Commonly Used Forms & Instructions

Commonly Used Forms & Instructions

 

Below numbered 1-6 you will find the following:


1. Property Authorization Signature Card
2. Property Transfer Form 
3. Property Destruction Authorization & Certification
4. Property Disposal Authorization 
5. Report of Stolen or Unlocated Property
6. Authorization for Off Campus Use of Equipment

 

1. Property Authorization Signature Card

Link: Coming Soon

Each department must designate one Primary Property Custodian, identified using Authorization Code 2. This individual serves as the main point of contact with the UAA Campus Property Coordinator for all inventory-related matters. Primary Property Custodian Responsibilities:

  • Maintain inventory in the Scan and Validate system.
  • Coordinate and oversee the department鈥檚 inventory process.
  • Submit Unlocated Forms to the Campus Property Coordinator for any stolen or missing equipment.
  • Ensure approval and submission of Transfer, Disposal, and Destruction Authorization forms for department assets throughout the year.
  • Submit the Certificate of Completion once the inventory is finalized.
  • Departments may also designate additional staff to assist with inventories.
    These individuals should be assigned Authorization Code 3.

2. Property Transfer Form

Link:

Instructions: Use this form to report property transfers to the campus property coordinator. Forms missing required information or authorized signatures will be returned for completion.

  1. Enter all item details exactly as they appear in the property form. If any information is incorrect, provide the correct details and note the discrepancy.
  2. Transfer information must be completed by both the transferring department (transferor) and the receiving department (transferee).
  3. The form must be signed by the director or department head responsible for the property. Both the transferor and transferee must sign the transfer section.
  4. Submit the completed form to the campus property coordinator for processing.

3. Property Destruction Authorization & Certification

Link:

Instructions: This form is required to obtain authorization from the Chief Procurement Officer or authorized designee for all items proposed for scrapping. It also serves as notification to property coordinators to update the property records after final disposition. The list must include all descriptive information requested on the form.

  1. The departmental property custodian completes the top section of the form and lists all items to be scrapped. Method used should either be 鈥渆-Recycle鈥� or 鈥淟andfill鈥�. For larger quantities, an attached list may be included, provided it contains all required information listed on the form.
  2. The Director or Department Head reviews, approves, signs, and dates the form in the top section.
  3. The departmental property custodian will then forward the form to the Chief Procurement Officer or authorized designee for approval signature (Kim Stanford).
  4. Once authorization is granted (or denied), the form is returned to the departmental property custodian.
  5. At the time of disposal, the form must be signed by the University representative conducting the disposal. For controlled or sensitive property, a second University representative must also sign as a witness.
  6. Return the completed form to your campus property coordinator, who will update the property records accordingly.

4. Property Disposal Authorization

Link: 

Instructions: 

University departments may not sell or otherwise dispose of university-owned property or supplies without prior written authorization from the Chief Procurement Officer or authorized designee (Kim Stanford). This written authorization ensures the disposal method is appropriate and compliant with university regulations and the state procurement code.

This form must be used to obtain authorization from the Chief Procurement Officer or authorized designee for any property disposal involving sale outside the university system. It also serves as notification to property coordinators to update the property records after final disposition.

For large quantities of items being disposed of using the same method, the form may be submitted with an attached list that includes all descriptive information requested on the face of the form.

  1. Enter all descriptive information for the item exactly as it appears in the property module. If any information is incorrect, provide the correct details and note the discrepancy.
  2. Indicate 鈥測es鈥� or 鈥渘o鈥� to whether the equipment was acquired by donation within the last two years. If yes, the responsible department must file IRS Form 8282 and submit it to the Statewide Fund Accounting Office to document that the donated equipment is no longer in use and is now surplus.
  3. Indicate 鈥測es鈥� or 鈥渘o鈥� regarding federal funding and ownership. If the property is federally owned, contact OSP to determine any required disposal authorization steps that must be completed before disposal.
  4. Note the current condition of the property.
  5. Indicate the method used to offer the property to other university departments.
  6. Enter the proposed date and method of disposal.
  7. The form must be signed by the director or department head responsible for the equipment.
  8. Forms missing required information or signatures will be returned for completion.
  9. Once completed by your department send the form to the Chief Procurement Officer or authorized designee (Kim Stanford) for approval.
  10. Once authorization is granted (or denied), the form will be returned to the departmental property coordinator.
  11. After the sale is finalized and the final disposition is known, complete the "Final Disposition" section.
  12. Submit the completed form to the campus property coordinator, who will update the property records and dispose of the asset.

5. Report of Stolen or Unlocated Property

Link: 

Instructions: 

Use this form to report stolen or unlocated property to the campus property coordinator. Any equipment not found during a scanned physical inventory is classified as unlocated, and the responsible department is required to complete an Unlocated Property Report.

  1. Enter all descriptive information for the item exactly as it appears on the property inventory.
  2. Indicate 鈥測es鈥� or 鈥渘o鈥� regarding federal funding and ownership. If the property is federally owned, attach a copy of the notification submitted to the sponsoring agency.
  3. Complete all applicable fields and attach supporting documentation if required.
  4. Forms missing required information will be returned for completion.
  5. The form must be signed by the director or department head responsible for the property. Forms without signatures will be returned. Submit the completed form to your campus property coordinator. The signing department head and property custodian cannot be the same person on this form.

6. Authorization for Off Campus Use of Equipment

Link:

Instructions: This form must be completed for each item of property that is removed from campus. Complete all requested information and obtain an authorization signature. The original form will be retained by the employee removing the property. Copies will be retained by the person authorizing the form and by the office where the property is normally kept. Equipment removed off campus designated facilities by an employee without property authorization on file may be held liable for damage or theft of University equipment.