Addition

Purpose:

This form exists for the purpose of inventory control for each department notifying the Inventory Control section of any asset additions through purchasing, gifting, or fabrication.

How to fill out this form:

Web form:

• To begin the DocuSign/RT process click here

• Choose Inventory Addition in the Reason for Adjustment dropdown menu.

• Choose Item Quantity: Up to 12 or More than 12.  This refers to the number of pieces of equipment being entered on the form.

• Click here to check the custodian for a department in the custodian list. You can also find this list by looking at the useful links on the top right of the DocuSign page.

• Enter the name and email of the custodian.

• Look up the department by the department number or name.

• Click the Next button.

Docusign Form

• 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 Finish.

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.  

Overall Process: 

Inventory Control reviews the Docusign 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 the custodian indicating the tags are ready.  The email will give the custodian a date and time to pick up the sensitive inventory tags.  The custodian will 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.