Notification: Inventory Control will notify departments 30 days in advance of the Scheduled Inventory. The Inventory Control Specialists and individual department personnel perform physical counts of all equipment on an annual basis. 

Inventory Scanning: The Inventory Control Specialist will start the inventory by scanning all the capital equipment that is visible to the eye. If there is equipment in a drawer or cabinet or locked up, the Specialist will not look there, and an appointment will be made to have someone within the department show the Specialist the equipment. 

If an asset is missing the UConn decal number, a new decal sticker will need to be printed and affixed to the equipment. 

Inventory Reconciliation: Once the Inventory Control Specialist has completed the scanning phase, the Departmental Contact for Inventory, (DCI) will be contacted and provided a report listing the asset(s) that the Specialist was unable to find while scanning. 

The DCI will contact the responsible party listed on the report or any other pertinent party to find out the location of the equipment. Once the location is determined and verified by the department the DCI will contact the Specialist. 

The Inventory Control Specialist will verify each piece of equipment until all items are accounted for. For any item that is unable to be accounted for after multiple inquiries, the following process will be followed to comply with the State Property Control Manual: 

1. The asset will be retired as “Lost” using an Asset Retirement Global (ARG) eDoc in Kuali Financials; this removes the asset from the inventory records. The ARG will route for approval to the fiscal officer of the Asset Owner Account in KFS, and to the Manager of Inventory Control. 
2.  Inventory Control will report the lost asset to the State Comptroller, the Auditors of Public Accounts, the Department of Administrative Services State Insurance and Risk Management Board on Form CO-853(a) – Adjustments to State-Owned Assets – Initial Notification Form.  
3. Inventory Control will request that the department complete the CO-853(IC) – Adjustments to State-Owned Assets – Internal Controls Review Form. Assistance will be provided by Inventory Control if needed.  
4. If the asset is subsequently found/recovered, the asset will be added to the inventory records, and the department will assist Inventory Control in completing the CO-853(b) Adjustments to State-Owned Assets – Recovery/Resolution Form.  

Inventory Close-Out: Inventory Control will continue to work with the department, exploring alternative contacts until the asset is either found or written off. This process is reviewed during the bi-weekly Inventory Control Cycling staff meetings and tracked in the current year’s Inventory Control Cycling schedule. 

To apply for the CAM Processor Role, please complete the Enterprise Financials Access Request located at https://financialapps.its.uconn.edu/ under Request Forms.