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UC DAVIS: ACCOUNTING & FINANCIAL SERVICES October 17, 2003 DEANS, DIRECTORS, DEPARTMENT CHAIRS, AND CAMPUS/UCDMC ADMINISTRATIVE OFFICERS RE: October 3lst Deadline for Physical Inventory of Equipment Anyone entrusted with the management of equipment owned by or on loan to the University has a special stewardship responsibility for safeguarding that equipment. Our ability to maintain accurate equipment inventories and certify their completion shows how well we are meeting this important obligation. To ensure compliance with this responsibility, University policy requires a complete physical inventory and certification of equipment on a biennial basis. Equipment Management selects alternating departments for certification each year. The annual deadline for completion of the certification is October 31st. To determine if areas under your authority are required to complete certification by October 31, 2003, click on Show Query Results at http://accounting.ucdavis.edu/CA/InventoryLookup.cfm. The website has been enhanced to allow you to search by Custodial Code, Asset Representative, department, or obtain a complete list of all Custodial Codes due for certification. You may also check the completion status of certification forms for specific areas. As a reminder, it is the responsibility of the department head to certify the accuracy of the equipment inventory and ensure that the deadline for equipment certification is met. Department heads are urged to pay particular attention to items shown as missing or salvaged as large numbers in these categories can indicate poor control. A memo containing instructions and information on performing the physical inventory including how to complete the Equipment Certification form was sent to campus and Medical Center departments in August. However, instructions are also available at: http://accounting.ucdavis.edu/CA/HowDoI/Inventory/index.cfm Please note that due to recent organizational restructuring, Equipment Management is now a function of Capital Asset Accounting. For questions or concerns regarding this directive, please contact Capital Asset Accounting at (530) 752-2798. You may also forward an email to eqhelp@ucdavis.edu. J. Michael Allred Associate Vice Chancellor - Finance 03-121
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