Accountable Equipment

Asset Custodian’s Responsibilities

Accountable equipment or furniture with an acquisition cost of $1,000 or greater is governed by rules and regulations established by the Florida Statutes (Chapter 274), Rules of the Auditor General (Chapter 10.400), and the college’s Board of Trustees (BOT) Rules and Procedures (6Hx23-5.13). Accountable equipment is assigned a BOT tag number and included in the college’s annual inventory. Detailed expectations of an asset custodian are outlined in the SPC Board of Trustees rule 6Hx23-5.13 – Property Records and procedure P6Hx23-5.13 – Accountable Equipment.

To maintain compliance with the above rules and regulations, the asset custodian, or his/her staff shall complete the proper form to communicate any changes in the condition, location, ownership and status of an accountable item and forward to the Asset Management Department. Following this cover page are general information and sample forms regarding custodianship of a new asset; change of custodianship; equipment moves; surplus equipment and trade-ins.

If you still are unsure of the process or forms after reviewing the attachments, or have a general question concerning assets, please contact Asset Management for guidance.

Thank you.

NEW Accountable Equipment

1) When new equipment is received by the department, the custodian of record must verify the information on the New Accountable Equipment form to be accurate, sign off as custodian (this will hold the individual accountable for the equipment) and forward the form to the Asset Management Department at the EpiCenter Services Building. The prepared form and corresponding item(s) will be delivered to the custodian via the site Shipping and Receiving department or Telecommunications.

(SAMPLE)

BUSINESS SERVICES

ASSET MANAGEMENT

NEW ACCOUNTABLE EQUIPMENT

Staff Assistant’s: Diane White Site: SP/G

Shipping & Receiving Assistant’s Name: Steven Smith Date Received: 09/16/05

Receiver #: 65523

PO #

Vendor Name

/ Dept Name / Bldg. & Room # / Description /

Make

/ Model # / Serial # / DBT#
47562 / Discount School Supply / Social Science / SA 309 / Laminating Machine / Educator / PRM229 / ED-25-17182 / 31894

The above equipment was delivered to my department at the above location and I acknowledge receipt and accountability for this equipment.

______

(Budget Supervisor’s Name and Signature) Date

______

(Budget Supervisor’s Department #)

2) Notify Purchasing immediately if you receive new equipment that is not functioning properly. Departments should work directly with Purchasing to return defective items to the vendor or manufacturer. Asset Management and Accounts Payable also should be notified about the return of any accountable item.

3) Safeguard equipment under your ownership. If an item under your custodianship isn’t located during the college’s annual inventory process, you will be expected to locate the item so it can be accounted for. Unless an item is stolen or donated via approved College procedures it cannot be removed from the Asset Management records until its' been unreconciled (missing) for three consecutive inventories. The department must provide documentation that an effort was made to locate the item during all inventories. This documentation should include emails, memos between departments and/or hand written notes stating who looked for the item and where. The State of Florida’s Chief Financial Officer, the Auditor General’s Office and Florida Statutes establish these guidelines. On June 30th of the on-going fiscal inventory, all asset custodians need to print and sign their final missing inventory list. The signed original and back up documents collected during the current inventory period for missing items will be sent to Asset Management for our files. As the fiscal inventory progresses Asset Management will review previously unreconciled assets to determine eligibility for write-off during a fiscal year. Items that meet the criteria will be taken to the BOT by Asset Management for permission to remove them from inventory.

4) Notify Asset Management if a BOT tag is missing or removed so a new tag can be supplied.

CHANGE CUSTODIANSHIP of Accountable Equipment

1) Notify Asset Management when custodianship of equipment within departments has been changed on a permanent basis. The Move Request form on the Business Services / Asset Management forms website is used to transfer responsibility from one departmental custodian to another. Both custodians must sign the form. Forward signed form to Asset Management.

(SAMPLE)

Physically MOVE Accountable Equipment

1) Complete a Move Request form to have items physically moved from one location to another. Forward signed form to Asset Management.

2) Assets will forward the approved request to the appropriate department. Upon completion, the form is returned to Asset Management to update the PeopleSoft record.

(SAMPLE) (*) completed by move crew

SURPLUS of College Property

1) Complete a Request for Relief from Property Accountability (RPA) form to surplus ALL college property, including items costing less than $1,000 and computers or computer-related equipment below the current college standard. Forward the signed form to Asset Management at the EpiCenter Services Building. Asset Management will send the approved RPA to Moving and Warehouse Services. A separate Move Request form isn’t necessary as the RPA will generate the move and update custodianship of items on the form to the Tarpon Springs warehouse manager.

2) If sending a computer to surplus, a TRS must first clean the hard drive and initial the RPA. Asset Management will return the RPA if this step is omitted.

3) Once complete, Moving and Warehouse Services will return the RPA to Asset Management to transfer custodianship of the asset(s) to the warehouse staff.

