REQUEST FOR AUTHORIZATION TO USE UNIVERSITY TANGIBLE ASSETS AT A NON-UNIVERSITY LOCATION
Table of Contents:
- General Information
- Exhibit and Instructions
- Form Requirements
- Number of Copies and Ultimate Distribution
- Where To Send Completed Forms
- Contact Information
- Cross References
The Request for Authorization to use University Tangible Assets at a Non-University Location form is used by a University employee to request authorization for the temporary transfer of a University tangible asset * to a non-University location for the purpose of conducting University business.
* As referred to on this form, a tangible asset is any article that is owned, leased or operated by the University that is used in the conduct of University programs and activities on University owned or leased locations. This includes tangible assets under the control and responsibility of the University as assigned by various contractual agreements, governmental and otherwise.
For the protection of the University employee, it is recommended that this form be approved,
then held at the originating department if the transfer period is more than one week. However,
it is necessary to notify Property Inventory when the tangible asset has a University
Inventory tag and the transfer is to last from thirty (30) days up to and including one year.
To notify Property Inventory, the third copy is forwarded to Property Inventory at the
beginning of the transfer period, and the fourth copy is forwarded to Property Inventory when
the tangible asset is returned.
The employee is responsible for returning all tangible assets 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 asset
to its transfer to the non-University location.
The originating department is responsible for following up on outstanding tangible assets and
securing their return; as well as timely notification to the Property Inventory Department
regarding any University tagged tangible assets not returned. (The Department of University
Safety should be notified if the tangible assets not returned do not have a University tag.)
This form is not needed if the transfer is to another University location. In that situation,
Report of Temporary Relocation of Tangible Assets
should be completed.
- See University Policy FN14 - Use of University Tangible Assets, Equipment, Supplies and Services for more information.
To view document exhibits, click on the referenced document link below:
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 Corporate Controller). See Policy FN17-Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.
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|Ultimate Distribution:||Retention Periods:|
|Original||White||Originating Department||2 years after return of tangible assets to the University or denial of request|
|1st Copy||White||Employee (Out)||- - - - -|
|2nd Copy||White||Employee (In)||- - - - -|
|3rd Copy||White||Property Inventory (Out)||Refer to Financial Record Retention Schedule|
|4th Copy||White||Property Inventory (In)||Refer to Financial Record Retention Schedule|
Note: Copies 3 and 4 are only required when the transfer period is in excess of thirty (30) days and the tangible asset has a University Inventory tag attached to it.
See above table for distribution.
For questions, additional detail, or to request changes to this form, contact Property Inventory.
- Policy AD35 - University Archives and Records Management
- Policy FN14 - Use of University Tangible Assets, Equipment, Supplies and Services
- Policy FN17-Required Use of Approved University Forms Appearing in the General University Reference Utility