Property FAQ
- What do I do if I can't find a piece of property?
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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
- complete a Missing, Damaged or Stolen Property Report within 24 hours of initial report
- complete a Missing, Damaged or Stolen Property Report within 24 hours of initial report
- missing property will remaing 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
Computers
- Director of ITS
- Audit Services
- Vice president of the division if negligence
- What if I need to move inventoried property?
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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 manager 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, a Property Transfer Form must be completed.
If the property is being moved to a different department, including Surplus, a Property Transfer Form must be completed.
- What should I do if the Equipment Manager (Dept Head) or Custodian listed for equipment changes?
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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 or 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 Department Head" must be completed.
If the Custodian changes, a complete inventory of property assigned to the custodian must be completed within 30 days of the change. A "Termination/Transfer Certification of Property Inventory" must be completed showing the new 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.
- How do I know if I am listed as a Custodian?
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You can confirm your status as a 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 must be completed.
- 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?
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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 determined if employee negligence is involved in a loss?
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- The Property Manager will investigate when reasonable cause exists in any loss;
- If negligence is confirmed, notification will be made to:
- SFA Audit Services
- State Attorney General
- Vice President for the division
- Vice Presidence for Finance and Administration
- Director of Procurement & Property Services
- While the loss is pending with the AG's Office, 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;
- The Attorney General's Office may accept the action taken in the above step and close the case, or investigate and make a final determination of negligence - which may be greater or less than that determined by SFA;
- If the negligent employee(s) do not provide a replacement or reimbursement to the university, or if the State Attorney General determines a greater negligence, the State Attorney General will make a written demand for reimbursement to the State.