Annual Inventory Certification of Physical Property
DEADLINE: February 15, 2019
It is time to complete our annual AgriLife inventory process. We will continue to use the same AssetWorks program for inventory reporting.
Please begin by visiting the following link to access your inventory list – http://web5.incircuit.com/sv/f?p=1001:101:1764096369565573
For your initial sign-on:
USERNAME is your County Name. For example, Andrews County will enter “andrews”. If yours consists of two words, they are now one word, i.e. “jeffdavis” or “valverde”. Please use all lower case. Do not include the word ‘county’.
PASSWORD is the same as above, CUSTOMER is “agrilife”
Once you enter click on the view section (note pad with pencil icon) to bring up your inventory list.
You will then see your inventory. Click on the View icon for each item. In the Status Drop Down box you will chose “Correct” or “Change”. Notes may be posted in the Notes section toward the bottom on the left side. If you change anything (user, condition, etc.), a brief note explaining the change must be included (see below). Otherwise the system holds the entry as pending.
No asset should be listed as NO SCAN, ADD, or DELETE
* All assets should be listed as “Correct” or “Change”, no matter if they have been scanned or not, sent to Surplus, transferred, reported Missing/Stolen, etc.
Notes section
* Enter the following explanations as needed in the Notes section for each asset:
* Update Description
* Update Serial Number
* Asset Missing
* Asset Surplused (include Reference Number and Date if possible)
* Transferred (include Reference Number and Date if possible)
* Verified by picture/email
* Verified with AG-311
* Need Barcode Label
NOTE: DO NOT “APPROVE” your inventory. This is to be done at the State level.
To finalize your 2018 inventory certification, go to “Reports” in the upper right corner. Scroll down and chose the report titled “TAMU Certification – Grouped by Subset”.
Print this form, and have the Accountable Property Officer sign and date on the top line. The APO for each county would be the County Coordinator. In that agent’s absence, another agent may sign. Forms signed by county support staff will not be accepted. If there is no agent currently in the county, please make note of this in the “Comments” section and forward your form unsigned to the District Office.
Also on the top line, please fill out the department information as follows:
* The Prop. Dept./Unit field should read as your 4 digit district number (DS06) and your 3 digit county code.
* The Property Department Name field will be your county name.
On the comments line, please list the names of the personnel (preferably at least 2) that worked on the inventory.
Once the form is completed, you will need to forward it to the district office via fax or email. Completed forms are due to this office no later than February 15, 2019.
If there are any pictures, e-mails or other forms of verification, of items not able to scan, please send them with the certification.
As always, please do not hesitate to contact this office if I can be of any assistance with this process.
Thank you for your prompt attention to this request.