UAMS ADMINISTRATIVE GUIDE

NUMBER: 5.4.01
DATE: 10/23/98
REVISION: 04/22/2003   
SECTION: SUPPORT SERVICES
AREA: PROPERTY MANAGEMENT
SUBJET: PROPERTY CONTROL

 PURPOSE

The purpose of this policy is to notify departments within the University of Arkansas for Medical Sciences (UAMS) of the procedures and practices associated with the control of UAMS property, as stated in Act 876 of 1973, and to develop a comprehensive Property Services program. UAMS has several million dollars in major moveable equipment and furniture. This large amount of capital outlay requires the establishment of a comprehensive property control program. This program is designed to provide information that will benefit individual UAMS departments as well as the Office of Financial Services, Property Accounting. It should also insure that all capitalized major moveable equipment would be controlled both for accounting and for inventory purposes. The key to both of these functions is the immediate tagging of all capitalized property by means of a property tag, and a narrative description of the property received. The coordination of this policy involves the Office of Financial Services, the Property Services Department and appropriate departmental personnel. Consequently, it is essential that the authority, responsibility and duty of each of these be clearly delineated, understood, and uniformly applied and adhered to.

POLICY

Act 876 of 1973 states that the Director of each State agency shall be accountable for all State property under his/her control and shall be responsible for keeping and maintaining records of all such property. Moveable property, as defined by Act 876, shall include any item of furniture or equipment, which has a cost of $2500 or more, and has a useful life of two years or more. For more details concerning the UAMS capitalization policy please review Administrative Guide policy 8.5.01. It is the intent of this program to provide for annual physical inventories conducted by the departments with the assistance of the Property Services Department. Another intent of this program to be multi-purpose. All UAMS departments must know what property is assigned to them and for what property they are accountable. A second purpose of this program will be to account for depreciation on property to be used in federally funded programs and the Annual Cost Analysis Reports along with accurate self-obtained data to be included in the annual financial statements.

PROCEDURE (GENERAL)

  1. All property entering the UAMS complex at Little Rock will be subject to a centralized shipping and receiving process. The Property Services Department upon the receipt of the equipment must accomplish immediate tagging. Facilities outside the UAMS complex must have one person in each facility with delegated responsibility for tagging property and submitting the receiving document to Property Services.

  2. Each UAMS department will be held accountable for all property assigned to it, whether the property is obtained from State funds, Federal grants or gifts, and must maintain proper records of such property. As part of these records, the department must maintain all supporting documentation associated with the final disposition of property as defined by this policy for at least two (2) years after the disposal of the property. Supporting documentation can include but is not limited to Outgoing Shipment forms, Interdepartmental Transfer forms, Report of Transfer of Property forms, and Release of Property Accountability forms, or any other documents related to the transfer, replacement, loss, destruction or trade-in of property.
  1. One or more persons within each department must be appointed to maintain and update property records for that department. Each department must notify the Property Services Department in writing of the persons selected to maintain property records. Any changes in those designated personnel must be reflected in written memorandum to the Property Services Department. All documents will be checked by the designated property control personnel within each department to insure that transferred and deleted property is no longer charged to their departments and that all new equipment is tagged and the appropriate location is given.
  2. All UAMS departments will be required to conduct an annual physical inventory of all property within the department, pursuant to Act 876 of 1973. At the time of inventory, all property records must be brought up to date to reflect current available property and also to reflect current location of property, department name, and physical presence. The annual inventory will enable the Office of Financial Services, Property Accounting Section to write off property no longer in existence, to check the accuracy of the perpetual inventory process, and to provide current and accurate data on all UAMS property. For additional information concerning physical inventory procedures, see UAMS Policy 5.4.02.

PROCEDURE (NEW PURCHASES)   

      5.   Requisitioners will prepare purchase request for equipment in the SAP system utilizing the correct GL account codes for capital equipment.  The requisition is forwarded to Property Services where the assets will be created in SAP.  The requisition is released by Property Services and forwarded on to Procurement where the PO is completed.  Purchase Orders issued for the purchase of property follow the UAMS Capitalization Policy defined by the Controller. Upon receipt of all new property, Property Services will tag it. Departments purchasing property for another department should notify Property Services in writing.

6.   Departments requesting the return of tagged property to the Vendor for credit, exchange, repair or trade-in must complete an Outgoing Shipment Form1  and follow trade-in guidelines in accordance with Admin Guide 5.1.14.

PROCEDURE (GIFTS AND GRANTS)

7.      Departments receiving property through gifts, donations and grants must contact the Property Services Department in writing when the property has been received. The written notification must include the name of the department and sub-department, a copy of the invoice (if available from the donor), a description of the property, and an identification of the location of the property. Upon notification from the department that the property has been received, a representative of the Property Services Department will physically inspect the property, affix a numbered tag to the property, and enter the property into the Property Master Inventory File.

