This manual is the Department's guide to act in accordance with the Property Management Website in addition to the Property Management SAM, and Property Management MAPP Policy.

Annual Form Renewals:

Annually before the change of the fiscal year (August 31), the Designation of Property Custodian and Request for Authority to Remove Equipment from Campus "Off Campus" forms should be renewed.  If the equipment is returned by the end of the fiscal year, the Property Custodian should visually confirm and reset the property's location.  These forms should be sent out by the Property Custodian at least by August 1st, with a due date of August 20th, to allow time for stragglers at the end of the month.  In addition, employees are suggested to renew their Equipment Check-Out forms to ensure that their records are correct with the department.

The Off Campus forms, after approval by the Property Custodian, must be scanned to "O:\Property Management FY 10\Off Campus and Prop Custodian Forms due Aug 31 each year" with a filename in the format Off.Campus.<Lastname in possession>.<Firstname>.<Tag #>.pdf, e.g., Off.Campus.Muscarello.Pam.123456.pdf.  The Property Custodian form, upon approval of the College/Division Administrator, should be scanned to "O:\Property Management FY 10\Off Campus and Prop Custodian Forms due Aug 31 each year" with a filename in the format of Prop.Custodian.Lastname.Firstname.MMDDYY.for.FYXX.pdf.  The originals should be mailed via interoffice mail to Property Management.  Then, within one week, the Custodian should ensure email receipt of the forms, approved by Property Management.  Followup weekly as necessary until all forms are received with approval.

Equipment Check-Out:

All physical property should be checked out using the Department's Equipment Check-Out form prior to taking any property into possession for use outside of the employee's office.  A Request for Authority to Remove Equipment from Campus form must also be attached for any property that is tagged, appears to have initial value of $5,000 or more, or is described on the Property Management Controlled Assets List.    

Equipment may only be checked out to employees of the Department.  Prior to taking possession of any equipment for use outside of the employee's office, the Equipment Check-Out Form must be approved by the person receiving the equipment as well as that person's supervisor (attesting to the fact that the equipment is necessary for the employee to conduct official functions for the University).  If any property being checked out also requires a Request for Authority to Remove Equipment from Campus form, then the property must be tagged, and a copy of the form with the Property Custodian's approval must be given to the employee taking possession.  In the event that the item has just been purchased, a temporary tag can be requested from the Property Custodian, and detailed information must be listed on the Request for Authority to Remove Equipment from Campus form.  Follow the procedure under the Early Tagging Initiative section of the Tagging Property procedure.  The Tag # on the form should be listed as "Temp."  When the numbered tag for the asset arrives, the Property Custodian will inform the employee with authority to remove the equipment from campus to return with the property for numbered tagging.  Once the temp tag has been replaced with the numbered tag, the Request for Authority to Remove Equipment from Campus form should be modified, now using the true tag number, and a copy should be resubmitted to Property Management.

Request for Authority to Remove Equipment from Campus

The Request for Authority to Remove Equipment from Campus form, after approval by the Property Custodian, must be scanned to O:\Property Management FY XX\Off Campus Forms with a filename in the format Off.Campus.<Lastname in possession>.<Firstname>.<Tag #>.pdf, e.g., Off.Campus.Muscarello.Pam.123456.pdf.  The original should be mailed via interoffice mail to Property Management.  Then, within one week, the Custodian should ensure email receipt of the form, approved by Property Management.  Followup weekly as necessary until all forms are received with approval.

Inventory:

Annual UH Inventory

Annually, generally between March and May, the University of Houston conducts a university-wide inventory.  The Property Custodian handles the inventory for the Department.  The inventory is to confirm that all items listed on the Department's inventory are visually confirmed in the location according to PeopleSoft.  In the event that items are not visually located, the Custodian should follow the Missing/Stolen procedures from the Property Management policies (above).  In the event the items are discovered in different locations, the Custodian should inform Property Management of the correct location of each asset.  In the event that items which are listed on campus are actually off-campus, the Custodian should ensure that an Off Campus Form (see Equipment Checkout) has been completed and Property Management should be sent a copy of the forms to correct the location of the assets.

In all cases, the Custodian should ensure that the inventory, in the end, reflects the true location and situation of all equipment listed on the inventory.

Semesterly Internal Inventory

Each semester, an internal audit of inventory should be conducted on a sample of 5% of the items listed on the department's inventory list, none of which have been reviewed on the last semesterly inventory.  Follow instructions as above on the annual inventory for any discrepancies, and review procedures to ensure that adequate controls are in place to ensure that the department's inventory locations are up to date.

Review/Request Missing Tags:

PeopleSoft Untagged Query

Navigate in PeopleSoft Finance:  Reporting tools> query>QUERY VIEWER

1.  Run the query called PSAM_DEPT_ASSET_QUERY to Excel with values: Business Unit: 00730; Tag Nbr: %; Asset Status: In service; Dept ID: H0110. 

2.  Save the query in O:\Property Management FY 10\Tagging Queries with a filename in the format, Month.YY.Tagging.Query.pdf. 

3.  Review the query for untagged items and following instructions below to request tags.

Requesting Tags from Property Management

1.  Request the tags from Property Management for any items which you have not yet received tags. 

2.  In the body of the email, write the message, "Please see attached a list of tags not yet received by the Mathematics Department.  If you have already sent tags within the last few days, please disregard this message.  Otherwise, please create the tags and send them to <Name> at Math 3008.  Thank you for your assistance."

3.  Enter the date you requested the tags on the query in the O drive (see #2 above)

4.  The tags take only a few days to process.  If you do not received the tags within one week, follow up with Property Management.

Tagging Property:

Property should be tagged as soon as possible after it is purchased, and must be tagged prior to obtaining authorization to remove it from the campus.

Early Tagging Initiative

The Property Custodian should maintain an amount of Temp State of Texas property tags on hand in a quantity large enough to handle the usual influx of controlled or capital equipment.  Anyone purchasing controlled or capital equipment should inform the Property Custodian (property@math.uh.edu) at the time the order is made so that arrangements can be made for the efficient tagging of the items upon receipt and before use.  The email should include a one-line description of the purchased controlled/capital item, the quantity, the person requesting the item, and the method of purchase.

Upon receipt of the property, the Custodian should have first access to the equipment (the purchaser should bring the item to the Property Custodian before use). 

The Custodian should then tag with a Temp Tag each controlled or capital asset and appropriately complete the Asset Tagging Form with as much information as possible to identify the appropriate item when the numbered tag arrives from Property Management.  At least the make, model, serial number, and location where it will be housed should be listed within the Asset Description.  Asset Tagging Forms for Temp Tags should not be submitted to property management, but should be retained by the Property Custodian until the tag is received.  Note that with the Early Tagging Initiative, the Asset Tagging Form will begin completely blank. 

When the asset will be checked out for use off-campus, the Equipment Checkout Procedures should be followed.  The Tag # on the form should be listed as "Temp."  When the numbered tag for the asset arrives, the Property Custodian will inform the employee with authority to remove the equipment from campus to return with the property for numbered tagging.  Once the temp tag has been replaced with the numbered tag, theRequest for Authority to Remove Equipment from Campus form should be modified, now using the true tag number, and a copy should be resubmitted to Property Management.

Tagging Assets with Numbered Tags

Follow the instructions on this sample Asset Tagging Form upon receiving the numbered tag and tagging form from Property Management.  The tagging form should be submitted to Property Management, requesting confirmation of receipt.

Monthly Verification of Tagging

For all tagged items, monthly a review of recently-tagged items in PeopleSoft Asset Management should be conducted to ensure that correct modifications/entries have been made the system.