Procedures for Major Equipment Inventory (MEI) Reporting


PROCEDURES FOR MAJOR EQUIPMENT INVENTORY (MEI) REPORTING

The Major Equipment Inventory listing for Syracuse University is distributed electronically each fiscal year.

Utilizing the Asset Management People Soft System (AMPS) and its reports, two Major Equipment reports are emailed with specific information regarding your department(s) MEI that will enable you to take your inventory. Either report may be used for inventory. Please return only one complete copy of the inventory to the Property Management office.
When reviewing the Major Equipment Inventory Report please include and incorporate any and all changes that need to be reflected to make the inventory report as accurate as possible. Any and all changes marked on the returned inventory will be updated into the AMPS system upon its return to the Property Management Department. All reports and an alternative view of the Major Equipment Inventory with all detail are available for departments to run themselves by requesting access to the Asset Management subfolder of FAB in My Reports thru My Slice. Instructions for this are listed below.

Report choices:

Custodian Report: This lists all the assets for a particular department by the custodian. Each custodian will have a separate page or pages listing the major equipment that is in their use for that specific department. The report is set up exactly the same as the familiar department report with building and room numbers associated with each equipment asset. In some instances a custodian may have equipment listed under different department numbers. This may be due to different funding sources for a specific equipment or projects.

Department Report: This lists all the assets for a particular department that were paid with a chartstring in that specific department. The Location column on this report has the building number and the room number associated with a particular asset. Please note that this report lists the dollar amount that your department paid for the asset, if another department paid for part of the particular equipment asset that dollar amount will show up on the other department’s inventory.

Please sign the final page of your department report after your review if you choose to use this report.

Location Report: This lists all the assets for a particular location. Each different building room number is listed on a separate page making it easier for the user to identify the equipment in a room and easier for the individual taking inventory to split up a large building and have assistance checking off equipment.
Please remember that all the pages of the location report are totaled and must be signed if you choose to use this report.

To Inventory your Departments Equipment
Physically review all major equipment assigned to your department. During the room by room inventory, match the SU Identification tag numbers listed on the equipment to the inventory list provided. Place a mark (X) next to each Tag Number to indicate the item is verified and physically at the location indicated.
Your review should not only include all equipment on the list, but all equipment within a room or space with a value of over $5000. Reviewing equipment by location /room ensures that any equipment that may have moved from one room to another is identified and referenced for update. (For any changes in location, including to/from other departments) indicate pertinent information such as department number, room number, contact name, etc.)
Use a separate sheet of paper to list items not on the report, i.e., items recently received by purchase order, transfer, or donation. Provide complete information that identifies how and when the item was acquired and documentation supporting the value (in the case of donated equipment). Attach the list to the inventory before returning to Property Management.

Missing SU Identification Tag

If a University tag number is not affixed to the equipment, use the manufacturer’s Serial Number as a cross-reference and re-label the item with any gum label. Write the Syracuse University’s name and the MEI tag number on the label and place on the equipment. Place the sticker for easy audit viewing.

Equipment Disposal

Equipment that has been permanently disposed of, transferred to another institution, or returned to a vendor must be annotated next to the tag number. See the list of DISPOSAL CODES AND DEFINITIONS below. For equipment sold or traded: Supporting documentation for any equipment item disposed of, sold, lost, etc. is required to be provided with this inventory. This can include email communications from Excess Property, any forms provided to/from Excess Property, Public Safety reports for stolen property, etc. This documentation is necessary to ensure that the proper procedures were followed for all disposals. Should this not be included, the responsible individual will be contacted; no MEI will be considered complete until this documentation has been provided.

Equipment Located Off Campus Premises

Equipment that has been temporarily removed from University premises must be authorized and referenced to a particular employee.
• Renew an Authorization by placing a mark (X) next to the tag number on the inventory sheet.
• All new authorizations, including a change in the off premise location, please complete the Off Premises Authorization Form  and fasten it to the back page.
• Equipment that is labeled Off Campus, which has subsequently been returned, must be annotated “RETURNED” next to the tag number and referenced to a new campus address.

Unlocated or Missing Equipment

Missing equipment should be annotated “UNLOCATED” next to the tag number. (Please continue to search for any missing or unlocated equipment) Unlocated equipment will not be removed from the inventory system. The item will be noted as “UNLOCATED” in the asset description and will remain on the department inventory listing until such time as the equipment is determined to be permanently lost or consumed. If a determination is made to retire the asset, the asset should be marked “RETIRE” on the inventory listing. All equipment coded for retirement will be removed from the departments Asset Management listing. This can also be accomplished by sending an email to the Property Management Department and requesting such. email: jlalbert@syr.edu

See Retirement Disposal Codes below:

Retirement Code Description (AMPS)
A – Abandonment
C – Cannibalize for Other Assets
D – Disappeared Assets
F – Disposal Due to Theft
I  – Returned to Inventory
L – Like Kind Exchange
M – Missing Asset
N – Donated to External Group
R – Scrapped Assets
S  – Retirement by Sale
T  – Traded In for another Asset
Y  – Casualty Loss

ACCESS TO THE ASSET MANAGEMENT SUBFOLDER
In order to gain access to the Asset Management subfolder, a FAST request must be submitted by the Information Coordinator for each individual requesting access. (Prod PS9.2 FAB Campus Use) Please note, individuals will only be granted access depending on their current security row level. When access has been granted the individual will be able to run their department’s equipment inventory listing using My Reports. Individuals must log on to My Slice, My Reports, FAB, then select the Asset Management subfolder. These reports can be run when ever needed at the departmental level.

Please direct any questions or concerns regarding your FAB query results to Judith Alberts of the Property Management Department. Contact via phone 443-5372 or email at jlalbert@syr.edu .

NEW FAB ASSET MANAGEMENT QUERY AND REPORTS

Process:
When running the Asset Management query the following boxes will appear:
DEPTID- this is where you will input the department numbers you need to query.
**Please note you will only be allowed to have access depending on your current security row level.

STATUS_ DESCR – this is where you will use the default which is “In Service”. If you choose to “ignore” you will receive a listing of those equipment assets that are actively “In Service” and the assets that are inactive and “Retired” from the AMPS system and your Major Equipment Inventory. You do not want to do this, you want to use the default “In Service”.
IN_SERVICE_DT – this allows you to view your Inventory as of last fiscal year. If you choose “Ignore” you will be running a report with information as of yesterday.
LOCATION – choose “Ignore”, unless you know your exact Location code which is a combination of your building code number and room number. (Example: E011331 means building Life Science Complex, room 331) The first four alpha numeric combination are the building code. The remaining numbers are the room number. In time you will become familiar with your building code(s)/ room number(s) if you happen to have equipment in more than one Location, on or off campus grounds. No equipment is allowed to be just in a building by itself. It must have a room number associated with it for F&A reporting purposes. The Location is a very important part of keeping your equipment assets inventory.
PROJECT_ID – always choose “Ignore” unless you are very familiar with the Asset Management query and ONLY want to retrieve your equipment assets that have a specific “PROJECT_ID” associated with it.
Once your query has processed you will have two reports with your department(s) Asset data available for your use.