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12.10 Alternative Property Schedules

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PURPOSE:

To provide direction to university departments in performing a physical inventory of Capital equipment for which they are responsible.

AUTHORITY:  

Powers and duties of the University President, ABOR Policy 3-801 and 3-802

Authority below applies ONLY to Federal Property (acquisition dollars or title):

  • Government Property, 48 C.F.R. § 45
  • Government Property, 48 C.F.R. § 52.245-1
  • Government Property, 48 C.F.R. § 245
  • Government Property, 48 C.F.R. § 1852.245
  • Uniform Guidance, 2 C.F.R. § 200

POLICY:  Departments can request alternative property inventory schedules by room and sub-areas. Departments with capital equipment in widespread and scattered locations or with multiple areas of responsibility will find property inventory schedules by sub-area very useful for the completion of the inventory.

PROCEDURE

I. INVENTORY PROPERTY SCHEDULES BY ROOM

RESPONSIBILITY

    ACTION

DEPARTMENT
  1. Contact Property Management and request the inventory property listing by room number.
     

PROPERTY MANAGEMENT
  1. Prepare the listing by room number and forward to the requesting department.

II. INVENTORY PROPERTY SCHEDULES BY DEPARTMENTAL SUB-AREA.:

RESPONSIBILITY

  ACTION

DEPARTMENT
  1. Request a standard property schedule listing from Property Management. 

PROPERTY MANAGEMENT
 
  1. Produce the listing and forward to the requesting department.

DEPARTMENT
  1. Identify those units into which the department will be subdivided. Contact the Property Management and request that each sub-departmental unit be assigned a two digit identification number. 

PROPERTY MANAGEMENT
  1. Will assign a sub-departmental unit number to each unit identified by the department request, and notify the department of the numbers assigned. 

DEPARTMENT
  1. Enter the appropriate sub-departmental number in the INV UNIT field for each item on the list or, return the list to Property Management with the appropriate sub-departmental number indicated next to each item so the records can be updated by the Property Management. 

PROPERTY MANAGEMENT
  1. Will enter sub-departmental numbers into Capital Asset Module (CAM) if the department returned the listed so noted.
  2. Will produce and distribute a sub-departmental property inventory schedule to the department for use in the next biennial inventory.