Frequently Asked Questions

1. How often is a physical property inventory conducted at UAMS?

Once each fiscal year.

2. Why do we conduct these property inventories?

UAMS is a state agency and it is required by the State of Arkansas for all state agencies.  It is also mandated in the UAMS Administrative Guide, Policies and Procedures Manual.

3. Why is property tagged?

Property is tagged to aid in locating an item for audits.  The state and federal government conduct audits of this institution every year.  In addition, private auditing firms conduct audits.  Tagging equipment is also useful in identifying and tracking assets so we may easily determine where an asset came from, how long we have had it, whether it is still under a warranty, what was the last location and many other useful pieces of information.

4. What exactly is considered property?

Property is defined by the capitalization policy found in the UAMS Administrative Guide. It is equipment or furniture with a useful life of two or more years and purchased at a cost of 2500 dollars or more.  Items with a value of less than $2500 are tracked.  These items are referred to as "Low value assets".  Included in this class are computers, laptop computers, digital camera and Television sets.

5. Why is property tagged at the Distribution Center?

Property is tagged at the Distribution Center to ensure that it is tagged upon receipt.  It is also less disruptive to the campus departments than the previous tagging system.

6. Why do I receive a letter from the Property Services department after an item is tagged?

The letter is meant to assist by informing the department of items added to their inventory.  The departments are informed that they are now responsible for locating the item each fiscal year.  The department may wish to have some of the information changed, such as the description.  The changes should help in locating the asset in the future.  Not all of the information on the letter can be changed {PO#, Cost…}.  To determine if information can be changed and how to do so, call Property Services at 686-5931.

7. Who do I call if I believe a piece of equipment has been stolen?

Call UAMS Police at 686-7777.

8. What forms must I fill out if a piece of equipment is stolen?

The property contact person for the department must fill out a Release of Accountability Form with a copy of the police report attached and mail the appropriate copy to Property Services at Mail Slot 759.

9. We want to take some parts out of one machine and use them to fix another machine. Do we have to fill out any paper work to do this?

Yes, this is called cannibalization.  You must fill out a Release of Property Accountability Form asking to cannibalize the machine.  The form should be completed before you actually cannibalize the machine; however, the form must be provided to the Property Services department as soon as possible.

10. Who signs the Letter of Responsibility at the end of the inventory process?

The Letter of Responsibility must be signed by the Head of the Department and the department Chairman, not the business officer.

11. How do I find out what department is custodian for this piece of equipment?

Call Property Services at 686-5931, or you may reference the Property Search feature on this web site.

12. How do I find out the serial number for this piece of equipment that was stolen?

If you know the property tag number or the PO number, you may use the Property Search button on the left frame of this web page.  Otherwise, call Property Services at 686-5931.

13. How do I find out what Purchase Order Number I used to buy this piece of equipment?

If you know the property tag number or the serial number, you may use the Property Search button on the left frame of this web page.  Otherwise, call Property Services at 686-5931.

14. How do I find out the date of the purchase of this equipment?

If you know the property tag number, serial number, or the PO number, you may use the Property Search button on the left frame of this web page.  Otherwise, call Property Services at 686-5931.

15. How do I get an up to date inventory listing for my department or sub department?

Call Property Services at 686-5931.

16. How do I transfer some equipment to another UAMS department?

Fill out a Property Transfer Form and have the other department personnel sign the form when they pick up the equipment or when you deliver it to them.  Then send the proper copies of the form to Property Services so that the item(s) can be removed from your inventory listing.  An item remains on your inventory listing until a completed form has been received by Property Services.  You can download this form from this web site under "Property - forms".

17. How do I transfer some equipment to another State Agency (like UALR)?

Write and send a memo stating what you would like to transfer (by UAMS Tag Number) to what state agency and why.  Property Services asks for approval from the state for this property transfer.

18. Can I donate this old piece of equipment to a charity (good cause, school, city government, etc.)?

Absolutely Not.   No one, not even the governor nor the state legislature has the power to donate state property.

19. What forms do I fill out to take a piece of equipment home to do UAMS business?

You must complete a Property Located Off-Campus form.  You can download this form from this web site under "Property - forms".

20. Is equipment located at home covered under the UAMS insurance policies?

Yes, but only if a Property Located Off-Campus form has been completed.  This form must be on file in Property Services for the UAMS insurance to be in effect.  Otherwise, the loss is the employees responsibility.

21. What do I do to trade-in a piece of equipment on a new piece of equipment?

You inform Procurement Services of this on the Purchase Request by UAMS Tag Number.  When the trade-in equipment leaves UAMS, an Outgoing Shipment Form should be completed. A copy of this form is then sent to Property Services.

22. What do I do to get someone to pick up property that I don’t have a use for now?

You need to fill out a Disposal of Surplus Equipment and Furniture Form. You can receive this electronically or by paper from Property Services. Call Property Services at 686-5931.

23. I sent a piece of equipment out for repair during the physical inventory, what do I show Property Services when they come by for the inventory?

The completed Outgoing Shipment Form is your documentation as to the location of the equipment.  You must complete an Outgoing Shipment Form whenever a piece of equipment leaves campus for any reason, except taking it home for business use.

24. I need to have my office furnishings moved, what do I do?

You must complete a Equipment and Furniture Moving Form and fax, mail or bring it to Property Services.  You can get a copy of this form by calling 686-5931 or the moving crew at 296-1047, or download this form from this website under "Property - forms".

25. Can I get a written estimate of the cost of moving my office furniture?

Yes, written estimates are given upon request.  Please complete a Equipment and Furniture Moving Form and fax, mail or bring it to Property Services.  Mark on the form that you want an estimate.

26. Do I need to do an IDT (Interdepartmental Transfer) to pay for my move?

No, the Equipment and Furniture Moving Form serves as your billing form.  You will not receive a written bill unless requested.  This billing is automatic.

27.  How does a campus department purchase items from the state surplus pool?

This is part of State Purchasing called State Marketing and Redistribution.   Only surplus property from all state agencies is available.  Pricing is set by the agency based on fair market value.  Campus departments can make purchases daily (I would exclude Wednesday as that is the day they sell retail.)  You will need your UAMS badge and your account number for purchases.  If the items require truck transportation, that can be pre-arranged with Property Services, moving services crew (296-1047).  This warehouse is located at 6620 Young Road Little Rock, AR 72209, and their telephone number is (501) 565-8645.  If you have any problems or questions concerning this surplus provider, please contact Property Services at 686-5931. 

28.  How does a campus department purchase items from federal surplus items?

Federal Surplus Property:  Federal surplus some New-in-Box (NIB) items can be found.  Pricing is set by shipping and handling to North Little Rock from acquiring location.  (Can vary greatly, but is usually 10-15% of original value.)  Purchases can be made daily.  No retail sales except special annual auctions.  You will need your UAMS badge, special blue purchasing card obtained from Procurement Services and your account number for purchases.  If the items require truck transportation, that can be pre-arranged with Property Services, moving services crew (296-1047).  They will search their national database of surplus items for special purchases.  UAMS has purchased NIB microscopes and other items from them in the past.  UAMS does not receive full title to these items for 18 months and must put them in services within a year of purchase.  The federal government retains title to review their usage.  All items with an original retail value of over $5000 must be reported to Property Services upon purchase because of tagging and tracking requirements.  This warehouse is located at 8700 Remount Road North Little Rock, AR 72118 and their telephone number is 501/835-3111.  If you have any problems or questions concerning this surplus provider, please contact Property Services at 686-5931.