(SAMPLE)

ST. PETERSBURG COLLEGE

RELIEF OF PROPERTY ACCOUNTABILITY (RPA)

FOR SURPLUS ITEMS ONLY

DATE: 11/05/05 MOVE #: ______

(Facilities Use Only)

DATE MOVE DESIRED: 11/20/05 .

(Every attempt will be made to complete this move within a 2 week time period.)

PURPOSE: To authorize Facilities Moving Services to move equipment/furniture with property tags or non-property tagged items to the surplus

warehouse and/or to relieve Budget Supervisor of ownership for surplus equipment, lost, stolen, traded in or returned to vendor... (For

information see BOT Procedures P6Hx23-5.13 or call Asset Management at ext 5295.)

Note:

1) If equipment consists of computers the systems hard drives must be cleaned before submitting an RPA form; contact site campus TRS to get this done. Computers will not be picked up and moved to the surplus warehouse until hard drives have been cleaned and this form has been signed by the TRS.

2) This form must be filled out in its entirety and all signatures obtained before the move can take place.

3) No Move Request form is required; the RPA acts as a Move Request and will generate the move.

(ALL INFORMATION REQUESTED BELOW IS REQUIRED FOR EACH ITEM. IF NO PROPERTY TAG NUMBER, ENTER THE METAL TAG NUMBER IF APPLICABLE.)

Move Crew

Use Only

√ / BOT Tag # / QTY. / DESCRIPTION OF PROPERTY / CURRENT LOCATION (Site/Bldg./Room #) / REASON FOR REQUEST
(Obsolete, Broken,
Traded-In, Stolen, etc,) / GENERAL CONDITION
(Good, Fair, Poor) / TRS Use Only
Date Cleaned
TRS Initials
14854 / 1 / Computer / Epi Services 221 / Obsolete / Fair / 11/07/05 TRS
00458 / 1 / Desk / Epi Services 220 / Broken / Poor
25 / Chairs / Epi Services 220 / No longer needed / Fair

Stolen Equipment: Please attach an Incident Report and a Police Report to this completed form.

Karen Reynolds 3234 ______10-16330500-01000 APPROVED______

Contact Person Extension Budget Supervisor’s Signature Department Name/Site Provost or Vice President Signature

Facilities Moving Services Only

Move Complete on ______.
(Month/Day/ Year)
By______(Name of Individual (s))

Forward completed form to Asset Management/Epi Services

Business Services/Asset Management Form

TRADE-IN of College Property

1) A Request for Relief from Property Accountability (RPA) form must be completed and sent to Asset Management for college property valued at $1000 or more traded-in on a purchase order. A copy of the PO containing the traded asset information must accompany the RPA when sent to Asset Management.

2) Asset Management will verify trade-in of the BOT item and retire it from the system.

(SAMPLE)

ST. PETERSBURG COLLEGE

RELIEF OF PROPERTY ACCOUNTABILITY (RPA)

FOR SURPLUS ITEMS ONLY

DATE: 11/05/05 MOVE #: ______

(Facilities Use Only)

DATE MOVE DESIRED: 11/20/05 .

(Every attempt will be made to complete this move within a 2 week time period.)

PURPOSE: To authorize Facilities Moving Services to move equipment/furniture with property tags or non-property tagged items to the surplus

warehouse and/or to relieve Budget Supervisor of ownership for surplus equipment, lost, stolen, traded in or returned to vendor... (For

information see BOT Procedures P6Hx23-5.13 or call Asset Management at X5294.)

Note:

2) This form must be filled out in its entirety and all signatures obtained before the move can take place.

3) No Move Request form is required; the RPA acts as a Move Request and will generate the move.

(ALL INFORMATION REQUESTED BELOW IS REQUIRED FOR EACH ITEM. IF NO PROPERTY TAG NUMBER, ENTER THE METAL TAG NUMBER IF APPLICABLE.)

Move Crew Use Only

√ / Where Property
Tag # / QTY. / DESCRIPTION OF PROPERTY / CURRENT LOCATION (Site/Bldg./Room #) / REASON FOR REQUEST
(Obsolete, Broken, Traded-In, Stolen, etc,) / GENERAL CONDITION (Good, Fair, Poor) / TRS Use Only
Date Cleaned
TSS Initials
05001 / 1 / Pargo Eagle Cart / SP-SH615 / Traded In on PO 61021 / Poor
See attached back up documentation

Stolen Equipment: Please attach an Incident Report and a Police Report to this completed form.

Karen Reynolds 3234 ______10-16330500-01000 APPROVED ______

Contact Person Extension Budget Supervisor’s Signature Department Name/Site Provost or Vice President Signature

Facilities Moving Services Only

Move Complete on ______.
(Month/Day/ Year)
By______(Name of Individual (s))

Forward completed form to Asset Management/Epi Services

Business Services/Asset Management Form

Sample Back up Documents for Trade-In

Karen Reynolds Asset Management Darlene Fuller

Epi Center – Service Building

727- 341-3234 727-712-5295

Revised 08/31/2010, PAGE 1