property control asset forms property control website url:

Property Control Asset FormsProperty Control Asset Forms

Property Control Website URL: Property Control Website URL: http://www.hsc.unt.edu/departments/centralservices/CSForms.cfmhttp://www.hsc.unt.edu/departments/centralservices/CSForms.cfm

Property Control Asset FormsProperty Control Asset FormsProperty Control Asset PoliciesProperty Control Asset Policies

Equipment Transfer NotificationEquipment Transfer Notification ETN’s are required for location and accountability changes for all assets (Inventoried and non-inventoried).ETN’s are required for location and accountability changes for all assets (Inventoried and non-inventoried).

Relinquishing department initiates the ETN.Relinquishing department initiates the ETN.

Requires signatures from the relinquishing department chair and accepting department chair prior to submission Requires signatures from the relinquishing department chair and accepting department chair prior to submission to Property Control.to Property Control.

Location changes forLocation changes for inventoried assetsinventoried assets implemented in EIS Asset Management by the Asset Coordinator does implemented in EIS Asset Management by the Asset Coordinator does not require an Equipment Transfer Notification form.not require an Equipment Transfer Notification form.

Equipment Transfer Notification form should be completed prior to moving the asset.Equipment Transfer Notification form should be completed prior to moving the asset.

Assets must be cleaned and drained of all fluids before being moved to Surplus. Contact the Safety Office for Assets must be cleaned and drained of all fluids before being moved to Surplus. Contact the Safety Office for any disposal issues concerning the asset’s fluids.any disposal issues concerning the asset’s fluids.

Ultra-Low freezers must have the Freon removed before being moved to surplus.Ultra-Low freezers must have the Freon removed before being moved to surplus.

All CPU’s must be cleaned of its data and software by ITS prior to any transfers. ITS reserves the right to retain All CPU’s must be cleaned of its data and software by ITS prior to any transfers. ITS reserves the right to retain or distribute any computer workstation released by the department.or distribute any computer workstation released by the department.

CPU’s transferred to Surplus will not be released for redistribution to the HSC departments without approval CPU’s transferred to Surplus will not be released for redistribution to the HSC departments without approval from ITS.from ITS.

All department records and data must be removed from any drawers or cubby holes in surplus furniture.All department records and data must be removed from any drawers or cubby holes in surplus furniture.

Asset FormsAsset FormsEquipment Transfer NotificationEquipment Transfer Notification

Accountability ChangesAccountability Changes The ETN must be completed by the The ETN must be completed by the

relinquishing department.relinquishing department. Asset InformationAsset Information: Enter all appropriate : Enter all appropriate

information related to the asset(s).information related to the asset(s).– Inventory NumberInventory Number– DescriptionDescription– Serial NumberSerial Number– Current LocationCurrent Location– End User (relinquishing)End User (relinquishing)– New LocationNew Location– End User (New User)End User (New User)

Reason for MoveReason for Move:: Enter the reason for the move.Enter the reason for the move.

ConditionCondition:: Enter the condition of the asset(s).Enter the condition of the asset(s).

Facility Management Requisition Facility Management Requisition NumberNumber::

Enter the Facility Management Enter the Facility Management Requisition number if a work order Requisition number if a work order has been requested. Fax a copy of the has been requested. Fax a copy of the ETN to Facility Management at ext. ETN to Facility Management at ext. 0300.0300.

Accountable DepartmentAccountable Department:: Enter the Dept ID for the accountable Enter the Dept ID for the accountable

department.department.(Continued)(Continued)

(Continued)(Continued)

Equipment Transfer NotificationEquipment Transfer NotificationAccountability ChangesAccountability Changes

Department NameDepartment Name:: Enter department name.Enter department name. Obtain signature from department chair.Obtain signature from department chair.

Notice for Transfer of AccountabilityNotice for Transfer of Accountability From Dept IDFrom Dept ID::

Enter the Dept ID for the relinquishing Enter the Dept ID for the relinquishing accountable department.accountable department.

From Department NameFrom Department Name:: Enter department name.Enter department name. Obtain signature from department chair.Obtain signature from department chair.

