REQUEST FOR AUTHORIZATION TO USE UNIVERSITY TANGIBLE PROPERTY AT A NON-UNIVERSITY LOCATION

Table of Contents:

• Purpose
• General Information
  • Use of Form REQUIRED if:
  • Use of Form NOT REQUIRED, but Recommended if:
• Exhibit and Instructions
• Form Requirements
  • Accessing GURU Forms
    • Web-based Documents:
    • Converting Web-based Documents to PDF Documents:
  • Exceptions:
    • Combining PDF Documents:
  • Applying Digital IDs to PDFs (general instructions)
  • Applying Digital IDs When Document Contains Multiple Signatures
  • Clearing Fill-and-Print Form Field Entries
• Number of Copies and Ultimate Distribution
• Where To Send Completed Forms
• Contact Information
• Cross References

---

Purpose:

Occasionally, in the performance of job duties, faculty or staff members may need to use University property at their homes or at another off-campus location. Each piece of property taken off campus must have either a PSU identification number (Property Inventory Tag) affixed to the capital property or the serial numbers documented by the department for non-capital property. Policy FN14 Use of University Tangible Non-Capital Property, Capital Property, Supplies, and University Services requires all tangible property (capital and non-capital) owned, leased, or operated by the University are to be used in the conduct of University programs and activities and may not be used for personal gain by an employee for purposes outside the scope of their employment. This includes tangible capital and non-capital property under the control and responsibility of the University as assigned by various contractual agreements, governmental, and otherwise.

General Information:

The Request for Authorization to Use University Tangible Property at Non-University Locations form must be completed by the employee, receive the documented recommendation of their supervisor, and authorization granted by the Business Area Budget Executive before property is relocated to an off-campus location for the purpose of conducting University business. See Procedure CR2019 Accounting for Capital and Non-Capital Property (Equipment and Facilities) for complete details, including definitions.

Any property containing the following Property Inventory tag types must be reported to Property Inventory before relocation may occur:

• Government-Owned - United States Government-owned property is tagged with a black and white bar-coded fabric tag with "PENN STATE-GOVT" printed in red font
• Sponsor-Owned - Sponsor-owned property is tagged with a black and white bar-coded fabric tag with "PENN STATE-SPONSOR" printed in yellow font
• 2 D UII - Department of Defense item unique identified tag

Use of form is REQUIRED if:

• Federal Government-owned tangible property is relocated no matter the length of time and no matter the location. If government-owned property is moved it MUST be reported.
  (NOTE: If remote location is outside the Continental United States (OCONUS) contact Property Inventory and Export Compliance before relocating property.)
  • Original copy is maintained in the department
  • the second copy is given to the employee
  • the third copy is forwarded to Property Inventory at the beginning of the transfer period by emailing CCOpropertyInv@psu.edu
  • the "returned" section of the fourth copy is completed when the tangible property is/are returned and forwarded to Property Inventory


• Using University tangible property (capital and non-capital) while working remotely for more than 30 days
  (NOTE: If remote location is outside the Continental United States (OCONUS) contact Property Inventory and Export Compliance before relocating University property.)
  • Original copy is maintained in the department
  • the second copy is given to the employee
  • the third copy is forwarded to Property Inventory at the beginning of the transfer period by emailing CCOpropertyInv@psu.edu
  • the "returned" section of the fourth copy is completed when the tangible property is/are returned and forwarded to Property Inventory


• Using University tangible property at Non-University location when the tangible property contains a Property Inventory tag and the transfer will be for a period of 30 days or more
  • Original copy is maintained in the department
  • the second copy is given to the employee
  • the third copy is forwarded to Property Inventory at the beginning of the transfer period by emailing CCOpropertyInv@psu.edu
  • the "returned" section of the fourth copy is completed when the tangible property is/are returned and forwarded to Property Inventory


• Using University tangible property when traveling Outside the Continental United States (OCONUS) (whether for personal travel or University travel) with University tangible capital property containing a Property Inventory tag (no matter the length of time)
  • Original copy is maintained in the department
  • the second copy is given to the employee
  • the third copy is forwarded to Property Inventory at the beginning of the transfer period by emailing CCOpropertyInv@psu.edu
  • the "returned section of the fourth copy is completed when the tangible property is/are returned and forwarded to Property Inventory

Please review Policies AD89 University Export Compliance, AD95 Information Assurance and IT Security, AD96 Acceptable Use of University Information Resources, TR01 Travel Requirements for Destinations Outside the Continental United States, and Procedure TR2010 Outside the Continental United States Travel Requirements before traveling with University issued tangible property.

