Property Management How to

Step-by-step instructions for tasks related to Property Management.

As a Property Custodian how can I see a list of property that is my responsibility?

You will need to fill out a Security Request Form to gain access to the Fixed Asset System. You will be given access to view the assets in your department or download all assets into an excel spreadsheet.

As the Property Custodian, what will my role be during a physical inventory?

You will need to make all staff/faculty aware that an inventory will be conducted. Be sure to bring in all checked-out property into the office at the time of the audit.

If I receive a Physical Inventory Discrepancy memo what should I do?

You will need to communicate with the campus Property Clerk if any of the items on the discrepancy list have been located. You will have several weeks to locate all missing items.

If I know that property has been moved to another department what should I do?

You need to complete a Property Surplus/Transfer Report form. After completing the form; forward it to Property Control for necessary.  Uses of this form include:

• Intra-department: Movement of property from building to building or room to room within the same department.
• Inter-department: Transfer ownership of property from one department to another department.
• Disposal/Salvage:  Sending property to surplus because of no further use or it's damaged beyond repair

A separate form must be completed for each type of transaction.

What should I do if I know property has been stolen?

If property is stolen from your department, you must notify the University Police immediately, and then notify Property Management.  The Police will investigate and file a report on the nature of the loss.

How do I transfer property to another department.

You need to complete a Property Surplus/Transfer Report form. After completing the form; forward it to Property Control for necessary.  Uses of this form include:

• Intra-department: Movement of property from building to building or room to room within the same department.
• Inter-department: Transfer ownership of property from one department to another department.
• Disposal/Salvage:  Sending property to surplus because of no further use or it's damaged beyond repair

A separate form must be completed for each type of transaction.

How do I move items out of my department into "surplus property"?

Moving all property excluding computers to surplus property:

• When departments have property that is not being utilized they must complete a Survey/Transfer Report form (pdf) and submit it to Property Management to arrange for the equipment to be picked-up.
• Once the Survey/Transfer Report form is received by Property Management it is verified before removal of the equipment can be scheduled and completed.
• Property Management will determine if the surplus property is to be retained for future university use or be disposed of according to established procedures.
• Surplus property lists are maintained by Property Management.  

Moving computers to surplus property:

• When a computer is no longer needed, the department to which the equipment is assigned (custodian) must prepare a Property Survey/Transfer form (pdf) stating that the computer is no longer needed and is to be disposed of. Departments are not authorized to dispose of equipment.
• Property Control will then schedule for pickup of the computer.  This removes the custodial responsibility for the computer from the department, and transfers it to the campus.
• OIT will make the determination as to whether the computer can be reconfigured for reutilization.  If so OIT will become the custodian of that property and will transfer it to the appropriate new custodian when it is reassigned.  If not, the equipment will be readied for disposal in an appropriate and environmentally friendly way.

How can I learn if there is surplus property my department might use?

Departments in need of furniture or equipment should determine if Property Management has surplus property that would be acceptable.  Individuals can look on the Surplus Property Virtual Exchange Reuse Center web site or contact Surplus Property.

Departments in need of computer should determine if the Office of Information Technology has surplus computers available.

How do I recycle printer toner cartridges?

These directions pertain to the toner cartridges from large printer/copiers, not the small ink cartridges for desk printers.

• Remove empty printer toner from printer.
• Remove new printer toner from box and install in printer;
• Place empty printer toner cartridge into replacement cartridge box
• Place box in the clearly marked "Used Toner Bin" located in copy centers and paper recycling areas throughout campus buildings.  Location "drop off points" for each major building are listed below. Do not leave the toners in the hallway or put in front of campus mailboxes.  If you do not have a new printer toner box available, you may put the toner cartridges in a different box. The empty toner must be in a box to avoid ink spillage onto carpet, clothes, furniture, etc.

PLEASE NOTE: Staples will NOT pick up any toners not in a box, and Facilities Custodial Services will NOT pick up any trash receptacles that contain unboxed toner cartridges.

• Used toner bins will be emptied on a regular basis by Facilities Services, and used toner cartridges will be stored in the Receiving Warehouse.
• Staples will then collect all boxes from the Receiving warehouse on a regular basis for recycling.

Recycle Cartridges Toner Drop Off Locations: