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PROPE RT Y Annua l Physic a l I nve nto ry T ra ining MANAGE - - PowerPoint PPT Presentation

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PROPE RT Y Annua l Physic a l I nve nto ry T ra ining MANAGE ME NT OBJE CT I VE T o unde rsta nd the dutie s a nd re spo nsib ilitie s a ssig ne d to de pa rtme nta l pro pe rty c usto dia ns a nd g a in a n o ve rvie w o f Pro

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SLIDE 1

PROPE RT Y MANAGE ME NT

Annua l Physic a l I nve nto ry T ra ining

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SLIDE 2

OBJE CT I VE

  • T
  • unde rsta nd the dutie s a nd re spo nsib ilitie s a ssig ne d to

de pa rtme nta l pro pe rty c usto dia ns a nd g a in a n o ve rvie w o f Pro pe rty Ma na g e me nt.

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SLIDE 3

T OPI CS

  • Who is Re spo nsib le ?
  • Who a re the De pa rtme nt Pro pe rty Custo dia ns?
  • Wha t a re my re spo nsib ilitie s if I

a m a ssig ne d a s the De pa rtme nt Pro pe rty Custo dia n?

  • Why is Pro pe rty Ma na g e me nt impo rta nt?
  • Wha t a re c a pita l a nd no n-c a pita l a sse ts?
  • Ho w sho uld I

ke e p tra c k, ma inta in, a nd/ o r dispo se o f Unive rsity pro pe rty?

  • Who m sho uld I

c o nta c t fo r mo re g uida nc e ?

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SLIDE 4

WHO I S RE SPONSI BL E F OR UNI VE RSI T Y ASSE T S?

E

ve ryo ne

  • He a d o f the Ag e nc y/ I

nstitutio n

  • Chie f F

ina nc ia l Offic e r

  • Pro pe rty Ma na g e r
  • De pa rtme nt Pro pe rty Custo dia ns
  • E

mplo ye e s

  • F

a c ulty, Sta ff, a nd Stude nt Wo rke rs.

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SLIDE 5

DE PART ME NT PROPE RT Y CUST ODI AN RE SPONSI BI L I T I E S

  • T

he pe rso n spe c ific a lly re spo nsib le fo r the ma na g e me nt a nd c o ntro l o f Unive rsity pro pe rty within the de pa rtme nt e nsuring tha t:

  • All c a pita l a nd c o ntro lle d pro pe rty is ta g g e d;
  • All pro pe rty is use d b y pro pe rly tra ine d pe rso nne l fo r Unive rsity purpo se s o nly;
  • Pro pe rty is no t lo a ne d, tra de d, disc a rde d, mo ve d, o r c a nnib a lize d witho ut no tifying

Pro pe rty Ma na g e me nt;

  • No pro pe rty is de fa c e d o r da ma g e d in a ny wa y;
  • No pro pe rty is re turne d to a ve ndo r fo r wa rra nty re pa ir o r a s a tra de -in witho ut no tifying

Pro pe rty Ma na g e me nt;

  • All o b so le te a nd e xc e ss pro pe rty is turne d into Pro pe rty Ma na g e me nt fo r re utiliza tio n o r

dispo sa l;

  • Re mo ve E

q uipme nt fro m Ca mpus Re q ue st fo rms a re upda te d a nd sub mitte d a nnua lly to Pro pe rty Ma na g e me nt; a nd

Annua l physic a l inve nto ry is c o nduc te d in a time ly ma nne r.

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SLIDE 6

DE SI GNAT I ON OF DE PART ME NT PROPE RT Y CUST ODI AN

  • De sig na tio n o f De pa rtme nt Pro pe rty Custo dia n fo rm is due

a t the sta rt o f e a c h fisc a l ye a r.

  • T

ra nsfe r o f De pa rtme nt Pro pe rty Custo dia n Re spo nsib ility fo rm is re q uire d whe ne ve r the re is a c ha ng e o f De pa rtme nt Pro pe rty Custo dia n during the fisc a l ye a r.

  • Sub mit this fo rm a s so o n a s the De pa rtme nt Pro pe rty

Custo dia n c ha ng e s.

  • Co nduc t a full physic a l inve nto ry whe n the c usto dia n

c ha ng e s.

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SLIDE 7

WHY I S PROPE RT Y MANAGE ME NT I MPORT ANT ?

  • As a n a g e nc y o f the Sta te o f T

e xa s, L a ma r Unive rsity fo llo ws the pro c e dure s se t fo rth b y the sta te a nd a pplic a b le T e xa s Sta te Unive rsity Syste m Administra tive Me mo ra nda .

