Asset Management

  1. General Information
  2. Definitions
  3. Capitalization Thresholds
  4. Acquisitions
  5. Identifying
  6. Placing Decals
  7. Transferring Ownership
  8. Annual Inventory
  9. Dispositions
  10. Real Property
  11. Attractive Property
  12. UF Surplus – Reuse, Refurbish and Recycle
  13. Surplus Pick-up Requests – General
  14. Surplus Pick-up Request – Step by Step Instructions
  15. Transfer (receive) property from UF Surplus
  16. UF Property Swap Listserv – Step by Step Instructions
  17. Pre-authorized Warehouse User
  18. Auction of Surplus Property – General
  19. Donations of Surplus Property – Enrollment Information
  20. Livestock
  21. Federal Property (Contracts & Grants Capital Assets)

1. General Information

The purpose of these University of Florida Asset Management directives and procedures is to provide direction for accountability, control, and disposal of state-owned and government-owned equipment entrusted to the care of University employees.

These directives and procedures are promulgated through the following sources:

  1. Chapter 9of Board of Governors, “Property and Finance”
  2. Chapter 273of Florida Statutes, “State-Owned Tangible Personal Property”
  3. 2 CFR 200, Uniform Guidance (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards)
  4. FAR Part 45– Government Property
  5. Chapter 1013of Florida Statutes, “Educational Facilities – Part III, Planning and Construction of Educational Facilities”
  6. GASB, Basic Financial Statements – and Management’s discussion and analysis – for State and Local Governments
  7. Rule Chapter 69I-72, Department of Financial Services Division of Auditing

These directives and procedures are intended for university-wide use. It is important that the University’s policies concerning such equipment are carefully followed to ensure UF is complying with its contractual and legal obligations. However, if a department elects to institute a more restrictive practice for purposes of budgetary control, the Controller’s Office will entertain a request of this nature. All university employees are expected to comply with these directives and procedures.

Asset Management
PO Box 115300
Gainesville, FL 32611-5300
Elmore Hall Phone: (352) 392-2556
Elmore Hall Fax: (352) 392-4687
properta@admin.ufl.ed
UF Surplus
PO Box 115300
976 Elmore Dr.
Gainesville, FL 32611-5300
UF Surplus Phone: (352) 392-0370
UF Surplus Fax: (352) 392-5921
surplus-fa@ufl.edu

