Inventory

 

Transfer of, or disposal of any tagged or untagged, equipment must be done through the proper channels. An Inventory Change Request (ICR) must be submitted to the Business Office.

Inventory scanning is performed on a yearly basis (usually starting in September) and the Business Office will send a notice through email when scanning can commence. The first scanning process is usually to be accomplished prior to the end of November, with completion to be done by mid February.

 PMM New Vendor form

-All University Funded Equipment-

-Equipment Tagging-

Once equipment has been purchased:

  • NMSU Property will generate an Inventory Receiving Worksheet and tags for the equipment (≥ $1,000.00) and mail these to the Business Office.
  • The Business Office will then e-mail the appropriate department to coordinate delivery of the tags.
  • Tags need to be placed on the equipment, by the department, as soon as it is received.
  • Tags should be placed as close to the serial number as possible and on a smooth, clean, surface.
  • Inventory Receiving Worksheet should be completed by the department and returned to the Business Office immediately.

Retagging of equipment:

  • To request a re-print of an inventory bar code, please send an email to the Business Office with the following information;
    • Tag number
    • Item description
    • Picture of the actual item
    • Picture of the equipment’s serial number

-Transfer of Equipment-

Moving equipment to another department org and/or building/room change:

  • Department fills out Section 1 and 2, of an ICR, and sends it to the Business Office for approval (Business Office approves on Section 3).
  • Business Office submits ICR to NMSU for processing.

-Surplus to Property-

Items being disposed of (tagged and non-tagged items):

  • Department fills out Section 1 and 2, of an ICR, and sends it to the Business Office for approval (Business Office approves on Section 3).
  • Approved ICR is then sent back to department.
  • Department then submits the ICR, in a work order, to DACC Facilities (School Dude), for pick up, and attaches ICR in Step 7.
  • DACC Facilities picks up items for disposal and printed ICR, from department, and delivers to NMSU.
  • DACC Facilities brings back signed ICR to both the department and the Business Office.

-Forms-

Form submissions and questions please email the Business Office:

daccaccountspayable@mydacc.nmsu.edu

Purchasing Accounts Payable