REQUEST FOR AUTHORIZATION TO USE UNIVERSITY TANGIBLE PROPERTY AT NON-UNIVERSITY LOCATION
Systems and Procedures
A Division of The Corporate Controller's Office
IN
Last Revision: 07/11/2022

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

Table of Contents:


Use of Google Chrome Required:

NOTE: Google Chrome MUST be used to access the GURU website and for completing and/or downloading fill-and-print forms. Firefox, Internet Explorer, and/or Microsoft Edge browsers do not support all features required for PDF fill-and-print functionality. Substitutes for an approved University official form (created using a different browser or scanned copies) will be returned with the request to use the Chrome version of the form.

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:

Use of form is REQUIRED if:

Use of form NOT REQUIRED, but recommended, if:

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 Corporate Controller). 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:

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

Repeat this process for each document that will be combined

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:

Clearing Fill-and-Print Form Field Entries

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

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

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Request for Authorization to use University Tangible Property at Non-University Locations
Document Type: Ultimate Distribution: Retention Periods: Disposition Method:
Original Electronic Originating Department - if less than 30 days

Property Inventory -
  • if University property is relocated for 30 days or more
  • if government-owned property is relocated, no matter the length of time or where relocated
  • if University property or government-owned tangible property is being transferred Outside of the Continental United States
While property relocated and then end of fiscal year +7 after return Delete electronic document and empty recycle bin
1st Copy Paper or Electronic Employee (Out) - - - - - - - - - -
2nd Copy Paper or Electronic Employee (In) - - - - - - - - - -

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: