Administration and Finance

Tip of the Week - June 11, 2007

Checking out property

The Property Department of the Controller's Office would like to take this opportunity to remind University departments that prior to allowing a University employee to take property off campus that an approved property check out form must be on file with the Property Department. Please remember that property may only be checked out by University employees and that students are not authorized to check out or take University property off campus at any time.

While these rules apply to all University property, ensuring that capitalized property, such as laptop computers are properly checked out will assist departments in maintaining an accurate inventory during the inventory and reconciliation process. The proper documentation of equipment by the check out form will also prevent other issues such, as having to file a police report should the property not be located or returned by an employee due to the unauthorized use of equipment.

Procedures for Checking Out Equipment:

Checkout Form:
1. To authorize current employees to use or carry tangible property, such as laptop computers, off campus.
  1. A copy of the form must accompany the property at all times.
  2. An employee may checkout property where authorized and there is a specific benefit to the University for up to 30 days with departmental head approval.
  3. An employee may checkout property for longer than 30 days where authorized and where there is a specific benefit to the University for up to 12 months with departmental head and the Division Vice President approval.
  4. Checkout forms are required to be renewed by the end of each checkout period or no later than June 30th of each fiscal year, where authorized by the appropriate signatures for the given period if the checkout is to continue.
Please use the following link to obtain the check out form:
http://www.unf.edu/dept/controller/property/forms/UNFCKOut.pdf
Forms Completion Information:
1. Are available on the Controller's Office webpage.
2. The forms are all interactive and may be completed on-line and saved to your computer file or printed and completed by hand.
3. Forms must have all the proper signatures before they are submitted.
4. Submit all original forms to the Property Department in Controller's Office.
5. Departments must maintain a copy of the forms.

If you have any questions regarding this Tip of the Week information or need any information regarding the inventory process, please contact any of the following individuals in the Property Department: James Mousa at extension 2779, Jean Glasgow at extension 2707, or Furman Reese at extension 2737.

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