  • L

a ma r Unive rsity is re spo nsib le fo r pro pe rty re c o rd ma inte na nc e a nd sa fe ke e ping o f the sta te a nd fe de ra l pro pe rty in its po sse ssio n.

  • T

his e nsure s tha t L a ma r Unive rsity:

  • I

s in c o mplia nc e with Sta te Guide line s,

  • I

s in c o mplia nc e with F e de ra l Guide line s, pa rtic ula rly tho se re la te d to spo nso re d re se a rc h,

  • Ma inta ins a c c ura te a nd time ly re c o rds,
  • Ma ximize s the use o f re so urc e s, a nd
  • Ha s pro pe r ste wa rdship o f a sse ts a nd supplie s.
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SLIDE 8

T I T L E T O E QUI PME NT

  • T

he title to a ny e q uipme nt purc ha se d b y L a ma r Unive rsity is ve ste d in the Unive rsity a nd the Sta te o f T e xa s.

  • T

itle to e q uipme nt tra nsfe rre d fro m a no the r g o ve rnme nt a g e nc y o r e duc a tio n institutio n is ve ste d in L a ma r Unive rsity a nd the Sta te o f T e xa s unle ss the fo rme r o wne r no tifie s the Unive rsity in writing o f o the r a rra ng e me nts o r c o nditio ns.

  • L

a ma r Unive rsity is the so le a g e nt to a c c e pt c o ntra c ts a nd g ra nts a wa rde d to the Unive rsity, a nd it is re spo nsib le fo r the dispo sa l o f a ny pro pe rty furnishe d b y tho se a wa rds.

  • Upo n c o mple tio n o f a c o ntra c t o r g ra nt, title to a ll pro pe rty is tra nsfe rre d to the

Unive rsity imme dia te ly, unle ss the c o ntra c t o r g ra nt is te rmina te d, c a nc e lle d, tra nsfe rre d, o r sta te d o the rwise in the c o ntra c t.

Ple a se c o nta c t Pro pe rty Ma na g e me nt if yo u ha ve q ue stio ns a b o ut title to

e q uipme nt.

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SLIDE 9

CAPI T AL

  • VS. CONT

ROL L E D ASSE T S

  • Ca pita l a sse ts
  • Asse ts tha t ha ve a sing le unit va lue o f $5,000 o r g re a te r a nd a n e stima te d use ful life
  • f mo re tha n o ne ye a r.
  • Must b e se lf-c o nta ine d fo r its prima ry use a nd ha ve suffic ie nt size to ma ke its c o ntro l

fe a sib le b y me a ns o f ma rking with ide ntific a tio n numb e rs a nd/ o r ma nufa c ture r’ s se ria l numb e rs.

  • Re po rte d o n a nnua l fina nc ia l re po rt.
  • Co ntro lle d a sse ts
  • Asse ts tha t the Sta te Co mptro lle r’ s o ffic e o r L

a ma r Unive rsity de te rmine s must b e se c ure d a nd tra c ke d due to the na ture o f the ite m.

  • T

hre sho ld de pe nds o n a sse t a nd ha s a n e stima te d use ful life o f mo re tha n o ne ye a r. Re fe r to Mo st Co mmo nly Use d Ba nne r Ac c o unt fo r Ca pita l a nd Co ntro lle d T a g g e d Asse ts fo r mo re info rma tio n.

  • Cla ssifie d a s e xpe nda b le a nd a re no t liste d o n a nnua l fina nc ia l re po rt.
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SLIDE 10

COMMON MI SCONCE PT I ONS I N SE L E CT I NG ACCOUNT S F OR ASSE T S

  • Unit Co st vs. T
  • ta l Co st
  • I

f mo re tha n o ne unit is purc ha se d, c o nside r the unit c o st whe n se le c ting the a c c o unt, no t the to ta l c o st o f a ll o f the units c o mb ine d.

  • E

xa mple : Offic e de sk ma y ha ve multiple line ite ms. T he va lue o f the line ite ms tha t ma ke up the de sk is o ne unit, b ut will no t b e c o mb ine d with c ha irs, filing c a b ine ts, e tc . whe n de te rmining the unit va lue .