Use of form NOT REQUIRED, but recommended, if:

• University-owned property is being relocated between University buildings within the same campus for less than 30 days for research collaboration
  • Original copy would be maintained in the originating department
  • Property Inventory does not need to be notified


• University-owned property is being transported for relocation to another University location for less than 30 days
• Original copy would be maintained in the originating department
• Property Inventory does not need to be notified


• University-owned property (capital and non-capital) is being relocated while working remotely for less than 30 days
• Original copy would be maintained in the originating department
• Property Inventory does not need to be notified if less than 30 days
• However, if the situation extends beyond 30 days, an Asset Transfer and Retirement form must be processed in SIMBA


• University-owned tangible property is being used in response to an emergency situation risking life or property for less than 30 day
• Original copy would be maintained in the originating department
• Property Inventory does not need to be notified if less than 30 days
• However, if the situation extends beyond 30 days, an Asset Transfer and Retirement form must be processed in SIMBA

If a department wishes to have a "Property of Penn State University" identification label affixed to items not possessing a Property Inventory tag, contact Property Inventory. This label is different than the metal tag assigned to capital property by Property Inventory.

The employee is responsible for returning all tangible property in good condition. In view of this, it would benefit all parties in this transfer to note any defect and/or marks of damage with the tangible property prior to its transfer to the non-University location.

The originating department is responsible for following up on outstanding tangible property and securing their return; as well as timely notification to Property Inventory regarding any University tagged tangible property not returned. University Police and Public Safety should be notified if the non-tagged tangible property are not returned.

NOTE: This form does not have to be completed for University property taken home overnight or over a weekend; however, if the property is government-owed property, the form must be completed each and every time the property is moved.

Exhibit and Instructions:

This form has fill-and-print form fields and digital ID (signature) fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions. See Converting Web-based Document to PDF Documents for details. See Applying Digital IDs on PDFs for instructions on adding signatures

For step-by-step instructions on completing the Request to use Tangible Property at Non-University Locations, click on the referenced document link below:

Request for Authorization to Use University Tangible Property at a Non-University Location Exhibit

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected.

Accessing GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see exceptions below), it will be necessary to convert these web-based documents to PDF documents (see Converting to PDF documents section).

Converting Web-based Documents to PDF Documents:

There are two (2) options available to download forms:

Option 1 - To create a PDF for this document:

• Click the download icon located in the upper right-hand corner of the web-page
• Select a location to save the document where you will be able to locate the document
• Click Save
• Open the document from the saved location

Option 2 - To change system settings to always open documents with Adobe:

• Click the download icon located in the upper right-hand corner of the web-page
• Select a location to save the document where you will be able to locate the document
• Click Save
• The file will appear in the bottom left-hand corner of your browser window. Click the small up arrow to the right of the file name
• Click the "Always open with system viewer" option
• The form now opens as a PDF and can be completed
• All PDF files will now open in a separate window in Adobe

Exceptions:

Combining PDF Documents:

There may be times when it is necessary to combine multiple pdf documents into a single document for submission. In those instances, complete the following steps:

• Click on the appropriate form in GURU
• Complete the fill-and-print boxes on the web-based form
• Click the printer icon located in the upper right-hand corner of the screen
• Change Destination to Microsoft Print to PDF using the drop-down arrow
• Click Print at the bottom of that panel
• Enter a file name in the box at the bottom of the pop-up window and be sure to select a location where you will be able to relocate the document
• Click Save

Repeat this process for each document that will be combined

• Now, open one of the completed pdf documents and on the far right select combine files
• Click Add Files and select the files to be combined
• Click Combine

Applying Digital ID's on PDF's (general instructions):

This form has the Digital ID (applying an electronic signature to the document) process enabled.

NOTE: Once a digital ID has been applied to a document, it is considered an "approved" document and it is not possible to make any revisions to the form. DO NOT apply any digital IDs until the document has been completed and is ready to be approved.