  1. All property leaving UAMS, including property received through gifts and grants must be processed through the Property Services Department. Upon notification from the department that the property is to be transferred from UAMS, the Property Services Department will submit a request to the Director of Finance and Administration (DF&A) for approval to delete property from the UAMS property inventory. Upon approval from DF&A, Property Services will physically inspect and inventory the property as it leaves the University.

PROCEDURE (PROPERTY LOCATED OFF-CAMPUS)

      9.  All UAMS property located off-campus must be recorded on the Property Located Off-Campus Form (see sample form on page 4). All UAMS property located at sites other than officially designated UAMS lands and facilities shall be considered off-campus for the purpose of this policy. For a complete list of official UAMS locations contact Property Services at extension 686-5931. Property located off-campus may be used only as an extension of regular UAMS business and not for any other purpose. Approval for use of UAMS property off-campus must be obtained in writing from the Department Director, and responsibility for such property will reside with the UAMS employee utilizing the property.   Property Located Off-Campus Forms must be update annually.

PROCEDURE (PROPERTY TRANSFERS)

  1. Departments requesting the transfer of UAMS tagged property to another UAMS department (except on a temporary basis when the transferring department expects the eventual return of the property) must complete a Report of Transfer of Property Form. The completed Report of Transfer of Property Form must include the UAMS tag number and other applicable data such as the new location (room and building number). The Report of Transfer of Property Form must be signed by the accountable officers (Property Contact Persons) in both the transferring and receiving departments and forwarded to the Property Services Department. Accountability for all property to be transferred will remain with the original department until the Report of Transfer of Property Form is completed, signed by all appropriate accountable officers, and forwarded to Property Services. Property Services will send to each department a copy of the transfer marked "Completed" at the end of the process.
  2. Departments requesting the shipment of obsolete, worn out or excess UAMS tagged property to the Office of State Purchasing's Marketing & Redistribution (M&R) Section must complete a Transfer of Property to Surplus Property Form. A copy of the form can be obtained from the Support Services web site located at http://ss.uams.edu
  1. Departments requesting the transfer of UAMS tagged property to another agency of the State of Arkansas must submit a letter to the Property Services Department detailing the reasons for  the transfer.  The Property Services Department will then prepare a letter to the State Department of Finance & Administration (DF&A) requesting approval for the transfer. No transfer shall be made until proper approval from DF&A has been obtained.
  2. UAMS nor any State Agency can donate equipment or furniture to any organization of any type.

PROCEDURE (REMOVAL OF PROPERTY FROM INVENTORY)

  1. Departments requesting the removal from property inventory records of stolen or missing property, or property cannibalized for parts must complete and submit to the Property Services Department a Release of Property Accountability Form (see sample form on page 8). Departments whose equipment is cannibalized by Physical Plant or Biomedical Engineering must also meet this requirement. An accountable officer for the requesting department must complete the form. In addition, the Property Services Department is required by State Accounting Procedures to submit a request to the Director of the Department of Finance and Administration to delete property from the UAMS property inventory. The Property Services Department on behalf of all UAMS departments as defined by this policy shall make all contact with other state agencies concerning property

 

PROPERTY SERVICES DEPARTMENT

PURPOSE

The purpose of the following procedures is to insure that the Property Control System is implemented and maintained on an ongoing and current basis; to insure that all moveable property is tagged and entered into the automated Property Control System so as to reflect current and accurate data; and to supervise this program and the annual physical inventory process.

PROCEDURE (GENERAL)   

  1. The Property Services Department will review new asset in the SAP system once value has settled to the asset.  At that point, the asset will be copied into the Scanventory Asset Tracking System for the inventory scanning and ad hoc reporting.
  2. Upon receipt of the property, the Property Services Department will tag all property.
  3. The Property Services Department will provide to all departments any assistance or information they require to maintain and control this property control program.
  4. Property records will be maintained by Property Services and made available to departments as follows:
    1. Capitalized equipment by equipment code or classification and tag number.
    2. Property purchases and deletions by account (monthly and yearly).
    3. Records of stolen, lost or destroyed equipment.

PROCEDURE (TAGGING) 

  1. Property Services will determine from the expense code on the Purchase orders what property is to be tagged.
  2. Property Services will inspect the item to verify that it is the same as described on the Purchase Order and the packing slip. As part of this inspection, the serial number on the item will be compared to the serial number listed on the Purchase Order and/or invoice, if applicable.
  3. Property Services will log the property tag number and enter the information onto the Master Inventory Listings.
  4. Property Services will ensure that the tag is located in an easily accessible position without distastefully marring the appearance of the piece of equipment. Suggested placements of the tag are as follows:
    1. Office Furniture: Bookcases, filing cabinets, etc. The tag will be located in the upper right hand corner as you face the piece of furniture.
    2. Desk: Tag will be located in the leg well toward the front.
    3. Small Equipment (easily handled): The tag will be located as close as possible to the serial number.
    4. Large Equipment (not easily moved): The tag will be located in the upper right hand corner as you face the piece of equipment.
    5. Computers: The tag will be located in lower left-hand corner as you face the equipment. Tower units will be tagged on the top of the case.
    6. Paintings, photographs, and other framed artwork: The tag will be located in the lower right hand corner in the back.

