Transcript Removal of Equipment -- Changes in Process

REMOVAL OF EQUIPMENT
CAPITAL & CONTROLLED EQUIPMENT
Process Change Effective 9-1-2015
FAR Meeting – August 26, 2015
 EACH DEPARTMENT/DIVISION HEAD IS RESPONSIBLE FOR ALL PROPERTY ACQUIRED
(THROUGH PURCHASE, TRANSFER, OR GIFT) THAT IS ASSIGNED TO HIS OR HER
ADMINISTRATIVE UNIT
 GENERALLY, THE DEPARTMENT/DIVISION HEAD IS ALSO THE PROPERTY CUSTODIAN
 PROPERTY CUSTODIANS APPOINT AN INVENTORY CONTACT PERSON (ICP) TO ASSIST
WITH THE MANAGEMENT OF THE DEPARTMENT / UNIT’S INVENTORY OF EQUIPMENT
Who is responsible for equipment in my
Department…
 UTSA PROPERTY/EQUIPMENT MAY BE REMOVED FROM THE CAMPUS (AND OTHER
UTSA FACILITIES) BY EMPLOYEES TO CONDUCT OFFICIAL UTSA BUSINESS WHILE
OFF-CAMPUS.
 PERMISSION MUST BE REQUESTED AND GRANTED, PRIOR TO REMOVING ANY UTSAOWNED PROPERTY/EQUIPMENT FROM CAMPUS
 UTSA USES THE REMOVAL OF EQUIPMENT (ROE) FORM TO REQUEST AND
DOCUMENT APPROVAL TO REMOVE EQUIPMENT FROM CAMPUS
 PERMISSION IS VALID FOR 12 MONTHS, OR UNTIL THE EQUIPMENT IS RETURNED
(WHICH EVER PERIOD IS LESS)
Can UTSA equipment be removed from
campus…
 FINAL DISPOSITION ON THE REMOVAL OF EQUIPMENT (ROE) REQUEST FORM
HAS CHANGED:
 UPON APPROVAL, ORIGINAL ROE FORMS WILL BE SUBMITTED TO ICP’S
 ICP’S WILL RETAIN ALL ORIGNAL ROE FORMS
 ROE FORMS NO LONGER NEED TO BE SENT TO THE INVENTORY
DEPARTMENT
What has changed…
 INVENTORY CONTACT PERSON (ICP):
 RETAINS THE ORIGINAL, APPROVED REMOVAL OF EQUIPMENT (ROE) FORM
 UPDATES THE EQUIPMENT’S TEMPORARY, OFF-CAMPUS LOCATION IN PEOPLESOFT
 DOCUMENTS THE EQUIPMENT’S RETURN TO CAMPUS
 OVERSEES THE ANNUAL RENEWAL FOR LONG-TERM REMOVALS (I.E. LAPTOPS)
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REMOVAL OF EQUIPMENT APPROVALS ARE ONLY VALID FOR 12 MONTHS
What has changed…
ROE Form - ICP Section added…
ROE Form - Return receipt section updated…
 REQUIRED SIGNATURES HAVE CHANGED:
EMPLOYEE REQUESTING TO REMOVE THE EQUIPMENT
EMPLOYEE’S SUPERVISOR
PROPERTY CUSTODIAN (TYPICALLY A DEPT. CHAIR)
VP SIGNATURE IS NO LONGER REQUIRED
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DEAN’S AND VP’S CAN CERTAINLY HAVE AN INTERNAL APPROVAL PROCESS, BUT THEIR
SIGNATURE IS NO LONGER A CAMPUS-WIDE STANDARD
What has changed…
ROE Form - SIGNATURE BLOCKS UPDATED…
 ICP’S ARE RESPONSIBLE FOR DOCUMENTING PROPERTY/EQUIPMENT TRANSFERS,
EQUIPMENT REMOVALS, EQUIPMENT DISPOSAL, AND REPORTING EQUIPMENT THAT IS
MISSING, STOLEN, OR DAMAGED THROUGHOUT THE YEAR
 ICP’S ARE ALSO RESPONSIBLE FOR PHYSICALLY SCANNING PROPERTY/EQUIPMENT
DURING THE ANNUAL PHYSICAL INVENTORY
 PROVIDING ICP’S WITH THE ORIGINAL, APPROVED REMOVAL OF EQUIPMENT FORMS
(ROE’S) WILL HELP ENSURE THE ICP’S ARE INFORMED WHEN EQUIPMENT IS REMOVED
FROM CAMPUS, WHERE IT IS LOCATED, AND WHO TO CONTACT FOR SCANNING DURING
THE ANNUAL PHYSICAL INVENTORY
Why was the change made…
 ICP’S ARE AN EXCELLENT RESOURCE FOR QUESTIONS RELATING TO YOUR DEPARTMENT’S
PROPERTY/EQUIPMENT
 ICP’S ARE VERY KNOWLEDGEABLE AND RECEIVE ANNUAL TRAINING FOR THIS ROLE
 ICP’S WORK CLOSELY WITH UTSA’S INVENTORY DEPARTMENT THROUGHOUT THE
YEAR
 UTSA’S INVENTORY DEPARTMENT STAFF ARE AN EXCELLENT RESOURCE WHEN YOU HAVE
QUESTIONS, OR NEED ASSISTANCE
 INVENTORY’S WEBSITE IS ANOTHER GREAT OPERATIONAL RESOURCE:
HTTP://UTSA.EDU/INVENTORY/
Who to contact with questions…