To Dept IDTo Dept ID:: Enter the Dept ID accepting Enter the Dept ID accepting

accountability.accountability. To Department NameTo Department Name::

Enter the department name accepting Enter the department name accepting accountability.accountability.

Obtain signature from the department Obtain signature from the department chair accepting accountability.chair accepting accountability.

Submit the original completed ETN to Submit the original completed ETN to Property Control.Property Control.

Equipment Transfer NotificationEquipment Transfer Notification

Location ChangesLocation Changes Asset InformationAsset Information::

Enter all appropriate information related to Enter all appropriate information related to the assets with the the assets with the new location entered in new location entered in the “New Location” columnthe “New Location” column..

Inventory NumberInventory Number DescriptionDescription Serial NumberSerial Number Current LocationCurrent Location New LocationNew Location

Reason for MoveReason for Move:: Enter the reason for the moveEnter the reason for the move..

ConditionCondition:: Enter the condition of the asset(s).Enter the condition of the asset(s).

Facility Management Requisition Facility Management Requisition NumberNumber:: Enter the Facility Management Requisition Enter the Facility Management Requisition

number if a work order has been requested. number if a work order has been requested. Fax a copy of the ETN to Facility Fax a copy of the ETN to Facility ManagementManagement..

Accountable DepartmentAccountable Department:: Enter the Dept ID for the accountable Enter the Dept ID for the accountable

departmentdepartment.. Department NameDepartment Name::

Enter department name.Enter department name. Obtain signature from department chair. Obtain signature from department chair.

Submit the original completed ETN to Submit the original completed ETN to Property ControlProperty Control..


Property Custody ReceiptProperty Custody Receipt A Property Custody Receipt is required to use and store assets off UNTHSC property.A Property Custody Receipt is required to use and store assets off UNTHSC property.

The requestor’s signature acknowledges on the Property Custody Receipt the asset will not be removed from The requestor’s signature acknowledges on the Property Custody Receipt the asset will not be removed from UNTHSC property until all appropriate signatures have been obtained.UNTHSC property until all appropriate signatures have been obtained.

The requestor is under financial liability for the loss or damage as a result from negligence, intentional act or The requestor is under financial liability for the loss or damage as a result from negligence, intentional act or failure to exercise reasonable care to safeguard, maintain, and service the asset.failure to exercise reasonable care to safeguard, maintain, and service the asset.

Any asset removed from UNTHSC property must have a UNTHSC asset tag.Any asset removed from UNTHSC property must have a UNTHSC asset tag.

A Property Custody Receipt is required for any asset under the direction and control of UNTHSC.A Property Custody Receipt is required for any asset under the direction and control of UNTHSC.

Only employees may use and store assets off UNTHSC property.Only employees may use and store assets off UNTHSC property.

Property Custody Receipts do not extend beyond 12 months.Property Custody Receipts do not extend beyond 12 months.

Any changes on an approved Property Custody Receipts requires a new Property Custody Receipt to be Any changes on an approved Property Custody Receipts requires a new Property Custody Receipt to be submitted.submitted.

Assets on approved Property Custody Receipts cannot be transferred to another UNTHSC employee until the Assets on approved Property Custody Receipts cannot be transferred to another UNTHSC employee until the asset has been returned to campus.asset has been returned to campus.

Any exception to the Property Custody Receipt policy requires the approval of the President or his designee.Any exception to the Property Custody Receipt policy requires the approval of the President or his designee.

Asset FormsAsset Forms Property Custody ReceiptProperty Custody Receipt

Department Name with Inventory AccountabilityDepartment Name with Inventory Accountability:: Enter the department name that has Enter the department name that has

accountability for the asset(s).accountability for the asset(s). Department IDDepartment ID::

Enter the department ID that has accountability Enter the department ID that has accountability for the asset(s).for the asset(s).

Date: Enter date form is initiated.Date: Enter date form is initiated. Removal of Said PropertyRemoval of Said Property::

State the purpose for removing the asset(s) from State the purpose for removing the asset(s) from campus.campus.

Proof of InsuranceProof of Insurance:: Enter name of insurance company and attach Enter name of insurance company and attach

copy of policy, if required. (Not required by all copy of policy, if required. (Not required by all divisions.)divisions.)

