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Annual Inventory And Location Certification

The Annual Inventory And Location Certification form was sent to each Unit with their annual inventory. If you did not receive this information please use the following link to download a new copy.

Annual Inventory And Location Certification


SIU Carbondale Unit Numbers

This SIU Carbondale Unit Number listing can be used to identify Unit's and their description.


SIU Building Numbers

Campus Mail Service maintains a list of university building names along with their building number and address. This list can be found on the Campus Mail Service Web page.


Equipment Location Change

If a piece of equipment has been moved to another location within the same department, you should submit the updated location on an "Equipment Location Change Request" form. You may also submit location changes when you return your annual inventory verification listings.


Expense Account

The expense account is part of an asset’s assignment in AIS. It is the account to which Depreciation Expense would be charged (debited) for a particular asset. Within a book (FA_Carbondale, FA_Univ_Wide, FA_President), the only thing that changes for an expense account is the unit segment (segment 2). The unit identifies the department which is responsible for the asset. You may query AIS to find the assets assigned to an expense account by using your FA Managerial Inquiry Responsibility. Choose Inquiry, then Financial Information. A “Find Assets” window will open. In the box that allows you to choose different alternate regions, choose “Find by Assignments”. You will need to enter a book and then the expense account. All segments of the expense account are required and can be found below.

Segments FA_CARBONDALE FA_PRESIDENT FA_UNIV_WIDE
Fund 2861805 0869004 1869004
Unit Enter Your Unit Enter Your Unit Enter Your Unit
Budget Purpose 281805 059004 159004
Dept Act 1 00000 00000 00000
Dept Act 2 00000 00000 00000
Function 00 00 00
Natural Account 50000 50000 50000
Object 8298 8298 8298
SOF 00 00 00
FFY YY YY YY
Institutional Activity 00 00 00
Future Use 0000 0000 0000

Retirement Type Codes

Retirement Type Codes tell us the reason that an asset was retired in the system. If you “View Details” of the “Transaction History” for an asset that is retired, you will see a field for Retirement Type. It is a numeric field and you can use this cross reference table to tell you what those numeric codes mean.

Retirement Type Code Description
8205 Adjustment - Deletions
8215 Cannibalized for Parts
8220 Demolition of Building
8247 Lost Asset
8280 Scrapped
8282 Sale of Asset
8284 Stolen Asset
8287 Traded In
8289 Transfers of Assets to Carbondale/Springfield
8291 Transfers of Assets to Edwardsville
8293 Transfers of Assets to Other State Agency
(CMS State Surplus Property)

Fixed Asset Terms

Asset Key Flexfield - This flexfield stores historical buying account information.  It consists of 10 segments.

  • Segments 1-7 - These segments store AIS buying account information, such as the fund, unit, or budget purpose.
  • Segment 8 - This segment stores a state transaction code that is used in recording journal entries into the General Ledger.
  • Segment 9 - This segment stores the FAS buying account information for assets converted from the legacy system, or which are not currently purchased through AIS, such as grant or P-card purchases.
  • Segment 10 - This segment is not used in Carbondale.

Asset Number - Unique identifying number assigned to an asset by the AIS system.  It appears on reports, but is not physically located on the equipment.  This number is often used as a reference column to link Fixed Asset Tables.

Asset Type - The AIS system considers an asset to be either “Capitalized” or “Expensed”.

Assignments - This is one of the Fixed Asset alternate regions.  The 2 primary sources of information are the Expense Account and the Location Flexfield.

Cannibalize - To use a part(s) from one piece of equipment to repair another piece(s) of equipment.  If you mark the box to cannibalize equipment, the Equipment Deletion Request form is NOT forwarded to Surplus Property for equipment pick-up.

Capitalized - Equipment that has an acquisition cost of $5,000 or more is recorded as equipment in the University financial statements.  Depreciation will be calculated and recorded in the financial statements as well.

  • Note:  An asset is not dropped from inventory once it is fully depreciated.  The Illinois Department of Central Management Services requires us to report based on the historic cost of an asset, not its current book value.

Category Descriptive Flexfield - A descriptive flexfield is an optional field in which to store information.  It consists of 5 segments.

  • Segment 1 - Stores the old tag number if an asset has been retagged.
  • Segment 2 - Stores the tagging certification date for Springfield.  It’s not currently being used in Carbondale.
  • Segment 3 - Set up to store the tagger’s initials.  It’s not currently being used in Carbondale.
  • Segment 4 - Stores the last date the item was verified by Fixed Asset (formerly Property Control staff).  It’s not being widely used yet, but in the future we hope to incorporate this with a bar code inventory interface.
  • Segment 5 - Stores comments.  It’s not widely used yet, but we can record additional information such as “looks like…” or “stored in ….”

Category Flexfield - The asset category provides more descriptive information about the asset.  It consists of 4 segments.

  • Segment 1 - Provides ownership (leased vs. owned) & asset type (capitalized vs. expensed) information, as well as information about the type (land, building, equipment, etc.) of asset.
  • Segment 2 - Provides the SAMS (CUSAS) code.
  • Segment 3 - Provides a brief verbal description of the SAMS code.
  • Segment 4 - It may break down the SAMS classification into smaller groupings.  However, it’s not used for every SAMS code.

Expensed - Equipment is still tracked in the inventory system, but no depreciation is calculated or recorded in the financial statements of the University.

Expense Account - This is the account to which depreciation expense would be charged if an asset is depreciated.  It is a required field even if the asset is expensed.  The Unit Segment (Segment 2) identifies the department that is responsible for a particular asset.  The entire flexfield drives many of the fixed asset reports and journal entries into the General Ledger.

Location Flexfield - Segments of the location flexfield store the building and room to which an asset has been assigned.

Tag Number - Identifying number physically placed on equipment for inventory purposes.  In most cases, the number is on a numeric bar code decal.  However, older equipment may have the tag number on a metal tag.  The tag number is also usually written on the equipment item by the tagger.

Unit Officer - As a general rule, this will be the department head.  This is the person who should sign Fixed Asset forms, such as the Change of Status or Inventory Verification.