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2. Definitions

  1. Account – The account is a six-digit number used to classify financial activities and balances within the General Ledger. Capital asset purchases are made using accounts 780000 – 789999. When using these accounts, the expenditures must meet the capitalization threshold set by the University of Florida. The following accounts are used when purchasing capital assets:
    • 781000 – Land Purchase This account is used to record the purchase of land. The entire purchase price, which includes buildings not intended for use, is included in the value of the land. Land is not included in depreciable assets.
    • 781100 – Furniture and Equipment >4,999 This account is used to record the purchases of general equipment that is $5,000 or more per item and its normal expected life is one year or greater.
    • 782400 – Computer Software =>4,000,000 This account is used to record the purchase software that costs $4,000,000 or more per user or license. It must not have a time limited license.
    • 783200 – Modular Buildings This account is used to record the purchase modular buildings. Modular buildings are sectional prefabricated buildings that are manufactured and delivered to the customer in one or more complete modular sections. Modular buildings are considerably different from mobile homes. Examples: education or research building, prefab or modular building, prefabricated farm structures.
    • 784000 – Vehicles and Transportation >4,999 This account is used to record the purchase of vehicles and transportation that costs $5,000 or more per item. Contact Purchasing for current approved vehicles.
    • 785000 – Library Resources & Publications >250 This account is used to record the purchase of library resources and publications that costs $250 or more per item. This account is for use of the University libraries only.
    • 786000 – Property Under Capital Lease >4,999 This account is used to record the payments of property under capital lease. This account is for the use of Asset Management only.
    • 787000 – Construction – Work in Progress This account is used to record the expenditures of construction work in progress that will be capitalized. This account is for the use of Asset Management and Construction Accounting only. Click here for capitalization criteria for construction costs.
    • 788000- Depreciation This account is used for allocating the cost of a tangible asset over its useful life. This account is for the use of Asset Management only.
    • 789100 – Art and Museum Artifacts >4,999 This account is used to record the purchase of artwork and museum artifacts with a unit cost of $5,000 or more.
    • 789400 – Livestock >4,999 This account is used to record purchases of livestock or other animals that cost $5,000 or more each. The costs of raising immature animals to maturity or general care of the livestock are treated as current operating expenses.
  2. When assets are purchased, the department is responsible for recording the receipt of the asset in myPayment Solutions to document the item’s receipt for payment. Any voucher created without receiving documentation will be returned to the department. Once the voucher is approved, Asset Management records the asset in myUFL. Journal entries are generated from myUFL to capitalize the item.
  3. When an asset is capitalized, the asset costs are converted to a capital assets accounts (180000-189999). University Departments will not use these accounts directly – charges to account 787000 will be capitalized into the appropriate capital asset category at the completion of the construction project
    • 181000 – Land Represents the cost associated with the acquisition of land and land rights (easements, rights-of-way). This amount includes the purchase price and costs such as legal fees, filling or excavation costs and other costs that are incurred so land is in condition for its intended use.
    • 182000 – Buildings & Improvements represents the cost of acquisition and/or construction of permanent structures owned by the University and have met the University’s capitalization threshold. This account includes the purchase or construction price of all permanent buildings and fixtures attached to and forming a permanent part of such buildings.
    • 183000 – Furniture & Equipment represents the cost of acquisition and/or construction of furniture and equipment with a useful life meeting the University’s capitalization threshold. Examples include office equipment, dormitory furniture, classroom furniture, trucks, automobiles, etc.
    • 184000 – Infrastructure & Improvements represents permanent improvements, other than buildings, that add value to land such as fences, retaining walls, sidewalks, pavement, gutters, tunnels and bridges and have met the University’s construction threshold.
    • 185000 – Construction-Work in Progress represents the cost of construction work started but not yet completed for items that will be capitalized (these assets are not depreciated until completed and in service).
    • 186100 – Artwork Depreciable represents the cost for rare art and historic treasures intended for general display in protected environments that has met the University’s capitalization threshold.
    • 186200 – Artwork Non-Depreciable represents the cost of artwork that is not depreciable that has met the University’s capitalization threshold.
    • 186300 – Software represents the cost of software both internally developed or externally purchased that meet the University’s capitalization threshold.
    • 186400 – Livestock represents the cost of livestock purchased or donated to the University such as cattle, horses, etc that meet the University’s capitalization threshold.
    • 186900 – Other Capital Assets represents the cost of other capital assets of the University
    • 187000 – Library Resources – Depreciable represents exhaustible items used for reference or lending such as books, periodicals and microfilm that have a useful life greater than one year. Items classified in this account are capitalized, depreciated and catalogued by the University of Florida Libraries.
    • 187100 – Library Resources – Non-Depreciable represents inexhaustible items of historical or literary significance such as documents, maps, photos and original and rare books. Items classified in this account are capitalized, non-depreciating and catalogued by the University of Florida Libraries.
    • 188000 – Property Under Capital Lease represents the value of property under Capital Leases as defined in governmental accounting standards.
    • 189000 – Leasehold Improvements represents the value of improvements made to facilities under a capital lease that meets the University’s capitalization threshold.
  4. Asset Identification (Asset ID Number) – The asset identification number is a unique number which is automatically assigned to each asset by the Asset Management (AM) Subsystem in MyUFL.
  5. Attractive Property – Attractive property is tangible personal property less than $5,000. The University or the department wishes to track the property due to various reasons, including: contains sensitive data, prone to theft or loss, department is required or wishes to track the property. myAssets is the tool used to track and identify Attractive Property. Each department is  responsible  for tracking and identifying its  attractive property
  6. Cannibalizing Equipment – Cannibalizing equipment is done when the department takes apart a piece of equipment to use the parts to repair other equipment. Note: Cannibalizing equipment must not be done without prior authorization from Asset Management.
  7. Capital Assets – Capital assets, sometimes referred to as fixed assets, are resources of the university and are included on the University’s financial statements. A capital asset is long-term property that UF owns and uses in fulfilling its mission and is not expected to be consumed within one year of acquisition. The Asset Management module of myUfl contains the official property record of Capital Assets and is the data source for financial reporting for capitalized property. The Asset Management Department is responsible for managing and maintaining these property records.
  8. Capitalization Threshold – The capitalization threshold defines the criteria(s) for capitalizing University of Florida assets.
  9. Asset Category – Each capitalized Asset Account is also a unique Category for classifying assets and can also be identified by the following category codes: LAND, BUILD, F&E, INFRA, ARTD, ARTND, SOFT, LIVES, LEASE, LEHDI, LIBND, LIBR
  10. Custodian – The University President has final responsibility for all capital assets that are in possession of the University. Based on specific departments, this responsibility is delegated to the Vice Presidents, Deans, Directors or Chairpersons or a Designee. The person to whom this responsibility is assigned becomes the “Custodian” of the assets. All Custodians must be a full-time EXEMPT employee with direct knowledge of the operations of the department.
  11. Department – Department includes all Research Centers, Academic and Non-Academic Departments and Auxiliaries.
  12. Decal – Asset tag placed on capital assets, attractive property, and federal property. Printed on the decal will be a unique tag number, used to identify the item and a bar code
  13. Fabricated Equipment – Fabricated equipment includes equipment that is constructed by individuals or departments by assembling parts or basic materials purchased. The total value of all combined parts must meet the capitalization threshold for the category of equipment in which it is related.
  14. Fixed Capital Outlay (FOCO) – Includes real property (i.e. land and buildings including attachments, fixtures and fixed equipment and structures) including additions, replacements, major repairs and renovations to real property which materially extends its useful life or materially improves or changes its functional use. Includes operating outlay necessary to furnish and operate new or improved facility.
  15. Government Owned/Furnished Property – For the purpose of these directives and procedures, government owned/furnished property refers to federally owned furniture and equipment, which has been made available to the University for use on a particular contract, grant or through a specific program, title to which has remained with the federal government.
  16. List-Serve
  17. Off-site – A location not identified in the University’s space file. A complete list of University locations can be found at UF’s Space Tracking & Reporting System, STARS.
  18. Profile – The Asset Profile is a 4 digit code used to identify an asset’s useful life (Number of years an asset can be depreciated).
  19. Real Property – Real property is buildings, land, land improvements, and infrastructure. It is any property attached directly to land as well as the land itself. These items are verified annually through the space inventory and allocation system (SPIN).
  20. Disposal Request
  21. Subcontractor Acquired Property – Property provided by the University or purchased from University provided funds for the performance of a contract or grant. Title to property will vest with the University or the original federal sponsoring agency.
  22. Tag (Property or Decal) Number– The tag number is a unique number assigned to an item by Asset Management or by the Asset Management Subsystem in MyUFL. This number is printed on a paper decal that is placed on moveable equipment. Once the decal has been place, it is not to be removed by departments. Note: For assets purchased after July 1st 2004, the asset ID and the tag number will default to the same number. Asset Management will change the tag number when the asset is owned by a governmental agency or another granting agency, where the asset is software, books, buildings or infrastructure, or when a data correction is needed to a property’s master record.
  23. Title (Ownership) of Property – The University of Florida owns all property acquired with funds administered by or under the control of the University. Title to assets purchased with federal funds may reside with the granting agency during the life of the contract or grant. Once a contract or grant has expired and if the granting agency no longer has a need for the property, title will revert to the University. Assets meeting the capitalization threshold will be decaled regardless of funding source.
  24. United States Munitions List (USML) – The USML is a list of items designated as defense related by the United States federal government. Items on this list are often referred to as ITAR (International Traffic in Arms Regulation) controlled. Any equipment item on this list must be identified as ITAR controlled in UF’s property records or a Departmental list of Attractive items. In order to comply with export controls all access to an item on the USML list must be limited. As soon as an item is identified as being ITAR controlled, Division of Research Compliance and Global Support will be contacted. Division of Research Compliance and Global Support will assist the department in developing a technology control Plan (TCP) that addresses both information and physical security measures.
  25. 600 Series – The 600 series is a list of items maintained by the Department of Commerce. The 600 series items are also known as the Commerce Munitions List. These items have a military application but are considered less sensitive than items on the United States Munitions List. Any equipment item on this list must be identified as a 600 Series item in UF’s property records or a departmental list of Attractive items. As soon as an item is identified as being a 600 series item, the Division of Research Compliance and Global Support will be contacted. Division of Research Compliance and Global Support will assist the department in developing any needed security measures.

