Stephen F. Austin State University

Frequently Asked Questions

Property FAQ

What do I do if I can't find a piece of property?

You need to determine if the property is missing or stolen and make the property notifications:

Missing Property Stolen Property
  • must be reported to the property manager immediately
  • must be reported to the property manager immediately
  • must be reported to UPD

  • missing property will remain on the department's property inventory for 2 years during which time searching for the property should continue
  • stolen property will be deleted immediately and can be added back to property records, should it be recovered

Additional Reporting by the Property Manager

Without Negligence:

  • Director of Procurement
  • VP for Finance &Administration
  • Equipment Manager and Property Custodian

With Negligence:

  • Director of Procurement
  • VP of Finance & Administration
  • Division VP
  • Audit Services
  • Equipment Manager, Property Custodian, and any other employee deemed negligent

Missing Computers, regardless of negligence

  • Director of ITS

Without Negligence:

  • Director of Procurement
  • VP for Finance & Administration

With Negligence:

  • Director of Procurement
  • VP for Finance & Administration
  • Division VP
  • Audit Services
  • Equipment Manager,Property Custodian, and any other employee deemed negligent

Stolen Computers, regardless of Negligence:

  • Director of ITS

What if I need to move inventoried property?

First - you need to know if your department has multiple inventories; i.e., main department inventory and separate inventories for grants, or unique projects.

If the property you need to move is within the same property inventory list, email the Property Office with the new location, and they will update the property records.

If the property you need to move is within the department, but on different property lists, or to a different department a Property Transfer Form must be completed.

If the property is being transferred to Surplus, a Property Transfer Form must be completed. A separate form must completed for data processing equipment.

What should I do if the Equipment Manager (Dept Head) or Property Custodian listed for equipment changes?

If the Equipment Manager (Department Head) changes, a complete inventory of the department's property must be completed within 30 days prior to the last day of service of the out-going department head, AND within the first 30 days of service of the new department head. A Certification of Physical Inventory with a Change in Equipment Manager form must be completed.

If the Property Custodian changes, a complete inventory of property assigned to the property custodian must be completed within 30 days of the change. A Property Custodian Termination/Transfer form must be completed showing the new property custodian to whom the property is assigned.

Why do I have equipment and property with a tag, but the tag number is not listed on my inventory sheet?
The value of property to be tracked has changed over the years, so many older pieces of equipment/property were tagged for tracking 10-20 years ago, but are currently not required to be tracked.
What do I do with the property tag if I have equipment that a vendor is going to replace?
Contact the property manager and remove the property tag if possible. When the replacement property is received, contact the property manager who will prepare a duplicate tag and send someone over to re-tag the property.
What do I do if the property tag is missing from my equipment?
Notify the Property Manager (ext. 4618) immediately. She can prepare a duplicate tag and send a student over to re-tag the equipment.
What if I travel a lot and need to take my laptop off campus frequently?
You must complete a Removal of Property From Campus Request and indicate the beginning and end of the fiscal year as the Removed and Returned dates. This form must be filled out at the beginning of each fiscal year.
How do I know if I am listed as a Property Custodian?

You can confirm your status as a Property Custodian in 1 of 2 ways:

  • look up in WebFOCUS report ffr0007_property_ownership
  • contact the property manager, ext. 4618
Can I take property to my house for work related use?
Property may be taken off-campus only for official business of the University or another State Agency. A Removal of Property from Campus Request form must be completed. A new form must be re-submitted at the beginning of each fiscal year.
Can I throw away old equipment that doesn't work?
University property may not be thrown away, cannibalized or disposed of in any manner without the prior authorization of the Property Manager.
What does it mean that I am financially responsible for property?

Any employee with specific responsibility for property may be held financially responsible if negligence is determined. Financial responsibility may apply to more than one person given the circumstances of each instance of loss. Negligence is defined as:

  • failure to exercise reasonable care and safekeeping of university property, resulting in its disappearance of theft;
  • failure to exercise reasonable care to maintain and service property, resulting in deterioration of the property;
  • evidence that property has been damaged or destroyed as a result of an intentional wrongful act or a negligent act.
Who determines if employee negligence is involved in a loss?
  • The Property Office will investigate each item reported missing or stolen, and make the determination.
  • If negligence is confirmed, notification will be made to:
    • SFA Audit Services
    • Vice President for the division
    • Vice Presidence for Finance and Administration
    • Director of Procurement & Property Services
    • Equipment Manager, Property Custodian, and any other employee deemed negligent
    • Director of ITS for all computers, regardless of negligence
  • SFA will determine the value of the property and give the negligent employee(s) an opportunity to provide a replacement or reimbursement to the university