  • Co mpute r E

q uipme nt vs. Co mpute r Ac c e sso rie s

  • Use a c c o unt c o de 720018 fo r c o mpute rs, la pto ps, ta b le ts, o r se rve rs

with a c o st o f le ss tha n $5,000 pe r unit. An e xa mple o f a unit is c o mpute r, mo nito r, ke yb o a rd, mo use , e tc . whe n purc ha se d to g e the r.

  • Use a c c o unt c o de 720017 fo r c o mpute r a c c e sso rie s (i.e . mo nito r,

mo use , ke yb o a rd, e tc .) whe n purc ha se d se pa ra te ly fro m the c o mpute r e q uipme nt.

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SLIDE 11

T AGGI NG ASSE T S

  • A pro pe rty ta g must b e a ffixe d to a ll ta ng ib le ite ms tha t a re Ca pita l o r

Co ntro lle d a sse ts. Co nta c t Pro pe rty Ma na g e me nt if yo ur de pa rtme nt:

  • Re c e ive s a c a pita l o r c o ntro lle d a sse t tha t is missing the pro pe rty

ta g .

  • Re c e ive s a c a pita l o r c o ntro lle d a sse t a s a do na tio n o r g ift so it c a n

b e ta g g e d a nd a dde d to inve nto ry c o rre c tly.

  • F

a b ric a te s o r a sse mb le s fro m ra w ma te ria ls a nd/ o r c o mpo ne nts a sse ts tha t sho uld b e ta g g e d a s a c a pita l o r c o ntro lle d a sse t.

  • Ma ke s impro ve me nts o r b e tte rme nts tha t a dd c o st to a ny e xisting

ta g g e d a sse t.

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SLIDE 12

ANNUAL I NVE NT ORY L a ma r Unive rsity is re q uire d b y sta te sta tute to c o nduc t a n a nnua l inve nto ry

  • f a ll c a pita l a nd c o ntro lle d a sse ts b o th
  • n a nd o ff c a mpus. [T

e xa s Go v’ t. Co de

  • Ann. § 403.273 (f) a nd (g )]
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SLIDE 13

CONDUCT I NG T HE ANNUAL I NVE NT ORY

  • Yo ur de pa rtme nt will re c e ive inve nto ry instruc tio ns, a c e rtific a tio n fo rm, a nd

a n inve nto ry spre a dshe e t listing a ll c a pita l a nd c o ntro lle d a sse ts.

  • T

wo de pa rtme nta l e mplo ye e s sho uld pe rfo rm the physic a l inve nto ry.

  • Co nside r using c ro ss-de pa rtme nt pe rso nne l.

Do no t use stude nt wo rke rs.

  • Ve rify:
  • Pro pe rty de sc riptio n,
  • Pro pe rty se ria l numb e r,
  • Building a nd ro o m numb e r whe re the pro pe rty is lo c a te d, a nd
  • Who / whe re the pro pe rty is a ssig ne d to . I

f no t a ssig ne d to o ne e mplo ye e , c la ssro o m, o r la b , le a ve b la nk.

Put a ll c o rre c tio ns in the c o mme nt se c tio n o f the inve nto ry spre a dshe e t.

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SLIDE 14

CONDUCT I NG T HE ANNUAL I NVE NT ORY (CONT I NUE D)

  • No ta te in the c o mme nt se c tio n o f the inve nto ry spre a dshe e t if the pro pe rty

ta g is missing .

  • Se le c t the c urre nt c o nditio n o f the a sse t using the dro p me nu o n the

inve nto ry spre a dshe e t. T he c ho ic e s a re : g o o d, fa ir, po o r, o r da ma g e d.

  • F
  • und Asse t No t o n I

nve nto ry fo rm

  • Any ta g g e d a sse t no t o n yo ur de pa rtme nt’ s inve nto ry list.

Ano the r de pa rtme nt ma y b e lo o king fo r this a sse t

  • Any a sse t tha t is no t ta g g e d, b ut sho uld b e .
  • E

q uipme nt T ra nsfe r Re q ue st fo rm

  • T

ra nsfe r a sse ts fro m o ne de pa rtme nt’ s inve nto ry to a no the r de pa rtme nt’ s inve nto ry.

T

he fo rm must b e sig ne d b y b o th De pa rtme nt Pro pe rty Custo dia ns prio r to se nding it to Pro pe rty Ma na g e me nt.

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SLIDE 15

E XCE SS PROPE RT Y

  • A wa lkthro ug h o f the de pa rtme nt ma y ide ntify e xc e ss ma te ria ls o r idle

e q uipme nt.

  • Re vie w a va ila b le e xc e ss pro pe rty b e fo re pro c uring ne w ite ms. E

xc e ss sho uld b e the first so urc e o f supply.