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3. Capitalization Thresholds

  1. Furniture & Equipment – Includes moveable equipment of a non-consumable nature, where the value or cost (less discounts) of the asset including freight, installation and other cost incurred to acquire the asset is $5,000 or more and the normal expected life of which is one year or more. Note: Repairs and maintenance expenses, service contracts, and extended warranties are not additions to the capital assets.
  2. Artwork – Depreciable – Includes all artwork purchased by a department (not including the Harn Museum or the University Gallery) where the value or cost of which is $5,000 or more and the normal expected life of which is one year or more.
  3. Artwork – Non-Depreciable – Includes all artwork purchased by the Harn Museum or the University Gallery ONLY where the value or cost of which is $5,000 or more and the normal expected life of which is one year or more. Note: All donated artwork is donated through the UF Foundation and reported on the Foundation’s financial statements.
  4. Software – Computer Software is treated as an intangible asset. Software includes software licenses that have a unit cost of $4,000,000 or more, the life is one year or more and does not have a time-limited license for current or future use (i.e. does not require payment or return each year).
  5. Livestock – Includes animals with a value or cost of $5,000 or more and the normal expected life is one year or more.
  6. Library Resources – Includes Library resources with a value or cost of $250 or more and having a useful life of one year or more.

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4. Acquisitions

Capital assets can be acquired by three different ways, the capital assets are purchased, donated, or loaned to the University. The following are procedures for acquiring capital assets:

Note: Departments may obtain, at no cost, any usable property from UF Surplus. Click here for additional information on obtaining items from UF Surplus

Purchase

  1. Purchasing New Capital Assets through a Purchase Requisitions – The following are procedures for purchasing capital assets through a purchase requisition, capital assets should never be purchased unencumbered through myUF Payment Solutions or purchased with a PCard:
    1. When purchasing capital assets, the purchase must meet the capitalization threshold ($5,000.00) for the type of capital asset being purchased.
    2. The “Requisition to Purchase” must reference the applicable department ID, fund, program andaccount.
    3. When purchasing tangible capital assets, the department is encouraged (whenever economically feasible) to purchase environmentally preferred products. (UF Sustainability Purchasing Directive)
    4. Upon completion of Requisition to Purchase, receipt and vouchering, the department will complete a Property Update Document in myAssets for any additional information to be added to the property record.

    Instructions on requisitioning to purchase assets can be located on the Asset Management Toolkit.

  2. Trading-in Old Capital Asset to Reduce the Purchase of New Capital Asset – The following are procedures for trading-in old asset for new assets:
    1. The department must complete the purchase requisition as instructed above.
    2. The department must indicate the old decal number of the asset that is being traded-in on the comments field on the MyUFL (See instructions above).
    3. The department must initiate a Disposition request in myAssets for the old piece of equipment.
    4. The department must upload the signed Disposition request into myAssets, if unable to upload into myAssets email to property@admin.ufl.edu or mail to Asset Management (PO Box 115300, 116 Elmore Hall).
    5. All University decals must be removed from the asset before the item is traded-in and the decal taped to the Disposition request PDF generated from myAssets. (If the decal is not attached to the Disposition request, the department must include a statement on the Disposition request explaining why the decal was not attached.)
    6. If the item contains sensitive information, it must be removed from all devices before the item is traded-in.

    Note: The University of Florida does not permit the trade-in of UF owned assets for expendable materials, operating leased equipment or equipment being purchased by Direct Support Organizations where ownership of the new asset does not reside with the University of Florida.

  3. Purchase of Federal Surplus Property from Florida Department of Management Services in Starke, Florida
    The following are procedures for purchasing furniture or equipment from Federal Property Assistance:

    1. The department must email Asset Management at property@admin.ufl.edu to obtain prior authorization.
    2. Asset Management will authorize the department to pick-up Federal surplus property.
    3. When the Federal surplus property is received, it is the responsibility of the department to certify receipt of the property items and to authorize payment (when necessary).
    4. The department must mail a copy of the certification of receipt or invoice to Asset Management (PO Box 115300, 116 Elmore Hall), or email to property@admin.ufl.edu
    5. Asset Management will add equipment to the Asset Management Subsystem.
  4. Fabricating Equipment – The following are procedures for recording fabricating equipment:
    1. The department must choose the proper asset account, department, fund, program and if applicable project information when creating the requisition to purchase.
    2. The department must indicate in the comments field on the requisition that the costs will be added together to make one asset. If multiple requisitions are needed,  include a previous PO or if known, the asset tag number for the fabricated item
    3. The department will receive the asset(s) in myAssets – see instructions.
  5. Purchasing Furniture and Equipment from Contract or Grant Funds -The following are procedures for Purchasing Furniture and Equipment from contract and grant Funds:
    1. The specific provisions of each contract or grant may vary regarding the acquisition of furniture and equipment. In many cases, prior approval must be received. Before furniture and equipment are charged to a contract or grant, departments must review the terms and conditions of the agreement to identify limitations for purchasing furniture and equipment. If the department is unsure of limitations set forth by the granting agencies, they can contact Asset Management’s accountant who deals with capital assets and attractive property purchased with contract and grant funds, at 352-294-1141.
    2. Known Agency Specific Limitation:
      1. For the Department of Defense (DOD) contracts, the purchase of equipment or furniture in the project budget costing less than $5,000 does not need further approval, but prior approval of the Contracting Officer is required if the item is not listed.
      2. NASA Grants – Acquisition of furniture or equipment costing in excess of $5,000 and not included in the approved budget requires the prior approval of the Administrative Grants Officer unless the item is merely a different model of an item shown in the approved budget. The government reserves the right to require transfer to the government or third party (named by the government) of the title of items purchased at a cost in excess of $5,000 within 120 days after receipt of a final inventory.
    3. General types of furniture and equipment, such as typewriters, air conditioners, office furniture, and calculators are not permitted to be purchased unless specifically approved in writing by the Contracting Officer.
    4. All purchase requisitions (partially or fully funded) must include the project number assigned to the contract and grant on the ChartField string.
  6. Leasing Equipment – The following are procedures for capitalizing leased furniture or equipment that are deemed “capital leases”:
    1. One of the following criteria must be met:
      1. The title of the equipment is transferred to the University.
      2. There is a bargain purchase price for the equipment at a future date.
      3. The term life is greater or equal to 75% of the life of the equipment.
      4. The present value of payments is greater than or equal to 90% of the fair market value of the equipment.
    2. The department needs to provide to Asset Management the lease agreement, interest rate, and amortization table.
    3. Asset Management will add the asset to the Asset Management Subsystem.
    4. Asset Management will instruct the department on how to properly account for capital leased equipment.

