Asset Management Overview of Asset Management function and procedures Removal or transfer of assets Contact information for Asset Management staff

Function & Procedures Asset Management’s primary function is to track items purchased with University funds by tagging items and keeping an accurate inventory. Asset Management personnel will generally contact each department as soon as checks are cut at the end of the month so that the assets that need tagging are on campus and are available. An asset employee will make appointments with secretaries or other office personnel within the department to tag asset items such as computers, printers, laptops, iPads, musical instruments, medical equipment, etc. Assets costing over $5,000 are tagged and capitalized for general ledger purposes. These items will be verified annually by Asset Management staff; therefore, it is imperative that you know the location of these item at all times.

How to Dispose or Transfer an Asset An EchoSign must be created by the department when they deem an item as non-working, broken, unusable, or unnecessary. No items can be moved, removed, or transferred to another department without completing an EchoSign form. An EchoSign form can be found on the Asset Management page of the Troy employees website. Select the appropriate form based on your campus location.

Finding the EchoSign page from the TROY main page Click on employees

On the employees page click Finance and Business Affairs

Click on Asset Management Select Asset Management from the Finance and Business Affairs Department Listing Click on Asset Management

Click on one of the Asset Pick up/deliver Request The forms are located at the bottom of the Asset Management web page or can be accessed by clicking the links below. Troy Campus Asset Pick Up/Deliver Request Montgomery Campus Asset Pick Up/Deliver Request Dothan Campus Asset Pick Up/Deliver Request Phenix City Campus Asset Pick Up/Deliver Request Global Campus Asset Pick Up/Deliver Request Click on one of the Asset Pick up/deliver Request

Start here – choose turn in or transfer Echosign Form Start here – choose turn in or transfer All fields that contain red asterisks * are required for the request to be completed. Date that assets must be picked up or moved by This will be your electronic signature

Fully completed Echosign form Once you click the blue button, the form is automatically routed to asset management

Once Asset Management approves and signs the EchoSign form, it is automatically routed to the Physical Plant for their signature. Once they have approved it, the request will be added to their schedule. For questions regarding the completion schedule, please contact the Physical Plant.

Surplus Warehouse (Troy Campus) Once items are picked up from departments on campus they are taken to the surplus warehouse located in the ELC building on South Brundidge St. They are then available for other departments to pick out for use in their offices. This allows for departments with limited budgets to get recycled items. The warehouse is open by appointment only. An appointment can be made by calling the Asset Management office at Extension -15759 or by emailing asset@troy.edu.

Once a department chooses an asset(s) at the warehouse a department representative must complete an EchoSign for the items to be moved back on campus to that department. The same EchoSign form is used, however the assets would be transferred from the warehouse to that departmental building and room.

Asset Management Staff Troy/Phenix City/Global Campus: Kim Montgomery April Johnson, Director Jessica Hasson (main contact) 334-670-3402 334-670-3128 334-670-5759 asset@troy.edu Dothan Campus: Kathy Hale 334-983-6556 assetdot@troy.edu Montgomery Campus: Sandy Montgomery 334-241-9782 assetmont@troy.edu Created December 2013 Revised August 2018