  • Ca n the e xc e ss pro pe rty b e :
  • Re utilize d within the de pa rtme nt, Co lle g e , o r Unive rsity?
  • Re pa ire d o r impro ve d to e xte nd its use fulne ss?
  • Use d a s a tra de -in o n the purc ha se o f a n a sse t?

Co o rdina te with Pro pe rty Ma na g e me nt o n a ll tra de -ins.

  • I

f the e xc e ss pro pe rty is no t ne e de d, a Surplus Re mo va l Re q ue st o r I T E q uipme nt Re mo va l Re q ue st fo rm sho uld b e c o mple te d a nd se nt to Pro pe rty Ma na g e me nt.

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SLIDE 16

SURPL US RE MOVAL RE QUE ST

  • T

he fo rm is fo r a ll a sse ts witho ut a ha rd drive .

  • E

xa mple s: furniture , pro je c to rs, T Vs, printe rs, use d o r o b so le te inks a nd to ne rs, ke yb o a rds, mo nito rs, e tc .

  • Ple a se fill the fo rm in a s c o mple te ly a s po ssib le .
  • I

f the a sse t ha s a pro pe rty ta g o r ta g numb e r, ma ke sure it is o n the fo rm.

  • I

f the a sse t ha s a se ria l numb e r, ple a se inc lude it.

Pro pe rty Ma na g e me nt is una b le to upda te the de pa rtme nt’ s

inve nto ry unle ss the pro pe rty ta g numb e r is pro vide d.

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SLIDE 17

I T E QUI PME NT RE MOVAL RE QUE ST

  • T

he fo rm is fo r a ll a sse ts tha t ma y ha ve a ha rd drive .

  • E

xa mple s: AL Lc o mpute rs, la pto ps, se rve rs, ta b le ts, a nd c o pie rs.

  • Ple a se fill the fo rm in a s c o mple te ly a s po ssib le .
  • T

a g numb e r must b e inc lude d.

  • A g o o d de sc riptio n must b e inc lude d.
  • I

ndic a te type o f a sse t (c o mpute r, la pto p, e tc .), b ra nd (De ll, Apple , e tc .), a nd mo de l (OptiPle x 3010, iPa d, e tc .).

  • Se ria l numb e r must b e inc lude d.

All inc o mple te fo rms will b e re turne d to the de pa rtme nt fo r c o rre c tio n.

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SLIDE 18

MI SSI NG, DAMAGE D, OR ST OL E N PROPE RT Y

  • Missing , Da ma g e d, o r Sto le n Pro pe rty I

nve stig a tio n Re po rt

  • Only c o mple te a fte r a n e xte nsive se a rc h to lo c a te the a sse t is pe rfo rme d,
  • Must ha ve De pa rtme nt Pro pe rty Custo dia n, De a n/ De pa rtme nt Cha ir, a nd Vic e

Pre side nt’ s sig na ture s b e fo re se nding to Pro pe rty Ma na g e me nt, a nd

  • Must ha ve L

UPD Po lic e Re po rt numb e r b e fo re se nding to Pro pe rty Ma na g e me nt.

  • Missing a nd/ o r sto le n pro pe rty will re ma in o n the de pa rtme nt’ s inve nto ry fo r two

ye a rs a fte r Pro pe rty Ma na g e me nt re c e ive s the c o mple te d re po rt.

I

f e mplo ye e re imb urse me nt is re q uire d, the pro pe rty will re ma in o n the de pa rtme nt’ s inve nto ry until L a ma r Unive rsity a nd the Sta te o f T e xa s a re re imb urse d.

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SLIDE 19

UNI VE RSI T Y PROPE RT Y OR E QUI PME NT L OCAT E D OF F CAMPUS

  • T

he De pa rtme nt Pro pe rty Custo dia n must a utho rize e mplo ye e s to re mo ve Unive rsity a sse ts fro m c a mpus.

  • Prio r to re mo ving ta g g e d o r unta g g e d e q uipme nt fro m c a mpus:
  • Pro pe rty Ma na g e me nt must ha ve a c urre nt Re mo ve E

q uipme nt fro m Ca mpus Re q ue st fo rm o n file fo r a sse ts re q ue ste d fo r fisc a l ye a r, o r

  • T

he de pa rtme nt must ha ve a c urre nt Unive rsity Pro pe rty/ E q uipme nt Che c ko ut o n file fo r a sse ts re q ue ste d fo r le ss tha n a se me ste r.