Donated

Assets can be donated to UF through the UF Foundation or transferred in with incoming faculty from another university.

  1. Receiving Donated Capital Assets – The following are procedures for receiving donations of capital assets from other universities, the Federal Government, other State agencies and private industries:
    1. The department will receive the asset(s) in myAssets – see instructions.
    2. The department must obtain supporting documentation which clearly confirms that ownership has been transferred to the University of Florida.
    3. Asset Management staff will add the asset to the Asset Management subsystem indicating the acquisition type as “donation”.
    4. The value of the donated asset is added to the financial statements at the fair market value of the asset at the time the University of Florida acquires the asset.

Loaned or “Furnished”

Loaned – Assets can be loaned, or “furnished” to UF by a federal agency or other agencies to be used at the University. It is provided to the University, but it isn’t owned by the University. The title’s ownership remains with the agency.

  1. Receiving Government Furnished Furniture or Equipment – The following are procedures for transferring government owned furniture or equipment to the University of Florida:
    1. Title to all furniture and equipment furnished by the government for use on a project or through the Federal Excess Personal Property Program will remain with the government. When the property is provided for a project, it is the responsibility of the Principal Investigator to send a copy of the shipping documents, transfer order and/or correspondence pertaining to the receipt of the furniture or equipment to Asset Management send by email to property@admin.ufl.edu or mail to Asset Management (PO Box 115300, 116 Elmore Hall).. Plant City is responsible for receiving any property from the Federal Excess Personal Property Program. The Department Contact for Plant City will notify Asset Management with supporting doucmentation when Federal excess  property is received.
    2. Such assets, when acquired by NASA grants, will be maintained in accordance with NASA Grant Handbook.
    3. Furniture or equipment furnished by the government are subject to all reporting requirements of the contract, grant or program until the project is terminated at which time specific disposition instructions will be requested by Asset Management.

5. Identifying

Departments are responsible for receiving, safeguarding, and updating location information on capital assets.

Receiving of acquired capital assets

The following are procedures for receiving purchased equipment:

  1. An assigned employee for each department will be responsible for receiving and unpacking equipment. When removing the packing slip and confirming the contents of package, this employee will indicate the following on the packing slip: Serial Number, Custodian, Location, Primary User, and Manufacturer and sign and date
  2. The department will input the receiving information noted above into MyUF Payment Solutions and attach a copy of the packing slip or email confirmation of the asset to the invoice images in myPayment Solution. Instructions are located on the Approving an Invoice for an Asset instruction guide.

Safeguard and care

  1. The following are procedures for safeguarding and caring for equipment:
    1. It is the Custodian’s responsibility to ensure that the University’s assets assigned to them are adequately protected against loss, damage or theft. This includes:
      1. Locking equipment (including attractive items) in secured locations.
      2. Perform adequate maintenance and upkeep of equipment.
      3. Training staff on procedures for properly handling equipment (i.e. moving, transferring and cannibalizing equipment).
      4. Locking doors when rooms are not in use.
      5. Not letting equipment sit idle for extended periods of time.
      6. Storing equipment in environmentally suitable locations to prevent corrosion, contamination and damage of sensitive parts.
  2. Repair or Rehabilitation of Government Owned Equipment.
    When the necessity arises for major repair or rehabilitation of government owned/furnished property, it must first be approved by the Federal Property Administrator before such repair or rehabilitation may be performed.
  3. Subcontractor Controlled Equipment.
    Government property in possession of subcontractors should be maintained in accordance with the requirements stated in the University Directives and Procedures concerning the basic requirements of the acquisition, safeguarding and care, disposition, relocating and reporting of Government property.

Relocating

  1. The following are procedures for relocating capital assets or attractive property:
    1. The department is responsible for entering the new location information for moved capital assets or attractive property in myAssets.
    2. If a department is relocating an asset to an off-site location, the department must complete an Off-site Certification in myAssets before the equipment is removed from campus.
    3. Any asset that will be transported outside the United States must receive authorization prior to travel. To request authorization, submit an asset Foreign Travel or Shipping Request through myAssets. When traveling with computers no restricted data or research can travel international without prior approval from Division of Research Compliance and Global Support.
    4. Before moving an asset that contains hazardous materials, Environmental Health and Safety must be consulted.
    5. When moving an asset, the department must take adequate care to prevent damage of the asset by properly packing and covering of asset.
    6. The department must take safety precautions when moving asset to prevent physical damage to the building or to the employee’s moving the asset.
    7. Asset Management will update the new location in the Asset Management subsystem in MyUFL based on the above information.If the asset is being assigned to a different reporting unit a transfer will also need to be completed in myAssets as described in item 7 below

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6. Placing Decals

  1. The following are procedures for placing decals on capital equipment:
    1. Each item of property is marked with a decal which contains the asset tag number to establish ownership (i.e. University, Government or Agency owned) of the asset. Where available the decal will be placed on the front of the item for easy scanning.
    2. In the event that the nature of the equipment does not allow for the proper placement of decals (i.e. the equipment is in an inaccessible location, the equipment is too small to have a decal placed on it or the value of the equipment would be impaired if decal was placed on it), a picture of item will be uploaded in the property record in myAssets. In addition, a decal book will be maintained containing the decal, the book will also include any supporting documentation that will assist in locating the equipment.
    3. Once a decal has been placed on the equipment, it must not be removed without notifying Asset Management.
    4. If the department knows that the equipment will be used off-site, (i.e. in an employee’s place of residence or in a remote location) the department must apply the decal on the equipment and complete an Off-site Certification in myAssets before the equipment is removed from campus.

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7. Transferring Ownership

The following are procedures for transferring ownership of assets between department ID:

  1. The “transferring” department will submit a Transfer Request in myAssets. Electronic approvals will be received from both the transferring and receiving department Custodians.
  2. If an asset was purchased from a Contract or Grant, Asset Management will verify the appropriateness of the transfer. (The terms and conditions of the granting agency may prevent the equipment to be used for activities other than the original project’s objective.)
  3. Asset Management transfers ownership of the equipment to the “receiving” department.