LocationLocation:: Enter the exact location where the asset(s) will be Enter the exact location where the asset(s) will be

used and/or kept for safekeeping off campus.used and/or kept for safekeeping off campus. Beginning Removal DateBeginning Removal Date::

Enter the date when asset(s) will be removed Enter the date when asset(s) will be removed from campus.from campus.

Return DateReturn Date: : Enter the date asset(s) will be returned to campus Enter the date asset(s) will be returned to campus

or PCR renewed. Must not exceed 12 months.or PCR renewed. Must not exceed 12 months. NameName::

Enter the requestor’s name.Enter the requestor’s name. TitleTitle::

Enter the requestor’s title.Enter the requestor’s title. DepartmentDepartment::

Enter the requestor’s department name.Enter the requestor’s department name.

Property Custody ReceiptProperty Custody Receipt

Requestor’s SignatureRequestor’s Signature:: Obtain the requestor’s signature.Obtain the requestor’s signature.

Date of RequestDate of Request:: Enter the date the requestor has signed the PCR.Enter the date the requestor has signed the PCR.

Asset InformationAsset Information: : Enter the available asset information for all Enter the available asset information for all

assets being removed from campus.assets being removed from campus. Dept. Chair ApprovalDept. Chair Approval::

Signature of department chair to approve for Signature of department chair to approve for administrative approval.administrative approval.

Dept. Chair Approval DateDept. Chair Approval Date: : Enter date of signature of the department chair.Enter date of signature of the department chair.

Submit the PROPERTY CUSTODY RECEIPT Submit the PROPERTY CUSTODY RECEIPT to Property Control for reviewto Property Control for review

The ORIGINAL to Property Control forThe ORIGINAL to Property Control fordistribution and for updating Asset Managementdistribution and for updating Asset Management Asset Manager Signature and DateAsset Manager Signature and Date::

Verifies all appropriate signatures have been Verifies all appropriate signatures have been obtained; not an approval.obtained; not an approval.

DistributionDistribution:: Original with signatures: Property Control Original with signatures: Property Control

Copies: Copies: Asset Coordinator (Department)Asset Coordinator (Department) Campus PoliceCampus Police End UserEnd User


Property Custody ReceiptProperty Custody Receipt


Property Custody Return ReceiptProperty Custody Return Receipt Signature of Designated Authority or Signature of Designated Authority or

Inventory CoordinatorInventory Coordinator: : Signature Signature confirming asset(s) returned to campus.confirming asset(s) returned to campus.

DateDate: : Date asset(s) returned to campus.

*** *** Submit file copy with above Submit file copy with above information to Property Control information to Property Control confirming the asset return to campusconfirming the asset return to campus ******


Property Acquisition NoticeProperty Acquisition Notice A Property Acquisition Notice is produced upon completion of the asset processing. The A Property Acquisition Notice is produced upon completion of the asset processing. The

PAN is used to correct any data associated with the asset.PAN is used to correct any data associated with the asset.

The Property Acquisition Notice is submitted to the Asset Coordinator for any The Property Acquisition Notice is submitted to the Asset Coordinator for any corrections.corrections.

The description and serial number should be reviewed for corrections. Place a line The description and serial number should be reviewed for corrections. Place a line through any incorrect data and write the correct information below the data.through any incorrect data and write the correct information below the data.

The location on the Property Acquisition Notice contains the default location of the The location on the Property Acquisition Notice contains the default location of the individual initiating the purchase order. Place a line through the default location and individual initiating the purchase order. Place a line through the default location and write the location the asset will be used.write the location the asset will be used.

Return the Property Acquisition Notice to Property Control within one week.Return the Property Acquisition Notice to Property Control within one week.

Property Control will make the necessary corrections in the Asset Management system.Property Control will make the necessary corrections in the Asset Management system.

Asset FormsAsset Forms Property Acquisition NoticeProperty Acquisition Notice

A Property Acquisition Notice is A Property Acquisition Notice is distributed after the processing of distributed after the processing of the asset through the EIS Asset the asset through the EIS Asset Management system.Management system.

