- Accountable Officer Change Form
- Computer Deactivation Form
- Property Accountability Form (Surplus > 5000)
- Property Accountability Form (Surplus < 5000)
- Property Transfer Form
- Request to Remove Property from Campus and Annual Inventory Certification
See below for information pertaining to each form.
The Prop-4 Form (Accountable Officer's Change Form) should be filed when there is a change in department head, principle investigator, or a Department's assignment of accountability. When there is a large physical location move involving a change in Accountable Officer, notify the Property Management Department to perform a physical inventory to assist in relieving the outgoing officer and in making the transition of accountability to the new accountable officer.
The Prop-1 Form (Accountability Form >5000) is a form set up to perform several separate types of property disposition: Stolen, Unaccounted For, Worn-out or Broken, Not needed, Request to Cannibalize, Trade-in, and Other - i.e. donations, grant transfers. You will note in some categories, the form requests a police report or memo of explanation must be submitted with the Form. This form is to be used with all assets with an original cost of $5000 or greater. These items will have a red barcode attached to them..
The Prop-5 Form (Accountability Form <5000) is a form set up to perform several separate types of property disposition: Stolen, Unaccounted For, Worn-out or Broken, Not needed, Request to Cannibalize, Trade-in, and Other - i.e. donations, grant transfers. You will note in some categories, the form requests a police report or memo of explanation must be submitted with the Form. This form is to be used on all items with an original cost of less than $5000. Examples of these items would be most computers, monitors, printers, etc.
If computer equipment with memory is being surplused, a Computer Deactivation Certification must also be submitted prior to the equipment being picked-up.
Property Transfer Form - This form should be used when property is moved from one location to another.
The Prop-2 Form (Transfer Form) needs to be filed when the Department of Accountability and/or Accountable Officer is/are being changed. This form will not be processed unless the item has a current inventory date. If an item is simply being moved from one location to another, a transfer can be completed by submitting the form or by a verbal request to the Property Department to change the property record. If a whole department, office or unit is moving, the Property Department will be glad to perform a physical inventory at the new location to alleviate the filing of the Prop-2 Form.
The Prop-3 Form (Property Removal Form) needs to completed by the requester when equipment is being removed from campus for the purposes of performing University business off site. The form acknowledges that the specific equipment is not available for the State mandated annual inventory and and also provides the approval for authorizing the requester to be removing and to be in possession of University property off campus. The Prop-3 Form has to be either renewed or re-certified periodically. When an equipment item is returned, the Property Department must be notified so the item can be inventoried and the form can be deactivated. It is recommended filling out the form with an "indefinite" ending date. If the indefinite time frame is requested, a new "E-Mail" process will automatically request your annual certification; otherwise a new form will need to be filled out on or before the expiration date of the original form.
All forms must be emailed to email@example.com
If you have questions relating to Property Management, please contact the Office at 297-3767, or e-mail firstname.lastname@example.org