Inventory

Property & Surplus

 

Frequently Asked Questions

Computers & Tablets

Capital & Controlled Assets

Recording Asset Changes

Scanning & Validating Assets

 

Computers & Tablets

Can I purchase a computer from Surplus?

No. Surplus is forbidden by state law from selling computers.

Is my data safe when I send my computer to Surplus?

Yes. The hard drives of all computers sent to Surplus are removed and shredded.

Should all computers and tablets be tagged?

Yes. Since they can contain sensitive information, all computers and tablets are considered controlled assets and must be tagged.

 

Capital & Controlled Assets

What is a capital asset?

Capital assets are assets with a value greater than $5000.

What is a controlled asset?

Controlled Assets are assets with a value greater than $500 and less than $5000.

What should I do when I purchase a controlled asset with a credit card?

Please send an email message to property@utdallas.edu within 48 hours of your purchase. Your message should include the number of cost center being charged and a copy of your credit card receipt. We will then contact you to set up an appointment to have your asset tagged.

 

Recording Asset Changes

What should I do when I need to take an asset off-campus?
  1. Send an encrypted email message to your department head requesting approval for this. Your message should include your name, your UTD ID, and the off-campus location where your asset will be used. If the asset will be kept permanently off-campus, your message should also include the name of an RUO.
  2. If your department head approves your request, he/she must forward your encrypted email message to Greg White (gvwhite@utdallas.edu) and Aaron Welch (axw123630@utdallas.edu.) You will receive confirmation via email when that asset’s record has been updated.
When should I fill out a “Missing or Stolen Property Report”?

Immediately report any stolen assets to both Inventory and the UT Dallas Police Department. For each asset, you must fill out a separate Missing or Stolen Property Report (PDF), and attach a copy of the police report for the incident. You must file this report in the first year that the asset is lost.

How do I transfer an asset from my department to another?
  1. Send an email message to your department head requesting approval for this. Your message should include the Area ID for your department, the Area ID for the department receiving your assets, and a list of all the assets being transferred.
  2. If your department head approves your request, he/she must forward your email message to property@utdallas.edu, copy the Custodial Contact and the head of the department receiving your assets, and mention that it was approved.
  3. Property Administration will store the message in OnBase and send a confirmation message when the transfer is complete.
How I change the recorded location of an asset?

Please send an email message to property@utdallas.edu. Your message should include the item’s asset tag number and new location.

How do I access the PeopleSoft Asset Module?

If you are the Custodial Contact for your department, please send an email message to property@utdallas.edu requesting access. Your message should include your NET ID.

 

Scanning & Validating Assets

How can I get a replacement for an unreadable or destroyed asset tag?

Please send an email message to property@utdallas.edu requesting a replacement tag. Your message should include the location of asset.

What are the options for scanning / validating assets?
  1. Your department can perform the scanning and validation yourselves, by downloading and following our Scan and Validate Instructions (PDF).
  2. Recommended: The Scan and Validate team can do it all for you, so long as you give them access to all the locations they need to scan.
How will I know if my inventory is complete?

You will receive a confirmation via email when your department meets all the requirements for your yearly inventory; Please keep that email message for your records.

How can I request updates on my inventory and/or get special reports?

Please send an email message to property@utdallas.edu requesting an update, report, etc… We will endeavor to fulfill your request as quickly as possible.