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8. Annual Inventory

The following are procedures for completing the annual inventory:

  1. The inventory is performed annually starting July 1st and ending March 31st. The deadlines for departments for completing the annual inventory is as follows:
    • Off-site Certifications – September 30th
    • High risk departments – November 30th
    • STAR and IFAS departments – January 31st
    • Main campus and Health Science Center departments – March 31st

    High risk departments are departments that have demonstrated in the past an inability to effectively control and account for their capital assets. The following factors are considered in determining a high-risk department:

    • Unable or unwilling to meet annual inventory deadlines.
    • Lack of safe guarding and control by higher than average disposed capital assets classified as lost, stolen, or improperly disposed.
    • Inexperienced Property Custodian and/or Department Contact.

    STAR departments have special privileges and responsibilities as it relates to decaling and inventorying of their capital assets and attractive property. Departments that have demonstrated exemplary property practices are eligible to be classified as STAR (Scanning Targeted Auditable Resources) departments. Click here for a list of STAR departments.

  2. Departments are responsible for locating missing capital assets that were not found during the first annual inventory pass.

Asset Management to complete the annual inventory efficiently and completely uses both traditional inventory and advanced inventory methods like the inventory by exception method. The following methods are used to complete the annual inventory:

  1. Scanning – Barcode scanning equipment is used to scan the barcodes that are printed on the decals and placed on the capital asset.
  2. Off-site Certification – Off-site certifications are required for property which is removed from UF owned, leased, or used locations (as identified in the UF Space Tracking and Reporting System, STARS). These items must be tagged as being UF property, assigned to an individual, and have an address identified in myAssets. UF owned, leased, or used locations can be identified at http://www.facilities.ufl.edu/space.html.
  3. Equipment in Inaccessible Locations – Capital assets that are in a facility can be deemed inaccessible, due to safety reason, the department can annually request with Asset Management approval that all capital assets be certified by the department for annual inventory. For a list of inaccessible locations, click here. For step-by-step instructions on how to request an inaccessible location click here.
  4. Fuel or maintenance logs – Asset Management uses UF Motor Pool fuel and maintenance records to document the existence for the annual inventory.
  5. Network connections – IT equipment has the benefit of network connections that can enable an “electronic touch” to each machine. Electronic “pings” can be sent to groups of computers to validate the P.C. to the MAC address. This inventory method is a common commercial practice for IT equipment, and is formally recognized as a standard practice by ASTM International (see ASTM E2132‐11)
  6. Library Resources use the on-line public assess catalog as inventory.

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9. Disposal

Disposal Requests – Departments will need to request the disposal of the property from Asset Management for all capital assets or attractive property not sent to UF Surplus. Departments should complete the disposal request, including signatures if required, then upload the request, in myAssets. If the department is unable to upload the request into myAssets, the department can e-mail the completed request to property@admin.ufl.edu.

Below are the following disposal methods and a brief description:

    • Abandonment – When property is left completely and finally do to the remoteness of the asset location. Examples of property which has be considered abandoned in the past are property at the bottom of the ocean, in outer space, at the top of a mountain range. Abandonment is not property which is just difficult to retrieve, like the truck broke down in the back of the farm.
    • Cannibalized – When property is dismantled to use parts to repair other property. Departments need to document on the Disposal Request what parts were used to repair other property, what property was repaired, and what did the department do with the parts that were remaining. By submitting this disposal request, the department is certifying that the asset will be dismantled and no longer used.
    • Casualty Loss – When property is damaged due to a sudden, unexpected or unusual occurrence such as a vehicle accident, hurricane, flood, fire, shipwreck, or earthquake, but would not include gradual damage from water seepage or erosion.
    • Donated to University – When a faculty member transfers fromUF  to another University, the property purchased on grants or contract that are  transferring with the faculty member will transfer to the new University. Additionally property purchased on federal grants that have closed, but are continuing to support the PI’s research can transfer with the faculty member if they are not needed at UF. .The department must initiate a donation request through myAssets. Signatures must be obtained from the College Dean, Division of Sponsored Programs and the Property Custodian. Verification of acceptance of the equipment by signature or email is also required from the receiving institution.
    • Lost – When the location of the property is no longer known, and all reasonable actions have been taken by the department to locate the property. Whenever it has been discovered that property has been lost, the University Police Department (UPD), must be notified immediately to obtain an incident. The UPD incident number will be required to complete the Disposal Request in myAssets.
    • Recycled – This is only available for property located outside of Alachua county and when property has been disposed by an authorized recycler. Property located within Alachua county, will be recycled by UF Surplus.
    • Return to Funding Agency – When Contracts and Grants funded property is required to be returned to the funding agency at the completion of the contract or grant.
    • Return to Vendor – Usually used for warranty issues, is when property is returned to the original vendor.
    • Sold – When property is sold by public auction, to another higher education institution, or authorized by the Board of Governors. When a faculty member leaves UF for another not for profit research entity, non-federal equipment owned by UF can be sold directly to the new not for profit research institution at Fair Market Value (FMV),  if the equipment is surplus and the faculty member needs the equipment to continue his research. The Dean has the authority to decide if an item is surplus.  The department chair and the faculty member usually handle the negotiations with the new institution to arrive at a fair price. Asset Management (AM)  can help determine a FMV if needed. Once there is an agreement on price,  the department will complete a survey in myAssets as “Sold”, and complete an invoice for the equipment. If assistance is needed completing an invoice, AM can provide the invoice.   Any checks received for equipment sales must be sent directly to AM for processing. Departments retain funds from direct equipment sales when the sold equipment was purchased with foundation and research funds.
    • Stolen – When the department discovers that property was unlawfully taken by another party. The University Police Department (or local authority), must be notified immediately to file a police report. The police report will be required to complete the Disposal Request in myAssets. In the case of loss of non-state-owned property that is covered by insurance, the department must notify the Insurance Coordinator at 352-392-1591.
    • Trade-in – When the department exchanges property to reduce the purchase price of new property. The University of Florida does not permit the trade-in of UF owned assets for expendable materials, operating leased equipment or equipment being purchased by Direct Support Organizations where ownership of the new asset does not reside with the University of Florida. For information on acquisition of property using a trade-in click here.
    • Transfer to State / Federal Agency – When the property is transferred to a State or Federal agency.
    • Decal Correction – When departments decide to stop tracking departmental designed attractive property. Decal Correction cannot be used for capital assets, mandatory attractive property, or federal property.
    • Donation – When UF Surplus donates furniture and equipment to support the communities in which we are present.

Click here for additional information on directives and procedures for disposing of attractive property.

Click here for additional information on directives and procedures for disposing of federal property.

In accordance with Section 273.05, Florida Statutes, the University has appointed a “Property Management Committee” to review all dispositions information for UF owned capital assets. It is the committee’s role to recommend the final disposition of capital assets.

