State statute says in part: "...Each ...state agency shall annually make or cause to be made an inventory of all property, including furniture and equipment, belonging to the State of Nebraska and in the possession, custody, or control of any ...state agency. The inventory shall include property in the possession, custody, or control of each ...state agency as of June 30 and shall be completed and filed with the materiel administrator by August 31 of each year."

The VR Data Center is responsible for the inventory and fixed asset procedures in QUEST and NIS of all furniture, office equipment, and IT equipment.

The following guidelines will be used in the purchasing and official use of all furniture and equipment for inventory purposes.

QE2 Inventory

• IT purchases

  • All items $200 - $1,499.99 purchased will be tagged with a VR barcode label and entered into the QUEST Inventory system.
  • Data Center staff will –

    • Sign and date the packing slip verifying what was received;
    • Write the QUEST inventory number on the packing slip;
    • Give the packing slip to state office fiscal staff to attach to invoice for payment.
    • If no packing slip is available signature is required on the invoice to verify receipt.

  • State Office staff will enter the QUEST inventory number(s) in the Notes section of the QUEST DPA.

• Non-IT purchases

  • Items under $1,500 will not be entered into the QUEST or NIS inventory system.
  • Items not entered into the QUEST inventory system must have a non-numbered State of Nebraska tag placed on it at the time of purchase.

• Per state statute, items with a non-numbered State of Nebraska tag still require responsible control and surplus procedures.

Fixed Assets

• State statute defines items costing $1,500 or more as a fixed asset.
• All fixed asset purchase documents and payments must have a 580000 series object code.
• Data Center staff will tag all fixed assets with a NIS Fixed Asset barcode label and enter the fixed asset into NIS and into the QUEST Inventory system.
• Data Center staff will –

  • Sign and date the packing slip verifying what was received;
  • Write the NIS Fixed Asset inventory number and the QUEST Inventory number on the packing slip;
  • Give the packing slip to state office fiscal staff to attach to invoice for payment.
  • If no packing slip is available signature is required on the invoice to verify receipt.

• State Office staff will enter the NIS Fixed Asset number(s) in the Notes section of the QUEST DPA.

Changes

Warranty Replacement

• Warranty replacement of any fixed asset should be reported to the data center. Include the new serial number and any description changes.
• The original barcode number should be attached to the new fixed asset.
• The serial number and any description changes need to be recorded in NIS on the fixed asset record and in the QUEST inventory system.

Location

• Changes in location must be reported to the data center.
• All “Location 1” in NIS entries must have an ATP or ER prefix.
• Data center records the change in NIS on the fixed asset record and in the QE2 inventory system.

Cannibalizing/ Junking

• Cannibalizing is the process of salvaging parts from one equipment item to repair or supplement another equipment item.
• Junking is the outright destruction beyond repair of an equipment item.
• Data center determines:

  • If tagged, what is the tag number of the unneeded item?
  • Which procedure is being requested?
  • Why does the equipment item now have little or no value?
  • If cannibalizing, which parts will be used for which fixed asset?

• The data center will obtain any necessary approvals and certificates and then direct staff through either process.

Trade-In

• Notify the data center when a fixed asset is ordered as a trade-in.
• Note on the purchase order that the item is a trade-in.
• The data center will complete a “Disposal Through Trade-In Report”.
• Once the new item is received, send the packing slips to the data center.
• The data center will complete all fixed asset requirements.