REMOVAL OF EQUIPMENT CAPITAL CONTROLLED EQUIPMENT Process Change

REMOVAL OF EQUIPMENT CAPITAL & CONTROLLED EQUIPMENT Process Change Effective 9 -1 -2015 FAR Meeting – August 26, 2015

V EACH DEPARTMENT/DIVISION HEAD IS RESPONSIBLE FOR ALL PROPERTY ACQUIRED (THROUGH PURCHASE, TRANSFER, OR GIFT) THAT IS ASSIGNED TO HIS OR HER ADMINISTRATIVE UNIT V GENERALLY, THE DEPARTMENT/DIVISION HEAD IS ALSO THEPROPERTY CUSTODIAN V 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…

V UTSA PROPERTY/EQUIPMENT MAY BE REMOVED FROM THE CAMPUS (AND OTHER UTSA FACILITIES) BY EMPLOYEES TOCONDUCT OFFICIAL UTSA BUSINESS WHILE OFF-CAMPUS. V PERMISSION MUST BE REQUESTED AND GRANTED, PRIOR TO REMOVING ANY UTSAOWNED PROPERTY/EQUIPMENT FROM CAMPUS V UTSA USES THEREMOVAL OF EQUIPMENT (ROE) FORM TO REQUEST AND DOCUMENT APPROVAL TO REMOVE EQUIPMENT FROM CAMPUS V PERMISSION IS VALID FOR 12 MONTHS, OR UNTILTHE EQUIPMENT IS RETURNED (WHICH EVER PERIOD IS LESS) Can UTSA equipment be removed from campus…

V FINAL DISPOSITION ON THE REMOVAL OF EQUIPMENT (ROE) REQUEST FORM HAS CHANGED: Ø UPON APPROVAL, ORIGINAL ROE FORMS WILL BE SUBMITTED TO ICP’S Ø ICP’S WILL RETAIN ALL ORIGNAL ROE FORMS Ø ROE FORMS NO LONGER NEED TO BE SENT TO THE INVENTORY DEPARTMENT What has changed…

V INVENTORY CONTACT PERSON (ICP): Ø RETAINS THE ORIGINAL, APPROVEDREMOVAL OF EQUIPMENT (ROE) FORM Ø UPDATES THE EQUIPMENT’S TEMPORARY, OFF-CAMPUS LOCATION INPEOPLESOFT Ø DOCUMENTS THE EQUIPMENT’S RETURN TO CAMPUS Ø OVERSEES THE ANNUAL RENEWAL FOR LONG-TERM REMOVALS (I. E. LAPTOPS) O REMOVAL OF EQUIPMENT APPROVALS ARE ONLY VALID FOR 12 MONTHS What has changed…

ROE Form - ICP Section added…

ROE Form - Return receipt section updated…

v REQUIRED SIGNATURES HAVE CHANGED: ØEMPLOYEE REQUESTING TO REMOVE THE EQUIPMENT ØEMPLOYEE’S SUPERVISOR ØPROPERTY CUSTODIAN (TYPICALLY A DEPT. CHAIR) ØVP SIGNATURE IS NO LONGER REQUIRED o 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…

V 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 V ICP’S ARE ALSO RESPONSIBLE FOR PHYSICALLY SCANNING PROPERTY/EQUIPMENT DURING THE ANNUAL PHYSICAL INVENTORY V PROVIDING ICP’S WITH THE ORIGINAL, APPROVED REMOVAL OF EQUIPMENT FORMS (ROE’S) WILL HELP ENSURE THEICP’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…

V ICP’S ARE AN EXCELLENT RESOURCE FOR QUESTIONS RELATING TO YOURDEPARTMENT’S PROPERTY/EQUIPMENT Ø ICP’S ARE VERY KNOWLEDGEABLE AND RECEIVE ANNUAL TRAINING FOR THIS ROLE Ø ICP’S WORK CLOSELY WITH UTSA’S INVENTORY DEPARTMENT THROUGHOUT THE YEAR V UTSA’S INVENTORY DEPARTMENT STAFF ARE AN EXCELLENT RESOURCE WHEN YOU HAVE QUESTIONS, OR NEED ASSISTANCE Ø INVENTORY’S WEBSITE IS ANOTHER GREAT OPERATIONAL RESOURCE: HTTP: //UTSA. EDU/INVENTORY/ Who to contact with questions…