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- Requires a purchase option. If the option is purchase order, the purchase order number is required. If the option is other, a comment is required.
- Requires at least one attachment that will be added for viewing purposes at the bottom of the form. Supporting documentation includes: invoices/receipts, documentation from Institutional Advancement for donations.
- Requires a comment.
- Requires a signature.
- Complete the following attributes for each piece of equipment:
- Item Description
- Original Cost
- Purchased Date, in the format of MM/DD/YYYY (required for depreciation purposes)
- Serial Number
- Building
- Room
- Fund Code
- Prog-Fin (P-fin)
- Dept Code
- Account Code
- For Fund Code (1253, 1114, 1113), the following attributes may be required:
- Project
- Sponsor Award Number
- When complete, click finishFinish.
An email will be generated providing the submitter with a link to a PDF of the DocuSign form and a second one notifying the custodian of the request. The custodian will need to review and sign the document. If the submitter and the custodian are the same, the custodian will need to sign in the role of the submitter and the role of the custodian.
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Inventory Control reviews the Docusign addition Inventory Addition form and supporting documentation. At the time Inventory Control assigns the tags in Docusign, an RT ticket is created , and an email is sent to the custodian , indicating their the tags are ready. The email will have a link, which takes them to Asset Management’s Google calendar, which will have available time slotsgive the custodian a date and time to pick up the sensitive inventory tags. The custodian chooses a time and it automatically updates both calendars. The RT ticket status will be updated to "Waiting for Customer Tag Pickup". Inventory Control updates Asset Management after the custodian picks up the tags and resolves the ticketwill sign the Docusign Inventory addition form when they pick up the property tags and when they tag the equipment. The custodian will continue to receive emails from Docusign until they sign that the equipment has been tagged. Now the process is completed.