10. Real Property

Real Property Capitalization Policy

      1. In accordance with statutory provisions and generally accepted accounting principles, the University will capitalize and include in its real property records the following:
        1. For construction projects beginning on or after July 1st, 2008:
          1. The original cost to construct new buildings
          2. The costs related to renovation projects which adds new square footage
          3. The costs to a renovation project which extends the useful life of a COMPONENT part (i.e. roof, plumbing, electrical, etc.) of the building by two or more years, and meets one or both of the following criteria:
            1. The costs are $250,000 or more
            2. The costs are 25% or more than the original cost of the building.
        2. For construction projects beginning on or before June 30th, 2008:
          1. All new construction
          2. Remodeling, renovation, and major repair projects with total cost of $100,000 or greater or 25% or more of the building value. Total cost will include all professional fees, contingencies, materials, etc. associated with the project. Purchases of tangible personal property (OCO) are not included in the evaluation of project costs for capitalization purposes.
          3. All land purchases, donations, exchanges, etc.
            The Construction Accounting Department, with the approval of the Associate Controller, may capitalize projects costing under $100,000 if a determination is made that the completion of the project will substantially extend the useful life or substantially improve the use of the building. In such instances the costs of project will be added to the real property records. Purchases of tangible personal property (OCO) are not included in the evaluation of project costs for capitalization purposes.

Note: Total costs include all professional fees, contingencies, materials, etc. Excluded costs include tangible personal property and asbestos abatement costs.

Acquisitions

      1. New Construction and Renovations – Each new construction and renovation project is assigned a project number in MyUFL. All costs related to the project are tracked individually. At the end of the project, if the costs meet the capitalization threshold (listed above), the costs are capitalized to the related building and/or as infrastructure on the financial statements.
      2. Donations – Donations of buildings are normally executed through the UF Foundation and/or the Research Foundation. Documentation to support the donation must be sent to Asset Management (PO Box 115300, 116 Elmore Hall). These capital assets are added to the Asset Management subsystem in MyUFL and recorded as an asset on the financial statements.
      3. Leased Property – Property leases that include clauses that stipulate that the title of the buildings will be transferred to the University of Florida and where the lease term is greater than or equal to 75% of the property’s life and the value of the payments is greater than or equal to 90% of the fair market value of the property are considered “capital leases” and are added to the Asset Management subsystem in MyUFL and recorded as an asset on the financial statements. Departments who engage in such capital lease agreements are encouraged to send the lease agreement and the amortization schedule to Asset Management (PO Box 115300, 116 Elmore Hall). Asset Management will further research whether the lease qualifies as a capital lease.
      4. Leasehold Improvements – Whether or not a lease qualifies as a capital lease, if a department makes improvements to a leased building, the costs are capitalized as a leasehold improvement as long as the improvements meets the capitalization threshold listed above.

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11. Attractive Property

Attractive Property is property that costs less than $5,000 and is not a capital asset. The university or the department wishes to track the property due to various reasons, including:

      • Property contains sensitive data
      • Property is prone to theft or loss
      • The department is required to track the property
      1. Attractive Property that is required to be tracked must be recorded in myAssets. Items that are required to be tracked as mandatory Attractive Property include:
        1. Mobile computing devices – Mobile computing and storage devices may contain sensitive information. Tracking this device with sensitive information help meet requirements by HIPAA, FERPA, HITECH, and Export Control. Examples of mobile computing devices are laptops, notebooks, netbooks, tablets, and smart phones. All mobile computing devices should be identified within myAssets as off-site (see off-site property). The complete list of mobile computing and storage devices policy can be found on the UFIT website at https://security.ufl.edu/learn-information-security/mobile-device-security/mobile-device-security-faq/.
        2. Off-site Property – Property which is removed from UF owned, leased, or used locations (as identified in the UF Space Tracking and Reporting System, STARS). These items must be tagged as being UF property, assigned to an individual, and have an address identified in myAssets. UF owned, leased, or used locations can be identified at http://www.facilities.ufl.edu/space.html. All mobile computing devices should be identified as off-site property within myAssets, unless the department can demonstrate and document a business purpose for individual mobile devices not being categorized as off-site. The business purpose documentation must be emailed annually to Asset Management at property@admin.ufl.edu.
        3. Vehicles, vessels, or aircraft that are titled, licensed or registered with the Department of Motor Vehicles. This would include cars, trucks, trailers, boats, ATVs and golf carts costing under $5,000.
        4. Any property item included on the United States Munitions List (USML) or in the 600 series on the Commerce Control List. Items included in the USML or in the 600 series of the Commerce Control list have military applications (fire arms, night vision goggles, Geo-synchronous mapping). If assistance is needed determining if an item is controlled by the International Traffic in Arms Regulations (ITAR) or a 600 series item, contact Asset Management at property@admin.ufl.edu for assistance.
        5. Items purchased with Equipment-Use Fees (Fund 163). Please refer to: https://cfo.ufl.edu/wp-content/uploads/2018/10/Equipment-Use-Fee-Equipment-Management-Policy.pdf
      2. Departmental Designated Attractive Property – The department could require property to be tracked besides the mandatory attractive property described above. Examples could be cameras, computer peripherals, musical instruments, lab equipment, medical equipment, and equipment to be loaned out to other departments.
      3. Mandatory or departmental designated attractive property: All equipment with white background decals (example decals provided below showing the new starting with AT and old starting with a number).
        1. Laptop
        2. iPad
        3. MacBook
      4. UF Health IT designated attractive property: All equipment starting with an F decal (example provided below).
        1. Desktop computers.
        2. Networked equipment.
      5. UF Health IT – If your department uses UF Health IT services please reference UF Health IT Attractive Property Policy (Link Here)
      6. Responsibility
        It is the property custodian’s responsibility to identify and safeguard all attractive property owned by their departments. This includes decaling, identifying, annual inventorying, transferring, and disposing of attractive property and keeping the department up-to-date with attractive property policies. Asset Management recommends the use of myAssets to track all attractive property, because myAssets is fully integrated with departmental contacts, UF locations, off-site certifications, e-mail notifications, and surplus pick-ups. The property custodian will identify departmental contacts who will be delegated daily tasks

 