The PAN is sent to the Inventory The PAN is sent to the Inventory Coordinator to identify where the Coordinator to identify where the location the asset will be used.location the asset will be used.

The location should be crossed out The location should be crossed out and the correct location written on and the correct location written on the form.the form.

Verify the description and serial Verify the description and serial number. Cross out any incorrect number. Cross out any incorrect information. Write the correct information. Write the correct information for any corrections on information for any corrections on the form.the form.

Return the PAN to Property Return the PAN to Property Control within one week to update Control within one week to update the Asset Management system.the Asset Management system.


Missing, Damage, or Stolen Property ReportMissing, Damage, or Stolen Property Report Missing or damaged assets must have a Missing, Damage, or Stolen Property form submitted to Property Missing or damaged assets must have a Missing, Damage, or Stolen Property form submitted to Property

Control. A thorough search should be conducted when an asset can’t be located.Control. A thorough search should be conducted when an asset can’t be located.

Assets determined to be stolen must be reported to the law enforcement agency with jurisdiction in the area of Assets determined to be stolen must be reported to the law enforcement agency with jurisdiction in the area of the incident. A Missing, Damage, or Stolen Property form must be submitted to Property Control within 48 the incident. A Missing, Damage, or Stolen Property form must be submitted to Property Control within 48 hours. The Attorney General is required to be notified within 72 hours for negligence issues.hours. The Attorney General is required to be notified within 72 hours for negligence issues.

Responsible individuals will be required to repay the replacement cost of an asset due to negligence.Responsible individuals will be required to repay the replacement cost of an asset due to negligence.

The Missing, Damage, or Stolen Property form, a statement of the incident by the responsible individual, and The Missing, Damage, or Stolen Property form, a statement of the incident by the responsible individual, and the police report must be submitted to Property Control for assets reported stolen within the appropriate the police report must be submitted to Property Control for assets reported stolen within the appropriate reporting time.reporting time.

Assets determined to be missing during the Annual Inventory must have a Missing, Damage, or Stolen Assets determined to be missing during the Annual Inventory must have a Missing, Damage, or Stolen Property form completed and submitted to Property Control with the signed Annual Inventory report. The Property form completed and submitted to Property Control with the signed Annual Inventory report. The department should continue to locate any asset determined to be missing.department should continue to locate any asset determined to be missing.

Negligence is determined by the Vice President responsible for the department. Property Control will forward Negligence is determined by the Vice President responsible for the department. Property Control will forward all documentation to the appropriate Vice President.all documentation to the appropriate Vice President.

State law requires all negligent issues be reported to the Attorney General. The Attorney General will contact State law requires all negligent issues be reported to the Attorney General. The Attorney General will contact the responsible individual of the required restitution.the responsible individual of the required restitution.

Non-negligent issues will remove the asset from inventory with no restitution required.Non-negligent issues will remove the asset from inventory with no restitution required.


Missing, Damage, or Stolen Property ReportMissing, Damage, or Stolen Property Report Determining if an Asset is MissingDetermining if an Asset is Missing

Initiate a thorough search for the asset.Initiate a thorough search for the asset.

Determine the last time the asset was used.Determine the last time the asset was used.

Ask personnel working in the same area.Ask personnel working in the same area.

Contact other labs, clinics or offices.Contact other labs, clinics or offices.

Coordinate with the departments Asset Coordinator for any documentation relating to moves or transfers Coordinate with the departments Asset Coordinator for any documentation relating to moves or transfers for the missing asset.for the missing asset.

Contact Property Control for any documentation related to the missing asset.Contact Property Control for any documentation related to the missing asset.

Continue the search for the asset until it’s apparent the asset can’t be located.Continue the search for the asset until it’s apparent the asset can’t be located.

Initiate a Missing, Damaged, or Stolen Property Report and submit to Property Control.Initiate a Missing, Damaged, or Stolen Property Report and submit to Property Control.

Property Control will update EIS and SPA with the date the asset is determined to be missing.Property Control will update EIS and SPA with the date the asset is determined to be missing.

Contact Property Control if the asset has been located.Contact Property Control if the asset has been located.

