FAQ

Frequently Asked Questions on New Purchases:

An Asset Tag is a scannable bar code which is affixed to a piece of “Inventoried Property” as defined in University Administrative Policy 7710:  Property Management and Control.  New Mexico Government entities including the University of New Mexico are required to conduct an annual Physical Inventory of moveable equipment in accordance with New Mexico State Statute 12-6-10.  The Property Accounting department generates Asset Tags for UNM departments to affix to their Inventoried Property in order to assist them in completing their annual Physical Inventory and in tracking their assets. 

There are two types of Inventoried Property that require Asset Tags:

  • Legally Required Under State Law - All items that are:
    • Moveable
    • Cost more than $5,000
    • Useful life of more than one year 
  • Equipment/Furniture >$5,000 - Use Account Code 9000
  • Computer Hardware >$5,000 - Use Account Code 9020
  • Drones >$5,000 – Use Account Code 9010
  • Drones <$5,000.01 – Use Account Code 3183
9040 - Equipment Non UNM Titled
Use an account code listed above on the Requisition and they will show in our queue to tag. No form required!

The Computer Server Purchase Form will no longer be required for PCard purchases and employee reimbursements made after December 6th, 2016, as long as the correct account code is used. Once Account Code 3189 (Tagged Non-Capital <$5,001) is entered/saved, Rule 229 will ask for the following information:

  • Manufacturer
  • Model Number
  • Serial Number
  • Building Number and Name where the equipment will be located
  • Room Number where the equipment will be located
  • Responsible Org

The Equipment Purchase Form will no longer be required for PCard purchases and employee reimbursements made after December 6th, 2016, as long as the correct account code is used. Once Account Code 9000 (Equipment/Furniture > $5K) is entered/saved, Rule 233 will ask for the following information:

  • Name/Phone/Email
  • Department Name
  • Warranty Replacement Provide the UNM Asset Tag Number of the returned asset (Note: A Request for Deletion of Assets must be submitted to Property Accounting for the returned asset)
  • Add-on to an Existing Asset Provide the UNM Asset Tag Number (The cost of this transaction will be added to the Asset Tag provided)
  • List each asset separately and include all of the following information:
    1. Manufacturer
    2. Model Number
    3. Serial Number
    4. Cost of Equipment
    5. Building Number/Name and Room Number (where the equipment will be located
    6. Responsible Org

The Equipment Purchase Form will no longer be required for PCard purchases and employee reimbursements made after December 6th, 2016, as long as the correct account code is used. Once Account Code 9020 (Computer Hardware > $5K) is entered/saved, Rule 234 will ask for the following information:

  • Name/Phone/Email
  • Department Name
  • Warranty Replacement Provide the UNM Asset Tag Number of the returned asset (Note: A Request for Deletion of Assets must be submitted to Property Accounting for the returned asset)
  • Add-on to an Existing Asset Provide the UNM Asset Tag Number (The cost of this transaction will be added to the Asset Tag provided)
  • List each asset separately and include all of the following information:
    1. Manufacturer
    2. Model Number
    3. Serial Number
    4. Cost of Equipment
    5. Building Number/Name and Room Number (where the equipment will be located
    6. Responsible Org

The Equipment Purchase Form will no longer be required for PCard purchases and employee reimbursements made after December 6th, 2016, as long as the correct account code is used. Once Account Code 9040 (Equipment Non UNM Titled) is entered/saved, Rule 235 will ask for the following information:

  • Name/Phone/Email
  • Department Name
  • Warranty Replacement Provide the UNM Asset Tag Number of the returned asset (Note: A Request for Deletion of Assets must be submitted to Inventory Control for the returned asset)
  • Add-on to an Existing Asset Provide the UNM Asset Tag Number (The cost of this transaction will be added to the Asset Tag provided)
  • List each asset separately and include all of the following information:
    1. Titled to (Name of entity holding title of the equipment)
    2. Manufacturer
    3. Model Number
    4. Serial Number
    5. Cost of Equipment
    6. Building Number/Name and Room Number (where the equipment will be located
    7. Responsible Org

The Equipment Purchase Form will no longer be required for PCard purchases employee reimbursements made after December 6th, 2016, as long as the correct account code is used. Once Account Code 9060 (Equipment Fabricated Gen) is entered/saved, Rule 236 will ask for the following information:

  • Name/Phone/Email
  • Department Name
  • Warranty Replacement Provide the UNM Asset Tag Number of the returned asset (Note: A Request for Deletion of Assets must be submitted to Inventory Control for the returned asset)
  • Add-on to an Existing Asset Provide the UNM Asset Tag Number (The cost of this transaction will be added to the Asset Tag provided)
  • List each asset separately and include all of the following information:
    1. Manufacturer
    2. Model Number
    3. Serial Number
    4. Cost of Equipment
    5. Building Number/Name and Room Number (where the equipment will be located
    6. Responsible Org

In addition, a Fabrication Control Number must be provided with all expenditures related to an equipment fabrication project. A Fabrication Control Number can be requested by submitting the online inventory form Request for Fabrication Control Number available in our website under the “Inventory Online Forms” section.

