R EMOVAL OF EQUIPMENT C APITAL & C ONTROLLED E QUIPMENT Process Change Effective FAR Meeting – August 26, 2015

 E ACH D EPARTMENT /D IVISION H EAD IS RESPONSIBLE FOR ALL PROPERTY ACQUIRED ( THROUGH PURCHASE, TRANSFER, OR GIFT ) THAT IS ASSIGNED TO HIS OR HER ADMINISTRATIVE UNIT  G ENERALLY, THE D EPARTMENT /D IVISION H EAD IS ALSO THE P ROPERTY C USTODIAN  P ROPERTY C USTODIANS APPOINT AN I NVENTORY C ONTACT P ERSON (ICP) TO ASSIST WITH THE MANAGEMENT OF THE DEPARTMENT / UNIT ’ S INVENTORY OF EQUIPMENT Who is responsible for equipment in my Department…

 UTSA PROPERTY / EQUIPMENT MAY BE REMOVED FROM THE CAMPUS ( AND OTHER UTSA FACILITIES ) BY EMPLOYEES TO CONDUCT OFFICIAL UTSA BUSINESS WHILE OFF - CAMPUS.  P ERMISSION MUST BE REQUESTED AND GRANTED, PRIOR TO REMOVING ANY UTSA- OWNED PROPERTY / EQUIPMENT FROM CAMPUS  UTSA USES THE R EMOVAL OF E QUIPMENT (ROE) F ORM TO REQUEST AND DOCUMENT APPROVAL TO REMOVE EQUIPMENT FROM CAMPUS  PERMISSION IS VALID FOR 12 MONTHS, OR UNTIL THE EQUIPMENT IS RETURNED ( WHICH EVER PERIOD IS LESS ) Can UTSA equipment be removed from campus…

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

 I NVENTORY C ONTACT P ERSON (ICP):  R ETAINS THE ORIGINAL, APPROVED R EMOVAL OF E QUIPMENT (ROE) F ORM  U PDATES THE EQUIPMENT ’ S TEMPORARY, OFF - CAMPUS LOCATION IN P EOPLE S OFT  D OCUMENTS THE EQUIPMENT ’ S RETURN TO CAMPUS  O VERSEES THE ANNUAL RENEWAL FOR LONG - TERM REMOVALS ( I. E. LAPTOPS ) o R EMOVAL OF E QUIPMENT APPROVALS ARE ONLY VALID FOR 12 MONTHS What has changed…

ROE Form - ICP Section added…

ROE Form - Return receipt section updated…

 REQUIRED SIGNATURES HAVE CHANGED:  EMPLOYEE REQUESTING TO REMOVE THE EQUIPMENT  EMPLOYEE’S SUPERVISOR  PROPERTY CUSTODIAN (TYPICALLY A DEPT. CHAIR)  VP 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 - S IGNATURE B LOCKS U PDATED …

 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  ICP’ S ARE ALSO RESPONSIBLE FOR PHYSICALLY SCANNING PROPERTY / EQUIPMENT DURING THE A NNUAL P HYSICAL I NVENTORY  P ROVIDING ICP’ S WITH THE ORIGINAL, APPROVED R EMOVAL OF E QUIPMENT F ORMS (ROE’ S ) W ILL HELP ENSURE THE ICP’ S ARE INFORMED WHEN EQUIPMENT IS REMOVED FROM CAMPUS, WHERE IT IS LOCATED, AND WHO TO CONTACT FOR SCANNING DURING THE A NNUAL P HYSICAL I NVENTORY Why was the change made…

 ICP’ S ARE AN EXCELLENT RESOURCE FOR QUESTIONS RELATING TO YOUR D EPARTMENT ’ S PROPERTY / EQUIPMENT  ICP’ S ARE VERY KNOWLEDGEABLE AND RECEIVE ANNUAL TRAINING FOR THIS ROLE  ICP’ S WORK CLOSELY WITH UTSA’ S I NVENTORY D EPARTMENT THROUGHOUT THE YEAR  UTSA’ S I NVENTORY D EPARTMENT S TAFF ARE AN EXCELLENT RESOURCE WHEN YOU HAVE QUESTIONS, OR NEED ASSISTANCE  I NVENTORY ’ S WEBSITE IS ANOTHER GREAT OPERATIONAL RESOURCE : Who to contact with questions…