During the Annual Inventory, submit the Missing Reports with the completion of the Annual Inventory During the Annual Inventory, submit the Missing Reports with the completion of the Annual Inventory Report.Report.

Asset Forms Asset Forms Missing, Damaged or Stolen Property ReportMissing, Damaged or Stolen Property Report

Missing/Damaged AssetsMissing/Damaged Assets An asset is determined to be missing when a thorough An asset is determined to be missing when a thorough

search has been conducted and can’t be located.search has been conducted and can’t be located. A missing form should be completed as soon as the A missing form should be completed as soon as the

search is completed to meet the Attorney General Office search is completed to meet the Attorney General Office reporting requirement of 72 hours if negligence is reporting requirement of 72 hours if negligence is determined to be a factor.determined to be a factor.

Name of Agency/InstitutionName of Agency/Institution:: University of North Texas Health Science Center at Fort University of North Texas Health Science Center at Fort

Worth.Worth. Agency NoAgency No.:.:

763763 Place of OccurrencePlace of Occurrence::

Address or Descriptive Location.Address or Descriptive Location. CityCity::

Name of city the loss or damage has occurred.Name of city the loss or damage has occurred. CountyCounty::

Name of county loss or damage has occurred.Name of county loss or damage has occurred. Police Agency NotifiedPolice Agency Notified::

Do not enter a police agency unless the asset has been Do not enter a police agency unless the asset has been determined to be stolen.determined to be stolen.

Police Report NumberPolice Report Number:: Do not enter a police report number unless the asset has been Do not enter a police report number unless the asset has been

determined to be stolen.determined to be stolen. Disposal CodeDisposal Code::

This will be filled in by Property Control.This will be filled in by Property Control. Estimated Value at Date of LossEstimated Value at Date of Loss::

This will be filled in by Property ControlThis will be filled in by Property Control(Continued)(Continued)

Missing, Damaged or Stolen Property Missing, Damaged or Stolen Property ReportReport


Missing/Damaged AssetsMissing/Damaged Assets Serial Number, Purchase Date, and Purchase ValueSerial Number, Purchase Date, and Purchase Value::

Information may be obtained from the department's Asset Information may be obtained from the department's Asset Coordinator or Property Control.Coordinator or Property Control.

State Property Number and Component NumberState Property Number and Component Number:: Contact Property Control for the appropriate state Contact Property Control for the appropriate state

property/tag number for the missing asset.property/tag number for the missing asset.

Description and LocationDescription and Location:: Enter the description of the asset and the last location.Enter the description of the asset and the last location.

Person(s) Responsible for AssetPerson(s) Responsible for Asset:: Enter the department chair’s name and the person’s name if Enter the department chair’s name and the person’s name if

the asset has a Property Custody Receipt issued for the asset.the asset has a Property Custody Receipt issued for the asset.

Report in DetailReport in Detail:: Describe the occurrence of the missing asset and what Describe the occurrence of the missing asset and what

security measures were in place.security measures were in place.

Submit to Property Control.Submit to Property Control.


Stolen AssetsStolen Assets When reasonable cause has been determined an When reasonable cause has been determined an

asset has been stolen, asset has been stolen, the law enforcement agency the law enforcement agency in the area of the incident must be notified in the area of the incident must be notified within 48 hourswithin 48 hours..

Name of Agency/InstitutionName of Agency/Institution:: University of North Texas Health Science Center at University of North Texas Health Science Center at

Fort Worth.Fort Worth. Agency NoAgency No.:.:

763763.. Place of OccurrencePlace of Occurrence::

Address or Descriptive Location.Address or Descriptive Location. CityCity::

Name of city the loss or damage has occurred.Name of city the loss or damage has occurred. CountyCounty::

Name of county loss or damage has occurred.Name of county loss or damage has occurred. Police Agency NotifiedPolice Agency Notified::

Enter the police agency name notified for the theft of Enter the police agency name notified for the theft of the asset. the asset.