Frequently Asked Questions on Inventory Management:

The Inventory Contact is the person assigned by the department’s head authorized to manage your department’s inventory.
Use the "Transfer an Asset" conversation in the Inventory Assistant/AppTree.
UNM Staff, Faculty members and Emeritus Faculty.

Reprinting a tag can be done in the Inventory Assistant/AppTree under the “Find an asset” conversation and the “Update this asset” option. See here for more information.

With the University existing as a Public Institution (part of the State of New Mexico government), all University property including research equipment is New Mexico government property and belongs to the New Mexico taxpayers.  New Mexico State law generally prohibits the University from giving away University Property.  However, in certain, limited circumstances, UNM research equipment can legally be transferred with an outgoing faculty member to their new institution.  Such external transfers are only legal and allowable if the equipment was purchased using Federal Grant Funds and if the transfer to an external organization is specifically authorized by the Federal Granting Agency (either specifically allowed within the terms of the grant, or by obtaining written permission from the Federal Contracting officer).  Otherwise, all other University research equipment and University property is required to be disposed of by the UNM Surplus Property department, usually in public auctions, in order to comply with New Mexico State law. 

 

Use the "Dispose of an asset" conversation in the Inventory Assistant/AppTree and attach the supporting documentation.
UNM departments are required to complete an annual physical inventory by the department’s assigned inventory wave - see schedule below.

Wave

Send Out

Due Date

3

August

October

4

September

December

1

January

March

2

February

April

Updates can be done in the Inventory Assistant under the “Find an asset” conversation and the “Update this asset” option. See list below for codes.

Condition Code

1N

Good - New/Unused

1E

Good - Reconditioned

1U

Good - Usable w/out repairs

1S

Good - Scrap

1A

Good - Available for use elsewhere

2N

Fair - New/Unused

2E

Fair - Reconditioned

2U

Fair - Usable w/out repairs

2R

Fair - Repairs required

2S

Fair - Scrap

2A

Fair - Available for use elsewhere

3N

Poor - New/Unused

3E

Poor - Reconditioned

3U

Poor - Usable w/out repairs

3R

Poor - Repairs required

3S

Poor - Scrap

3A

Poor - Available for use elsewhere

Frequently Asked Questions on Fabrications

Frequently Asked Questions on Vehicle Management

All new vehicle purchases go through PPD Automotive and Property Accounting works closely with them to obtain the documents needed to register the vehicles. Once the vehicle is registered and the license plates are received by Inventory Control, PPD Automotive will be coordinating with your department to install the plate on the vehicle.

If your department purchases a new trailer, bring the original Certificate of Origin and the invoice and we will facilitate the registration. Once the vehicle is registered and the license plates are received by Inventory Control, Inventory Control will be coordinating with your department to pick up the plates.

Email Property Accounting at UNMInventory@unm.edu with the Vehicle number, VIN and license plate number and we will request a new one from the MVD. Once the license plates are received by Property Accounting, Property Accounting will be coordinating with your department to pick up the plates.

Email Property Accounting at UNMInventory@unm.edu with the Vehicle Number and VIN at least 24 hours in advance and we will send you a scanned copy.

Contact SRS to report the incident. Email Property Accounting at UNMInventory@unm.edu a Request for Deletion of Assets along with a copy of the police report and any other supporting documents to remove the asset from your inventory.

Frequently Asked Questions on AppTree Login Errors:

As an HSC user, your HSC credentials are cached in your browser blocking you from authenticating to the app with your UNM credentials. To login to the application, browser profiles will need to be created to switch between UNM and HSC applications. Here is a link to setup your browser profiles: https://unm.custhelp.com/app/answers/detail/a_id/7896/kw/profiles

Examples of login errors:

  • Oops, this link isn't working...
  • Sorry, but we're having trouble signing you in.