Transfer must be approved by Assets Coordinator prior to physical transfer.
Transfer must be signed by both parties (Sending & Receiving department) before physical transfer occurs.
Please provide actual PV Asset number and/or serial number, description of asset.
After both parties have signed then the Assets Coordinator signs to complete transfer and transfer records in FAMIS.
Property Destruction Form
Destruction must be approved by Assets Coordinator prior to physical destruction.
List each item for destruction by asset number, description, make/model, serial number method of disposal and disposal date.
Print name of person performing destruction and witness. Both parties must sign form to complete.
Submit form to Assets Coordinator for removal of records in FAMIS.
Notice of Repair Form
List each asset by asset number, serial number and description.
List the name, address and telephone of vendor performing repairs.
List expected date of return from vender.
List reasons for repairs and note of problems associated with the asset.
Form Must be signed by Department Head/APO.
Donation Form
Specify the type of donation:
Gift, Developmental, Research or Other
If other, explain donation in detail.
List Name, Address and Telephone Number of donor.
Description, make/model, serial number, acquired date and Asset value.
DONOR IS RESPONSIBLE FOR SUPPLYING MARKET VALUE.
Department Head/APO and Asset Coordinator must sign form.
Cancellation of Missing and stolen Form
List items that have been recovered, located or reported as missing/stolen and later found.
List asset number, description and serial number and new/current location.
Department Head must sign and print name on form.
Records will be updated in FAMIS.
Asset Information Form
Every line needs to be filled out and submitted to the Assets Coordinator.
Attach a copy of receipt/invoice for complete description of asset.
Submit a copy to the Procard specialist for reconciliation.
Custody Card
Items needed for the Custody Card:
Description, Date, Serial Number, Restrictions, Inventory Number, Due Date
Form must be signed by APO (Lender)
Form must be signed by APO (Recipient)
Form must be signed by Assets Coordinator
Copy must remain with Asset
Copy must remain with Department
Copy must remain with Assets Coordinator
Custody Card must be filled out for every item that is not physically stored or maintained in your department.
If equipment is loaned to anyone in or out of your department and it results in your equipment leaving your department or physical location a custody card should accompany that equipment.
Custody Card should have a DUE DATE not to exceed the end of any physical year.
If equipment is loaned to Faculty, or Staff to complete assigned duties for a permitted time, a custody card should be completed.
To loan equipment to other departments or groups for any period of time requires a custody card.
You are out of compliance with University procedures if a custody card is not used in any of these instances.