The property

      1. Decaling – Departments are required to decal all attractive property within 30 days of receipt of the property. Attractive property can be purchased through Disbursements (myUF Payment Solutions) or Procurement (P-Card, or myUF Market). Attractive property can also be donated through the UF Foundation or transferred to UF with incoming faculty from another university. Decaling of equipment is important to identify UF equipment and is required when traveling with UF equipment to foreign countries. Click here for directions on generating a listing of purchases that may qualify as items
      2. Identifying – Departments will need to record the following information to identify the attractive property. The fields with * are mandatory fields.
        1. Department ID*
        2. Serial number of property (if not available, list as “none”).*
        3. Description of property.*
        4. Location of property.*
        5. In addition to the mandatory fields displayed above, myAssets also has additional fields available for the departments to help identify and track the attractive property like, in service date, manufacture, model, user, cost, purchase order number, voucher, ECCN, and ITAR. Click here for directions on adding attractive items to myAssets for your department
      3. Annual Inventorying – Departments will conduct an annual inventory of attractive property recording the date of the inventory and location of the attractive property in myAssets. . Asset Management has inventory scanners which can be loaned to departments for the use of annual attractive property inventory.
      4. Transferring – Departments will initiate a transfer in myAssets of attractive property between departments within 30 days of the transfer of property.
      5. Disposing – In support of UF Strategic Plan and UF’s sustainability initiative when attractive property is no longer needed all property should be sent to UF Surplus to be reused, refurbished, or recycled. Departments will need to record the disposal of attractive property appropriately, in myAssets. No UF property, including attractive property, may be given to an individual or thrown away without prior approval from Asset Management.
        1. Surplus Pick-up – Departments will need to request a surplus pick-up of all unused or unneeded attractive property to prevent the property from being damaged or thrown away and the property can be utilized by other UF departments. Special allowances are made for property located outside of Alachua County. Equipment located in an area not serviced by UF Surplus may work with their local recycler to dispose of equipment.
        2. Disposal – Departments will need to request the disposal of the property from Asset Management by cannibalizing, recycling, trade-in, donating to another university, lost/missing, stolen, improperly disposed (thrown away), or requesting not to track anymore by a decal correction (only applies to non-mandatory attractive assets). Attractive property can be traded-in by the department for purchase of goods or services.
        3. Lost or Stolen Attractive Property – Whenever it has been discovered that Attractive Property has been lost or stolen, the Police must be notified immediately to obtain an incident or police report, respectively. If Attractive Property recorded in myAssets is lost or stolen, then it must be reported in myAssets.
      6. Departments annually need to communicate attractive property policies with all staff members. This can be done through staff meetings and/or e-mail. The attractive property policy should be included in training information for individuals involved in identifying and tracking attractive property.
      7. Reporting Requirements for Attractive Property
        Off-site Certification – When a department is relocating an asset to an off-site location, or an item is intermittently traveling, the department must complete an Off-site Certification Form in myAssets before the equipment is removed from campus. The Off-site certification will be required annually as long as the item is located off-site campus or continues to travel.
      8. Foreign Travel Request – Any asset that will be transported outside the United States must receive authorization prior to travel. To request authorization, submit an asset Request Approval for Foreign Travel through myAssets. When traveling with computers no restricted data or research can travel international without prior approval from Division of Sponsored Research (DSR).

12. UF Surplus – Reuse, Refurbish and Recycle

      1. Overview – In support of UF Strategic Plan and UF’s sustainability initiative, UF Surplus reuses, refurbishes and recycles surplus property received from UF departments, Direct Support Organizations, Health Science Center Affiliates, and Shands Hospital.
      2. Purpose – The purpose of this directive it to minimize the effects of the University of Florida’s waste on the environment by reusing, refurbishing, and recycling surplus property while meeting all local, state and federal regulations.UF Surplus provides an easy way for surplus property to be reused by other departments within the University or repurposed by another entity. The UF Surplus PC shop refurbishes computer equipment to meet UF Information Technology (UFIT) standards. UF Surplus recycles end-of-life surplus property that cannot be used by other departments within the University or repurposed by another entity to reduce or eliminate the waste that is placed into landfills.
        By working together, we can support UF Strategic Plan and achieve the University’s sustainability goals.
      3. Examples of surplus property are:
        • Computers (CPU’s, keyboards, mice, monitors, tablets, laptops, servers)
        • Electronic non-computers (printers, copiers, cables, etc.)
        • Miscellaneous equipment
        • Furniture
        • Scientific equipment
        • Vehicles
      4. Management and Disposal of Surplus Property
        1. Departments are encouraged to review the list of surplus equipment available on UF Surplus website before purchasing new furniture or equipment. To view available items
        2. Departments are encouraged to not stockpile and/or store furniture and equipment that is not being used or in working order These surplus items should be sent to UF Surplus so that the surplus property can be made available for other departments to actively use.

13. Surplus Pick-up Requests – General

The Department Contact and Property Custodian can request unneeded furniture and equipment to be picked up from their department by the use of a Surplus Pick-up Request in myAssets. The Surplus Pick-up Request requires a description, location, condition, and tag (decal) number, if applicable. For step-by-step instructions on how to submit a Surplus Pick-up Request, click here.

The UF Surplus staff, which has the task of expediting the removal of surplus furniture and equipment, endeavors to work with the UF Departments in a professional and courteous manner. Their primary concern is to help facilitate the efficient removal of surplus furniture and equipment by working with the UF Departments to achieve that goal.