Complete all fill-and-print form fields before completing the signature process:

1. Download the Request for Authorization to Use University Tangible Property at Non-University Locations Form
2. Complete all fill-and-print fields
3. Once the form is complete, click in the signature form field and either:
   • select your digital ID and click continue, or
   • create your digital ID, select your digital ID, and click continue
4. Review the information in the appearance box and click sign
5. You will be required to save a copy of the document (the digital signature is not applied until the form is saved)
   • The file name will contain the name "request-to-use-tangible-property-non-university-location-form" in the file name field, add a dash and the Business Area number (no spaces (i.e.,-1234) to the end of the file name (i.e., request-to-use-tangible-property-non-university-location-form-1234)
   • choose a location to save the file where you will be able to locate it again
   • click Save
6. Close the form version appearing on your screen
7. Open the version saved in the previous step
8. Verify that the digital ID appears on the document
9. Close the document

Applying Digital IDs When Document Contains Multiple Signatures:

The Request for Authorization to Use University Tangible Property at Non-University Locations Form requires multiple signatures. Please complete the following process for obtaining those signatures:

• The employee completes and saves the form using the naming convention defined above
• The employee sends an email, with the above referenced document as an attachment, to their supervisor for approval
• The supervisor opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and the saving the document again (do not change the name)
• The supervisor sends an email, with the above referenced document as an attachment, to the budget executive for approval
• The budget executive opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and saving the document again (do not change the name)
  • If the request is for less than 30 days
  • The budget executive sends an email to the originating employee and attaches a copy of the completed form
  • The budget executive also retains the completed document
  • If the request is for more than 30 days or if the request is to relocate University tangible property Outside the Continental United States (no matter the length of time)
    • The budget executive sends an email, with the above referenced document as an attachment, to Property Inventory
    • Property Inventory opens the document, reviews the document, and applies the "off-campus" form number to the document and saves the document with the off-campus form number added to the file name as a unique identified
      • The file name will contain the name "request-to-use-tangible-property-non-university-location-form-1234" in the file name field, add a dash and the "off-campus" form number (no spaces (i.e.,-1234) to the end of the file name (i.e., request-to-use-tangible-property-non-university-location-form-1234-12345)
      • Choose a location to save the file where you will be able to locate it again
      • click Save
    • Property Inventory sends an email to the originating employee and attaches a copy of the completed form
    • Property Inventory also retains the completed document
• If the request is to relocate Government-Owned tangible property (no matter the length of time or the relocation area)
  • The budget executive sends an email, with the above referenced document as an attachment, to Property Inventory
  • Property Inventory opens the document, reviews the document, and applies the "off-campus" form number to the document and saves the document with the off-campus form number added to the file name as a unique identified
    • The file name will contain the name "request-to-use-tangible-property-non-university-location-form-1234" in the file name field, add a dash and the "off-campus" form number (no spaces (i.e.,-1234) to the end of the file name (i.e., request-to-use-tangible-property-non-university-location-form-1234-12345)
    • Choose a location to save the file where you will be able to locate it again
    • click Save
  • Property Inventory sends an email to the originating employee and attaches a copy of the completed form
  • Property Inventory also retains the completed document

Clearing Fill-and-Print Form Field Entries

This form has the "Clear Form" bookmarks enabled. To clear all form field entires:

• If left-hand column is not displayed when the document is opened, click the small arrow located at about the mid-point of the left-hand side of screen to reveal the column
• Click "Bookmarks" (looks like a ribbon)
• Click "Clear Form"

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form Request.

Number of Copies and Ultimate Distribution:

Where to Send Completed Forms:

Property Inventory documents must be emailed to CCOpropertyInv@psu.edu

Contact Information:

For questions, additional detail, or to request changes to this form, contact Property Inventory.

Cross References:

• Policy AD89 University Export Compliance
• Policy AD95 Information Assurance and IT Security
• Policy AD96 Acceptable Use of University Information Resources
• Policy FN14 Use of University Tangible Non-Capital Property, Capital Property, Supplies and University Services
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility
• Procedure CR2019 Accounting for Capital and Non-Capital Property (Equipment and Facilities)

---