Every UVM department must complete the annual Space and Movable Equipment Inventory to update information on:
- Space assignment, room type, and room occupants
- Functional activities and funding sources of rooms
- Movable equipment location and usage
The FY21 space and equipment inventory begins on April 15, 2021 with training sessions available during April and May. Since much of the inventory work requires on-campus verification, it is important that each employee responsible for performing the work follows the Campus Healthy and Safety guidelines.
Below are some of the highlights for FY21 inventory that will be discussed during the training sessions:
- Being the base year, the data collected from this year’s inventory will be used to negotiate new Facilities and Administration rates with the federal government. It is critical to complete the space survey and movable equipment inventory on time.
- COVID-19 has drastically changed how space has been used since March 2020. However, prevailing guidance recommends that space be treated, for inventory purposes, as if the COVID-19 restrictions had not happened. Details regarding this will be presented in the upcoming training sessions.
- NEW For FY21: Space Function Code 11, Department Research (291): All Department Research activity on chartstrings using function code 291 MUST be coded as Space Function Code 11.
- Although there was more leniency in movable equipment inventory requirements for FY20 given the beginning stages of the pandemic, the federal government does not have the same level of leniency for FY21. Movable equipment inventory must be completed this year.
Follow these four steps:
- Attend training: Watch training videos and read user guides (see secondary menu for links), and participate in upcoming online Q&A sessions. New departmental personnel assigned to conduct the inventory are required to obtain training prior to using the FAMIS Self-Service inventory system. Staff who have not attended training in the last 3 years are strongly encouraged to attend a session as well.
- Get organized: Prior to starting the inventory process, use the checklist (PDF) to obtain and organize key reference information. This will serve you well in determining what room information requires updating.
- Conduct the inventory: See the user guide (PDF) for step-by-step instructions.
- Certify inventory results: For the inventory to be considered complete, the following documentation is required to be emailed to Cost Accounting, and all issues resolved from the subsequent quality assurance review:
- Completed and signed Certification Form (PDF)
- Space Functional Exception Report (with no exceptions)
- Movable Equipment Inventory results in an Excel spreadsheet with applicable reconciliation commentary (applicable to only departments who have movable equipment)
User Guides, FY21 Presentation (PDF), FAQs and video tutorials for FAMIS navigation are available on the secondary menu of this page.
Data collected through this inventory are key factors for assessing facilities and space costs for the University’s Incentive-based Budgeting (IBB) model, and providing important information for the University’s F&A (indirect costs), income/expense rates, program costing, Space Management and Planning, and assessment and inventory of movable equipment over $5000.
Please contact firstname.lastname@example.org with any questions about the space and movable equipment inventory and/or training.