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Florida A & M University

Office of Property Records

Disposition

Any item(s), regardless

of age, cost, origin,

source of funding, or

Office of Property Records

Picture of warehouse

  • Off Campus privileges must be approved by employees' supervisors

  • Request of two or more of the same item requires justification

  • Approval from Title III and/or

Located at the Physical

Plant Operations Building B

Monitors and Tracks University Equipment

condition, must be disposed of by the Property Office

Each department should appoint a Property Designee to track and monitor property assigned to his or her respective areas

Off Campus

Contract and Grant required if asset is purchased with these funds

Inventory

Contact Us

  • Property inventory is conducted once every fiscal year (July 01 - June 30) of all items worth more than $ 5,000

  • All items are scanned with a hand-held computer

Email:

propertyrecords@famu.edu

Phone: (850) 599-3678

Fax: (850) 561-2607

2380 Wahnish Way

Tallahassee, FL 32310

Regular Business Hours:

8:00 am to 5:00 pm

Monday through Friday

Picture of Yellow OFC Decal

OBJECTIVES:

What We Do

Relief of Accountability

Property Designee Role

Disposition

Mission Statement

Tagging

  • Liaison between:
  • Designee's department
  • Office of Property Records
  • Moving and Setup

Inventory

  • Performs risk assessments on property specifically at risk or vulnerable to loss

To ensure that all University tangible assets are properly recorded and accounted for in accordance with the Federal, State, and University regulations

  • Lock equipment in secure locations
  • Track items that are removed from campus
  • Maintain a property database
  • Affix custodial responsibility to end user(s) for all assets assigned to the department
  • Example: Tag 111222 Dell CPU Laverne Washington Room 201B

Relocation

Property Designee Sample Database

Relocation Request must be completed and Moving and Setup will remove/relocate equipment

Stolen Assets

Report of Survey and

Police Report needed

Insurance

The Property Office and Risk Management must ensure that all content is properly insured

Relief of Accountability

Moving and Setup Picture

Any equipment that is lost, stolen, or otherwise unaccounted for must be reconciled on a Report of Survey form

Moving and Setup

Pictures of hard drives in the warehouse

Usable and functioning surplus assets are recycled within the University at no cost to the requesting department

What is "Property"?

Hard Drives

Picture of Section D Warehouse

Equipment is maintained by the Property Office

Requesting department responsible for ensuring devices containing storage media are sanitized

Foundation Purchases

  • The University Foundation Office receives item donations and gifts

  • This office notifies the Office of Property Records when a donation or gift is received and accepted on behalf of the University

  • Assets are then tagged accounted for in the same manner as purchased assets.
  • Equipment, fixtures, and other tangible personal property

  • Life of which is one year (12 months) or more

  • Non-consumable or non-expendable

  • Items worth $5,000 or more per unit according to Florida State Statute Chapter 273: Operations Capital Outlay (OCO)

  • You must notify the Office of Property Records within five (5) days of your receipt of newly acquired equipment to be tagged and/or installed

Property Employees Tag Asset(s) at the

Central Receiving Warehouse

Write Offs

Items previously written off will be reinstated

Property Representative and Property Designee must verify and sign documents

Software

Separation

Red Tags

For items worth $ 100.00 to $ 999.00

Title III Tags

Konica Minolta Bizhub C654

Code as OCO

Software license fees considered taggable assets if:

  • Total dollar amount is greater than $5,000

  • Covers more than one year (12 months)

University Property Bar Code

Trade - Ins

= 1 unit should be coded OCO

75XXX

Total Cost:

$ 5,125.00

For items bought with Title III and Federal Funds

For all University assets worth more than $1,000

Konica Printer:

$ 4,500.00

  • All employees must account for University-owned property entrusted in their care upon separating from the University

  • Accountable Officers, Deans, Directors, Chairpersons are responsible for their entire respective programs

  • Any debt owed to the University must be settles prior to employee's departure

  • Departments are responsible for clearing individual employees

Shipping:

$ 250.00

Show a picture of a FAMU WHITE Tag

Installation:

$ 200.00

Setup:

$ 175.00

Departments are able to trade in University-purchased assets towards the purchase of other assets

Requires Property Office and Property Survey Board approval

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