Police Report NumberPolice Report Number:: Enter the police report number from the police agency Enter the police report number from the police agency

notified for the theft of the asset.notified for the theft of the asset. Disposal CodeDisposal Code::

This will be filled in by Property Control.This will be filled in by Property Control. Estimated Value at Date of LossEstimated Value at Date of Loss::

This will be filled in by Property Control.This will be filled in by Property Control.(Continued)(Continued)



Stolen AssetsStolen Assets Serial Number, Purchase Date, and Purchase Serial Number, Purchase Date, and Purchase

ValueValue:: Information may be obtained from the department's Information may be obtained from the department's

Asset Coordinator or Property ControlAsset Coordinator or Property Control .. State Property Number and Component State Property Number and Component

NumberNumber:: Contact Property Control for the appropriate state Contact Property Control for the appropriate state

property/tag number for the missing assetproperty/tag number for the missing asset .. Description and LocationDescription and Location::

Enter the description of the asset and the last location Enter the description of the asset and the last location of the assetof the asset

Person(s) Responsible for AssetPerson(s) Responsible for Asset:: Enter the department chair’s name and the person’s Enter the department chair’s name and the person’s

name if the asset has a Property Custody Receipt name if the asset has a Property Custody Receipt issued for the asset.issued for the asset.

Report in DetailReport in Detail:: Describe the occurrence of the missing asset and what Describe the occurrence of the missing asset and what

security measures were in place.security measures were in place.




Stolen AssetsStolen Assets A statement is required to describe the A statement is required to describe the

occurrence of the incident.occurrence of the incident. Submit the completed Missing/Stolen form, Submit the completed Missing/Stolen form,

police report and the incident statement to police report and the incident statement to Property Control.Property Control.

Property Control will contact the accountable Property Control will contact the accountable individual to answer a series of question to individual to answer a series of question to complete Property Control’s investigation.complete Property Control’s investigation.

Property Control will enter the replacement Property Control will enter the replacement cost of the asset.cost of the asset.

All documentation will be forwarded to the All documentation will be forwarded to the appropriate vice-president to determine if appropriate vice-president to determine if negligence was a factor.negligence was a factor.

The state requires all negligence issues to be The state requires all negligence issues to be reported to the Attorney General Office. The reported to the Attorney General Office. The AG will issue a demand from the responsible AG will issue a demand from the responsible individual for repayment for the stolen asset.individual for repayment for the stolen asset.

Non-negligent issues will remove the asset Non-negligent issues will remove the asset from inventory.from inventory.


Request for Authority to Remove Equipment or Property from InventoryRequest for Authority to Remove Equipment or Property from Inventory (Cannibalizations Only)(Cannibalizations Only) The department may determine if an asset may be used for parts to use on other assets.The department may determine if an asset may be used for parts to use on other assets.

The Request for Authority to Remove Equipment or Property from Inventory form must The Request for Authority to Remove Equipment or Property from Inventory form must be completed and approved by the Department Chair prior to the removal of any parts.be completed and approved by the Department Chair prior to the removal of any parts.

Identify any related assets or parts on the form.Identify any related assets or parts on the form.

Do not throw any assets or parts in the trash or attempt salvage of an asset. Transfer any Do not throw any assets or parts in the trash or attempt salvage of an asset. Transfer any remaining asset or parts to Surplus.remaining asset or parts to Surplus.

Property Control will determine the appropriate method of disposal of all assets.Property Control will determine the appropriate method of disposal of all assets.

Transfer all remaining parts to Surplus.Transfer all remaining parts to Surplus.

Submit the approved Request for Authority to Remove Equipment or Property from Submit the approved Request for Authority to Remove Equipment or Property from Inventory form to Property Control.Inventory form to Property Control.

An Equipment Transfer Notification form is required for the transfer of remaining parts.An Equipment Transfer Notification form is required for the transfer of remaining parts.

Asset FormsAsset Forms Request for Authority to Remove Request for Authority to Remove

Equipment or Property from InventoryEquipment or Property from Inventory

DepartmentDepartment:: Enter the department’s name accountable for the Enter the department’s name accountable for the

asset.asset. Department IDDepartment ID::

Enter the department’s accountability Department ID.Enter the department’s accountability Department ID. Asset NumberAsset Number::

Enter the asset number on the tag of the asset.Enter the asset number on the tag of the asset. DescriptionDescription::

Enter the description for the asset.Enter the description for the asset. Serial NumberSerial Number::

Enter the serial number for the asset.Enter the serial number for the asset. Inventory ValueInventory Value::

Enter the historical value for the asset.Enter the historical value for the asset. Other Related AssetsOther Related Assets::

Enter any other assets being disposed related to the Enter any other assets being disposed related to the asset disposal request.asset disposal request.