Unive rsity a sse ts lo c a te d o ff c a mpus a re re q uire d to b e ve rifie d

during the physic a l inve nto ry.

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SLIDE 20

COMPL E T I NG T HE I NVE NT ORY

  • T

he De pa rtme nt Pro pe rty Custo dia n must ve rify tha t the inve nto ry ha s b e e n c o mple te d b y sig ning a nd da ting the Physic a l I nve nto ry Ce rtific a tio n, whic h re a ds:

  • “By sig ning b e lo w, I

c o nfirm this de pa rtme nt ha s c o mple te d a n a c tua l physic a l ve rific a tio n o f e q uipme nt with the a ssig ne d inve nto ry liste d a s re q uire d b y T e xa s Go v’ t. Co de Ann. § 403.273 (f & g ). I unde rsta nd tha t I a m unde r fina nc ia l lia b ility fo r lo ss o r da ma g e to a ny pro pe rty o n my de pa rtme nt’ s inve nto ry if the lo ss

  • r da ma g e re sults fro m my ne g lig e nc e , inte ntio na l a c t, o r fa ilure to

e xe rc ise re a so na b le c a re , sa fe g ua rd, ma inta in, a nd se rvic e the pro pe rty.”

Sub mit a ll pa pe rwo rk to Pro pe rty Ma na g e me nt b e fo re Ma rc h 27, 2020.

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SLIDE 21

PHYSI CAL I NVE NT ORY VE RI F I CAT I ON

  • Supple me nta l Physic a l I

nve nto ry Audit

  • Co nduc te d b y Pro pe rty Ma na g e me nt o f a ppro xima te ly 1% o r g re a te r o f c a mpus

a sse ts.

  • Sa mple inc lude s a sse ts lo c a te d b o th o n a nd o ff c a mpus.
  • Se le c te d a sse ts sho uld re c o nc ile to the ma ste r re c o rds with 99% a c c ura c y.

Any de pa rtme nt with unfa vo ra b le re sults will b e re q uire d to re do its a nnua l physic a l

inve nto ry.

  • Pro pe rty Ma na g e me nt a udits a ll fire a rms.
  • F

ire a rm inve nto ry must re c o nc ile to ma ste r re c o rds with 100% a c c ura c y.

Unive rsity I

nte rna l Audito rs a nd Sta te Audito rs ma y pe rio dic a lly e xa mine Pro pe rty Ma na g e me nt re c o rds a nd the physic a l lo c a tio n o f e q uipme nt to de te rmine if c o ntro ls a re a de q ua te to sa fe g ua rd Sta te pro pe rty.

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SLIDE 22

PROPE RT Y MANAGE ME NT F ORMS

  • Ac kno wle dg e Re c e ipt o f Gift-in-K

ind o r L

  • a ne d I

nve nto ry

  • De sig na tio n o f De pa rtme nt Pro pe rty

Custo dia n

  • E

q uipme nt Ca nnib a liza tio n Re c o rd

  • E

q uipme nt T ra nsfe r Re q ue st

  • I

mpro ve me nt a nd Be tte rme nt o f E xisting Asse t

  • I

nve nto ry T a g Re q ue st fo r F a b ric a te d E q uipme nt

  • I

T E q uipme nt Re mo va l Re q ue st

  • Missing , Da ma g e d, o r Sto le n Pro pe rty

I nve stig a tio n Re po rt

  • Re mo ve E

q uipme nt fro m Ca mpus Re q ue st

  • Surplus Re mo va l Re q ue st
  • T

ra nsfe r o f De pa rtme nt Pro pe rty Custo dia n Re spo nsib ility

  • Unive rsity Pro pe rty/ E

q uipme nt Che c ko ut

  • Wa rra nty E

q uipme nt Re pla c e me nt Re q ue st

slide-23
SLIDE 23

PROPE RT Y MANAGE ME NT DE PART ME NT

Ste pha nie T

  • wnse nd

Dire c to r o f L

  • g istic s a nd

Pro pe rty Ma na g e me nt/ Pro pe rty Ma na g e r (409) 880-8940 sto wnse nd5@ la ma r.e du

He a the r T ho mpso n

Pro pe rty Ac c o unta nt (409) 880-1886 hriva s@ la ma r.e du

Za k Griffin

Ma te ria l E xpe dito r Sr. (409) 880-8898 zg riffin3@ la ma r.e du

slide-24
SLIDE 24

COMME NT S OR QUE ST I ONS