Decalled Property

Congratulations, you're the computer geek. That means you get to do the property paperwork. >8^)

Now, you could leave it to the staff who is normally responsible, but they'll just come ask you about it since the only stuff which ever moves and/or shows up as missing is the electronics. Therefore, here are some notes on how to cope with property stuff.

The folks at Finance and Accounting, University Property Services are very reasonable if you follow a few simple rules.

1. All property must be scanned or otherwise accounted for annually.
2. Items which are at someone's home need an Off-Campus Property Certification form each year.
3. Items which go elsewhere on campus need a Report of Transfer form.
4. Items which have decals and need to be banished to the dump need a Report of Survey form.
5. Items without decals which need to be banished to the dump may be included on a Report of Survey form and listed as NOI (not on inventory).
6. Never cover for a loss with a survey for cannibalization. They will know, and you'll be marked as suspect forever.
7. Make sure trade-ins and upgrades are accounted for properly, especially if the serial number changes.
8. Get everyone's signature, and make photocopies before sending the forms on to Property Services.
9. Keep a running list of what you have and where it is with extra annotations which are meaningful enough to help you find missing property.
10. Get incorrect discription and property-unique fields changed so you can find things when they're listed as missing. The twelve SPARCStation-10's listed as IPXes will haunt you, otherwise.

When the annual scanning time comes around, lead the scanner to each item in each room, using the annotated list of property you keep. Make sure they scan the laptops under the desks and the items in the attic (room# 401, sometimes scanned as room# 323 -- the "Jeffries tube" closet). If you miss something, they'll just have to come back and scan it later.

To start the list of property, you can download the current list of items belonging to any organization code beginning with 1623. Our primary org. code is 1623001. Try to keep as much of the CLAS-Stat equipment in that org code as possible. Other org. codes are for various grant accounts including POG/COG, IFAS-Stat and Biostat.

To download property information go to the Property Inventory Management System (PIMS) page. You can search for all or missing inventory by entering an org code or partial org code in the top box. In the next box, you can search for decals, locations using the formats below.

This is the contact information for Property Services:
Elmore Hall (left at reception desk, near the back in the middle)
P.O. Box 115300 CAMPUS
Central Property: 392-2556
Surplus Property: 392-0370

• Randy Staples rstaple@ufl.edu Accounting Coordinator
• Judy Dees jdees@ufl.edu CLAS property (except Chem)
• Bill Hedges whedges@ufl.edu Warehouse Supervisor

Most of your dealings will be with the CLAS property person, currently Judy Dees. She handles new decals, annual scanning, description changes, the various forms, and replacement decals for unscannably damaged decal stickers.

Last modified: Mon Oct 9 13:17:34 EDT 2000