 9040 (Equipment Non UNM Titled) is entered/saved, Rule 235 will ask for the following information:

  • Name/Phone/Email
  • Department Name
  • Warranty Replacement Provide the UNM Asset Tag Number of the returned asset (Note: A Request for Deletion of Assets must be submitted to Inventory Control for the returned asset)
  • Add-on to an Existing Asset Provide the UNM Asset Tag Number (The cost of this transaction will be added to the Asset Tag provided)
  • List each asset separately and include all of the following information:
    1. Titled to (Name of entity holding title of the equipment)
    2. Manufacturer
    3. Model Number
    4. Serial Number
    5. Cost of Equipment
    6. Building Number/Name and Room Number (where the equipment will be located
    7. Responsible Org

The Equipment Purchase Form will no longer be required for PCard purchases employee reimbursements made after December 6th, 2016, as long as the correct account code is used. Once Account Code 9060 (Equipment Fabricated Gen) is entered/saved, Rule 236 will ask for the following information:

  • Name/Phone/Email
  • Department Name
  • Warranty Replacement Provide the UNM Asset Tag Number of the returned asset (Note: A Request for Deletion of Assets must be submitted to Inventory Control for the returned asset)
  • Add-on to an Existing Asset Provide the UNM Asset Tag Number (The cost of this transaction will be added to the Asset Tag provided)
  • List each asset separately and include all of the following information:
    1. Manufacturer
    2. Model Number
    3. Serial Number
    4. Cost of Equipment
    5. Building Number/Name and Room Number (where the equipment will be located
    6. Responsible Org

In addition, a Fabrication Control Number must be provided with all expenditures related to an equipment fabrication project. A Fabrication Control Number can be requested by submitting the online inventory form Request for Fabrication Control Number available in our website under the “Inventory Online Forms” section.

Frequently Asked Questions on Inventory Management:

The Inventory Contact is the person assigned by the department’s head authorized to manage your department’s inventory.
Fill out an Asset Adjustment Form and have both the originating and receiving department sign the form.
UNM Staff, Faculty members and Emeritus Faculty.
You can send an email to UNMInventory@unm.edu to request a reprint of the UNM asset tag.
Fill out a Request for Deletion of Asset and submit the form with the supporting documentation.
UNM departments are required to complete an annual physical inventory by the department’s assigned inventory wave - see schedule below.

Wave

Send Out

Due Date

3

August

October

4

September

December

1

January

March

2

February

April

You can send an email to UNMInventory@unm.edu to request to update the equipment condition code of the UNM asset tag. You can also use the assigned column in your inventory spreadsheet to provide the new condition code – see list below.

Condition Code

1N

Good - New/Unused

1E

Good - Reconditioned

1U

Good - Usable w/out repairs

1S

Good - Scrap

1A

Good - Available for use elsewhere

2N

Fair - New/Unused

2E

Fair - Reconditioned

2U

Fair - Usable w/out repairs

2R

Fair - Repairs required

2S

Fair - Scrap

2A

Fair - Available for use elsewhere

3N

Poor - New/Unused

3E

Poor - Reconditioned

3U

Poor - Usable w/out repairs

3R

Poor - Repairs required

3S

Poor - Scrap

3A

Poor - Available for use elsewhere

Frequently Asked Questions on Vehicle Management

All new vehicle purchases go through PPD Automotive and Inventory Control works closely with them to obtain the documents needed to register the vehicles. Once the vehicle is registered and the license plates are received by Inventory Control, PPD Automotive will be coordinating with your department to install the plate on the vehicle.

If your department purchases a new trailer, bring the original Certificate of Origin and the invoice and we will facilitate the registration. Once the vehicle is registered and the license plates are received by Inventory Control, Inventory Control will be coordinating with your department to pick up the plates.

Email Inventory Control at UNMInventory@unm.edu with the Vehicle number, VIN and license plate number and we will request a new one from the MVD. Once the license plates are received by Inventory Control, Inventory Control will be coordinating with your department to pick up the plates.

Email Inventory Control at UNMInventory@unm.edu with the Vehicle Number and VIN at least 24 hours in advance and we will send you a scanned copy.

Contact SRS to report the incident. Email Inventory Control at UNMInventory@unm.edu a Request for Deletion of Assets along with a copy of the police report and any other supporting documents to remove the asset from your inventory.