REFERENCE

1 UAMS Policy 5.2.02

INSTRUCTIONS FOR PROPERTY LOCATED OFF-CAMPUS FORM

GENERAL INFORMATION

The Property Located Off-Campus Form is available through the Support Services Website. The form is to be used to identify UAMS Property located off-campus. An employee's place of residence is the most common off campus location where UAMS Property is utilized. All UAMS locations are identified by Property Services. To acquire a list of official UAMS sites call extension 686-5931.

COMPLETING THE FORM

  1. Property Tag No.: Enter the property tag number of each piece of UAMS property located off campus.
  2. Description/Serial Number: Enter a description and the serial number all UAMS property located off campus.
  3. Location: Identify the location of each piece of UAMS property located off campus, i.e. list the complete address where the property is located.
  4. Print Name of Person Responsible: Either print or type the name of the person responsible for the property located off campus.
  5. Signature of Person Responsible: Enter the signature of the person responsible for the UAMS property located off campus.
  6. Department Name: Enter the name of the department of the person responsible for the UAMS property located off campus.
  7. Dept. No.: Enter the department number of the responsible department.
  8. Department Head Signature: Enter the signature of the Department Head.
  9. Date: Enter the date the form is completed.
  10. Forward the completed form to Property Services,  # 759.

INSTRUCTIONS FOR REPORT OF TRANSFER OF PROPERTY

GENERAL INFORMATION

The Report of Transfer of Property is available through the Support Services Website. The form is to be used to report the transfer of property between departments. The transferring account officer should forward the original to the department receiving the property. A copy should be forwarded to Property Services. The transferring department should retain a copy. The receiving department should acknowledge receipt and forward the original to Property Services.

COMPLETING THE FORM

  1. From Department: Enter the name of the transferring department.
  2. Location: Enter the location of the transferring department.
  3. Dept./Project Code No.: Enter the department number of the transferring department.
  4. To Department: Enter the name of the receiving department.
  5. Location: Enter the location of the receiving department.
  6. Dept./Project Code No.: Enter the department number of the receiving department.
  7. Property Tag No: Enter all property tag numbers of the transferred property.
  8. Description: Enter a description of the transferred property.
  9. Serial No.: Enter the serial number of the transferred property, if applicable.
  10. Date Acquired: Enter the date which the transferred property was acquired by the transferring department.
  11. Cost From Inventory Records: Enter transfer property cost obtained from the inventory records.
  12. TRANSFERRING DEPARTMENT:

a.       Signature of Accounting Officer: Enter the signature of the transferring department's accounting officer.

b.       Typed (Printed) Name/Title: Enter the name and title of the transferring department's accounting officer.

c.       Dean, Director, Department Head: Enter the name of the Dean, Director, or Dept. Head of the transferring department.

d.       Date: Enter the date the transfer department processes the form.

13. RECEIVING DEPARTMENT:

  1. Signature of Accounting Officer: Enter the signature of the receiving department's accounting officer.
  2. Typed (Printed) Name/Title: Enter the name or title of the receiving department's accounting officer.
  3. Dean, Director, Department Head: Enter the name of the Dean, Director, or Dept. Head of the receiving department.
  4. Date: Enter the date the receiving department processes the form.
  5. Forward the completed form to Property Services,  # 759.

INSTRUCTIONS FOR RELEASE OF PROPERTY ACCOUNTABILITY FORM

GENERAL INFORMATION

The Release of Property Accountability Form is available through the Support Services Website. The form is to be used by any UAMS department requesting to be relieved of accountability for property that is shown on the department inventory listing but that is no longer in the possession of the department due to loss, theft or destruction. The department's accountable officer should complete and forward the form to Property Services, along with any back-up documents which may assist in certifying the actual disposition of the property such as Outgoing Shipment Forms, Invoices, or Interdepartmental Transfer Forms.

COMPLETING THE FORM

  1. Accountable Officer: Identify the name of the departmental employee who is accountable for the department's property.
  2. Department Number: Enter the department numbers identifying the department requesting relief from accountability for the property described on this form.
  3. Dept. Name: Enter the full name of the department requesting relief from accountability for the property described on this form.
  4. Date: Enter the date on which this form is initiated by the requesting department.
  5. Item No.: Enter the sequential number for each item to be released from inventory accountability (if five (5) items are identified, number each item 1-5).
  6. Property Tag No.: Enter the property tag number, which was assigned, to each lost, stolen or destroyed item.
  7. Description: Enter a brief description of the lost, stolen or destroyed property.
  8. Item Cost: Enter the cost of each item as identified on the Inventory records.
  9. Disposition Number: Indicate the disposition of each item being requested for release from accountability by checking the most appropriate of the eight (8) possible dispositions listed at the bottom of this form.
  10. Forward the completed form to Property Services, mail # 759.

Note: The requesting department should not write in or sign the "U.A.M.S. Approval" line. The Property Services Department will provide an institutional approval signature on this line