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California State University, Long BeachCalifornia State University, Long Beach

PMO Physical Inventory

The Property Management Office (PMO) will conduct an independent physical inventory of assets for each campus department to ensure the safeguarding and accurate accounting of the acquisition, maintenance, control and disposition of assets.  The PMO physical inventory schedule will be based on a three-year cycle. 

At the beginning of a Fiscal Year, the PMO will contact the appropriate administrator (cc: Department record keeper), for departments identified for the physical inventory for that specific fiscal year, to determine the specific timeframe to conduct the physical inventory.

Campus departments will be notified prior to the PMO conducting the physical inventory. The PMO will forward an email notification to the appropriate administrator (cc: department record keeper). The notification will include the listing of inventory and the scheduled timeframe of the physical inventory. The PMO will coordinate the physical inventory with the department record keeper.

All inventoried items will be inventoried by the PMO, including inventory that is loaned, as follows:

Type of Loan Physical Inventory Requirement
Department Shared

PMO to physically view item, or

PMO to view Department Property Check-Out log and borrower to certify the item is in their possession and in good working condition by signing-off on the Physical Inventory Certification form.   Department Record Keeper to sign-off on the Physical Inventory Certification form, to confirm the item has been loaned to the borrower and that the Department Property Check-Out log has been approved.
Off-Campus

PMO to physically view item, or

PMO to view Off-Campus Loan form and borrower to certify the item is in their possession and in good working condition by signing-off on the Physical Inventory Certification form.   Department Record Keeper to sign-off on the Physical Inventory Certification form, to confirm the item has been loaned to the borrower and that the Off-Campus Loan form has been approved.
On-Campus PMO to physically view item.   

Upon completion of the physical inventory, the PMO will forward a preliminary inventory report to the department record keeper identifying any discrepancies.  Any assets on the inventory listing which are not found by the PMO or any assets found by the PMO but not currently on the inventory listing will require submittal of the appropriate documentation as defined in the PMO procedures.  Upon resolution of the discrepancies, the PMO will forward a final inventory report to the department record keeper and the Appropriate Administrator.  A physical inventory summary report will be provided to the AVP of Finance.


Please contact the Property Management Office at 562 /985-4889 or property@csulb.edu if you have any questions.