Inventory Control - Frequently Asked Questions
An ICN tag (Inventory Control Number) is a unique identifier affixed to a WKU (state) owned asset for both tracking and insurance purposes.
Assets that have an original cost of $2,000 or more and all computers are tagged with Inventory Control Numbers.
For every asset, Inventory Control needs to gather several pieces of information in order to create a detailed record in Banner. Primarily, we will need to know the PO#, Ship to Code, Unit Price, Make, Model, Manufacturer, Serial#, Location, and Equipment Manager.
The Make is essentially the name of the asset, whereas the Model is the year or type of the asset. For example, a Dell OptiPlex 9020 computer would be entered as: Make: Dell OptiPlex, Model: 9020.
Please refer to the Inventory Tagging Guide for a breakdown of what should or should not be tagged.
If you are concerned that an asset has not been tagged but should have been, please email Inventory Control and we will investigate.
To initiate a transfer, please download and fill out the “Inventory Transfer Form” which can be found on Forms - Inventory Control. To complete the transfer, please email the completed document to firstname.lastname@example.org and cc the receiving party. This process will change as the Inventory Web App progresses.
If your department purchases an asset using grant funds, the asset will be flagged in Banner as a grant purchase. Inventory Control will affix a specialized ICN tag to the asset to indicate that it was purchased with a grant. Specialized Grant ICN tags have the phrase “Property of WKU Federal Grant” printed above the ICN on the tag. Other than the specialized tag and indicator in Banner, grant assets are inventoried the same as non-grant assets.
Any asset that has an original price of $2,000 or more and all computers need to be tagged by inventory control, regardless of acquisition method.
There may be several versions of ICN tags on assets depending on the age of the asset.
If you can’t find an ICN you are looking for using the Web App, please consider utilizing the Banner ICN lookup feature here.
WKU has an arrangement with DELL to tag certain computer models before they are shipped to WKU. Currently OptiPlex and Latitude models are automatically tagged by Dell. If you receive a Dell computer without a tag please email Inventory Control.
Before surplussing a grant purchased asset, it is important to check with Grant Accounting to make sure that the asset is allowed to be surplussed. As long as Grant Accounting gives the 'OK' to dispose of an asset, the surplus procedures would be the same as for any other asset.