Untitled Document
Kansas City Procurement
The inventory and surplus property section of the Procurement Dept. adds
equipment to the capital inventory database by reviewing purchase orders and
equipment gift documents. Following this review, the senior inventory clerk
contacts campus departmental personnel to obtain location information to add
to the database and in order to physically attach a UMKC inventory tag to
the equipment.
Twice per year, a listing of the equipment in each department is produced
from the equipment database and emailed to campus departments for verification
and changes. This process typically takes place April and October. Changes to the database can be made by campus department personnel
on the biannual listings or at any time by submitting a Form 27 Inventory Change Report, which can be mailed or faxed to Procurement Services. Form instructions are available.
UMKC as well as the other UM campuses are required to maintain inventory
records for all non-expendable, movable property and equipment which has a
single item cost of $5,000 or more, or is a gift with equal value, and:
- Has an expected useful life of 1 year or more; and
- Is self-contained for its primary function (not a component part of any
other piece of equipment); and
- Has sufficient individuality and size to make control feasible by means
of identification tags, numbers and/or manufacturer’s serial numbers
marked thereon.
Procurement Department Responsibilities:
The UMKC Inventory and Surplus Property section of the Procurement Department
is responsible for:
- Establishing and maintaining the records and procedures necessary for
the accountability of the University property and equipment inventory.
- Determining the items to be inventoried and the numbers to be assigned.
- Affixing the inventory decal or tag to the property and equipment.
Department Chairperson and Administrative Heads Responsibilities:
Each department chairperson or administrative head is responsible for:
- All property and equipment purchased or constructed for and assigned to
the department.
- Reporting and transfers or loss of inventoried property or equipment to
the Inventory and Surplus Property Section.
- Establishing and maintaining records and controls for sensitive equipment
such as guns, cameras, stop watches, pocket calculators, etc., which are
not inventoried under provisions of this policy.
- Ensuring that the representative from the UMKC Inventory and Surplus Section
of the Procurement Dept. has ready access to buildings and rooms under their
control for purposes of inspecting, verifying and tagging equipment items.
- Authorizing the removal of University equipment from their departments
for use on University business off campus.
