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Asset Management Checkout Form FAQs

Why is the Asset Management online checkout form needed?

Per the established Asset Management Procedures on the UNF Controller's website, prior to the removal of equipment for off campus business use, an online checkout form must be completed.
Where can I find the Asset Management online checkout form?

Access myWings portal and click the Workday tile. Use the search function to "Create Request". Select business asset check-out/check-in and click "OK". Complete the form for yourself or on behalf of a colleague.
How do I determine the equipment that has been checked out by our staff?

Navigate to Workday and type Find Assets in the search bar. Click Find Assets under Tasks and Report. To find an asset, fill in the Spend Category and Coordinating Cost Center - Department. Click OK.
If I have an employee who is leaving UNF and has equipment checked out, when should the equipment be returned?

The equipment must be returned before the employee's last day of employment. If arrangements have been made to extend the use of the equipment beyond the last day of employment, the extended use must be for the benefit and business purposes of the university. The Asset Management Office must be advised of the arrangement in advance, in writing. Approval of the arrangement from the department Chair or Director must be obtained. An agreeable deadline will need to be communicated with the user for the proper and timely return of the equipment. Departments are not to deviate from this. Departments are to advise the Asset Management Office of the equipment return deadline prior to the agreement.
What if the return date needs to be extended?

Approval for the extension must be obtained from the Asset Management Office and department Chair or Director. The current online checkout form will need to be submitted for closure and a renewal form processed.
What if the user fails to return the equipment by the deadline date?

It is the sole responsibility of the issuing department to ensure the safe return of the equipment. Communicate with the user by email or phone, asking when they plan to return the equipment. Please let Asset Management and Payroll know of this communication. We will then advise you on the next steps that will be taken. Unreturned property is governed by the university's Employee Debt Collection regulations 6.0140R.
Is there a checklist available online to use as a guide?

Yes, this form is available in the myWings portal, Employee Resources tile. Once you click on the tile, go to Employee Forms, then Human Resources. Click the Human Resources Forms (website). Under Employment title, click the Employee Exit Checklist link.

If I have an employee who is leaving UNF and has equipment checked out, when should the equipment be returned?

The equipment must be returned before the employee's last day of employment. If arrangements have been made to extend the use of the equipment beyond the last day of employment, the extended use must be for the benefit and business purposes of the university. The Asset Management Office must be advised of the arrangement in advance, in writing. Approval of the arrangement from the department Chair or Director must be obtained. An agreeable deadline will need to be communicated with the user for the proper and timely return of the equipment. Departments are not to deviate from this. Departments are to advise the Asset Management Office of the equipment return deadline prior to the agreement.