Type of DisposalType of Disposal:: Select the type of disposal for the asset.Select the type of disposal for the asset.

Value of Dismantled PartsValue of Dismantled Parts:: Enter an estimated value of parts removed from the Enter an estimated value of parts removed from the

asset for use with another asset.asset for use with another asset. Requesting Personnel SignatureRequesting Personnel Signature::

Obtain the signature from the person requesting the Obtain the signature from the person requesting the disposal.disposal.

Department Head SignatureDepartment Head Signature:: Obtain the signature of the department head Obtain the signature of the department head

accountable for the asset before submitting to accountable for the asset before submitting to Property Control.Property Control.

Submit the original form to Property ControlSubmit the original form to Property Control..


Asset Coordinator AssignmentAsset Coordinator Assignment Asset Coordinators are assigned at the beginning of the new fiscal year. Asset Coordinators are assigned at the beginning of the new fiscal year.

(September)(September)

A form is required for each Asset Custodian Dept ID.A form is required for each Asset Custodian Dept ID.

Provides a point of contact for Property Control for department asset issues Provides a point of contact for Property Control for department asset issues pertaining to additions, deletions, adjustments, location changes, accountability pertaining to additions, deletions, adjustments, location changes, accountability changes, Property Custody Receipts, cannibalizations, and conducting the changes, Property Custody Receipts, cannibalizations, and conducting the annual inventory.annual inventory.

Training will be provided to assigned individuals.Training will be provided to assigned individuals.

The Asset Coordinator Assignment form should be submitted during the month The Asset Coordinator Assignment form should be submitted during the month of September.of September.

A new form is required if a coordinator change is done during the fiscal year.A new form is required if a coordinator change is done during the fiscal year.

Asset FormsAsset Forms Asset Coordinator Asset Coordinator

AssignmentAssignment

An individual must be assigned as An individual must be assigned as Property Control’s point of contact in Property Control’s point of contact in the department for asset issues the department for asset issues concerning additions, deletions, concerning additions, deletions, location changes, accountability location changes, accountability changes, cannibalizations and changes, cannibalizations and conducting the annual inventory.conducting the annual inventory.

Department NameDepartment Name:: The department name accountable for The department name accountable for

the asset.the asset. Department IDDepartment ID::

The Dept ID number accountable for the The Dept ID number accountable for the asset.asset.

Asset CoordinatorAsset Coordinator:: The individual assigned to be the Asset The individual assigned to be the Asset

Coordinator.Coordinator. ExtensionExtension::

The extension number for the assigned The extension number for the assigned individual can be contacted.individual can be contacted.

RoomRoom:: The Building and Room number the The Building and Room number the

individual is located.individual is located. Obtain the Department Chair signature fObtain the Department Chair signature f Enter the date of the signature.Enter the date of the signature. Submit to Property Control.Submit to Property Control.

Each department chair must assign an individual to perform the duties as asset coordinator. The Asset Coordinator will be Property Control’s point of contact for all matters concerning asset control. Asset Coordinators will be contacted on matters concerning:

Asset Transfers New Assets Property Custody Receipts Cannibalizations Annual Physical Inventory Spot Check Inventory The request for assigning asset coordinators will begin in September for the upcoming fiscal year. This form will need to be completed if a coordinator change is occurring during the fiscal year. An asset coordinator assignment form must be completed for each Department ID under the department chairs accountability. Refer to Property Control’s coordinator listing for Department ID’s. Department Name

Department ID

Asset Coordinator Extension Room

Department Chair Signature

Date Send this completed form to Property Control.

property control asset forms property control website url:

Documents

department records

relinquishing department

inventoried assets

eis asset management

assets fluids

asset coordinator

appropriate information

original completed etn