      1. It is the department’s responsibility, when requesting the disposal of equipment that may be biohazardous, radioactive or chemically toxic, to insure compliance with all Environmental Health and Safety regulations and obtaining any required certifications. These required certifications may be obtained through Environmental Health and Safety.
      2. All items, which are listed on the Surplus Pick-Up Request, should be accessible for the UF Surplus staff to efficiently remove from the facility. If surplus property are stored up high on shelving or are obstructed by other obstacles, then the surplus property need to be made accessible for the UF Surplus staff. Furniture and equipment that is located in a facility, that is deemed inaccessible, can be denied for pick-up. For a list of inaccessible locations, click here.
      3. Furniture and equipment that is attached to a building or other equipment needs to be dismantled and made accessible for the UF Surplus staff to efficiently remove. As an example, this would also include desks that are assembled as work stations, shelving that is bolted together or laboratory equipment that is assembled with other laboratory equipment.
      4. If the surplus property is deemed to be too heavy or cumbersome for the UF Surplus staff to remove safely, then the department will be referred to Facility Services Work Management or an outside vendor to remove the heavy cumbersome item and deliver it to UF Surplus.
      5. The department is responsible for removing all sensitive data from hard drives of computer equipment before being picked up by UF Surplus. UF Surplus will sanitized in a manner that makes access to previously stored data impossible, in accordance with UFIT standards.
      6. Oil, liquids and chemicals should be removed from equipment, for the safety of UF Surplus staff and in accordance to the policies of the Facilities Services Recycling Yard. Please remove the oil, liquids, and chemicals before completing a Surplus Pick-up request. Exceptions can be granted from the UF Surplus Manager for working equipment in good condition which contain oil, liquids, and chemicals.   To request an exception, please email: surplus-fa.ufl.edu.
      7. Surplus property made of glass or containing large amounts of glass cannot be picked up for the safety of UF Surplus staff. Excepts can be granted from the UF Surplus Manager.   To request an exception, please email: surplus-fa.ufl.edu.
      8. Surplus property must be in an area that does not propose a health hazard or safety issue for the UF Surplus staff. If the facility contains asbestos, toxic chemicals, or known insect infestation then the Surplus Pick-up request may be denied since it poses a liability and health risk for the UF Surplus staff.
      9. For the safety of all the UF community, please do not store surplus property in hallways while waiting pick-up. If you are having issues please contact the UF Surplus Manager at 352-392-0370.
      10. When departments send surplus property to UF Surplus, the departments will indicate on the Surplus Pick-up Request form whether the equipment is working or non-working.
      11. Freon should be removed from equipment, for the safety of UF Surplus staff, in accordance to the policies of the Facilities Services Recycling Yard and to comply with EPA regulation section 608. The following procedures must be followed for Surplus Pick-up requests that contain Freon:Non-working Refrigerator/Freezer Units
        1. Submit & approve a Surplus Property Pick-up Request online at http://myassets.fa.ufl.edu
        2. Contact a HVAC vendor listed below to have the Freon removed from your unit.
        3. Print an Equipment Disposal – Refrigerant Recovery form and have the contractor sign, certifying Freon has been removed properly.
        4. Email completed Freon form to: surplus-fa.ufl.edu
        5. Once Freon has been removed, UF Surplus staff will then schedule a pick-up of your item.
        6. Departments are responsible for the cost of Freon removal, two suggested vendors are as follows:

        Working Refrigerator/Freezer Units

        1. List the item on the UF Property Swap Listserv (uf-property-swap-L@lists.ufl.edu) so that other UF departments can reuse the item in their department.
        2. If not claimed, submit & approve a Surplus Property Pick-up Request online at http://myassets.fa.ufl.edu
        3. If the working refrigerator/freezer unit is for laboratory use only, UF Surplus will need to determine if Freon will be required to be removed. For units that are laboratory use only, please email: surplus-fa.ufl.edu and in the subject field put “Refrigerator/Freezer Laboratory Use Only”

UF Surplus staff will then schedule a pick-up of your item.

14. Surplus Pick-up Request – Step by Step Instructions

Report of Survey – Pick Up Request instructions

        1. Go to Website: http://myassets.fa.ufl.edu/
        2. Login with Gatorlink Username & Password
        3. Click on SURPLUS >  Submit Surplus Pickup
        4. Type in Asset Tag Number in “SEARCH FOR ASSET” Box
        5. Click on Search or it will auto-populate below box.
        6. Click on Select One in CONDITION drop menu.
        7. If system does not recognize Asset Tag Number then click on + Add Non-Decaled Item button
        8. Continue from Step “G”
        9. After clicking on , the system will populate a popup to add your Non-Decaled Items to your request.
        10. If you have 10 desks, you can add the number of those like items to save some time. This does NOT apply to electronic, scientific or computer items.These items must be listed separately.
        11. Then click on  button.  Each line item must be added to the request manually.
        12. When you are done adding line items, answer yes/no questions & check box & submit.
        13. Building & Room Number as well as 8-digit Department ID must be filled out.
        14. Answer ALL questions 1-7.   Question #7 is for notes for any special instructions or info about picking up your item.
        15. Please be sure to submit separate for each different location items will be picked up. Otherwise, it may delay your pick up.
        16. Click on So that it can be submitted for approval by your property custodian.
        17. Done. Let you property custodian know that a survey form is needing to be approved. Especially, surveys are not done very often.
        18. Have your Property Custodian to to “My Request” to get to Survey Approval Screen.
        19. Select “SURPLUS REQUESTS” menu to approve your request.
        20. Once your department Property Custodian has approved, it will show immediately on Asset Management’s screens for scheduling your pick up request.

15. Transfer (receive) property from UF Surplus

        1. All surplus property deemed viable will be available for 14 days to allow other departments the option of acquiring the property before it is sold at auction or recycled. During times of space limitations the Assistant Controller for Asset Management may reduce or waive the time period that surplus property is available on the UF Surplus before it is disposed.
        2. Departments may be limited on the number of items each department can obtain from UF Surplus during a specified time period. This is intended to provide equal opportunity for all departments to choose the most valued surplus property available from UF Surplus.

 

16. UF Property Swap Listserve – Step by Step Instructions

Instructions/Screen Shots for UF-Property-Swap Listserv

(http://lists.ufl.edu/cgi-bin/wa?SUBED1=CCC&A=1)

        1. Must Join Listserv & Confirm email.
        2. Log-In
        3. Select appropiate email group   (UF-Property-Swap-L)
        4. Post & Upload any pictures within Listserv.
        5. Wait on Asset Management to approve post & release (392-0370)
        6. When item(s) are claimed post that all items have been claimed to stop other people contacting you.

Step 1 – Registration

        1. Go To Website: http://lists.ufl.edu/cgi-bin/wa?SUBED1=CCC&A=1
        2. Join Listserve
        3. Check Email from: LISTS.UFL.EDU.Listerve Server (15.5)
        4. Open email. Click on confirmation link within email to confirm email with Listserv.
        5. You will get a Confirmation from Asset Management that your registration has been approved.

Step 2 –  (Creating a Posting on Listserve)

        1. Log-In
        2. Select Email Lists Tab
        3. Select Appropriate Listserv Group. (UF-PROPERTY-SWAP-L)
        4. Select Post New Message  Under Options:

Step 3

        1. Post Listing in email within Listserv.
        2. Add Photos by browsing for file &  attaching any photos.
        3. Fill out body of email as information about your item that is available.
        4. Include Number of Items, Size/Dimensions, Color, Condition, etc.
        5. Hit Send and wait for Asset Management to review & release.
        6. You will get a confirmation from Asset Management that your posting has been approved & released.

Step 4

        1. Once, Item(s) have been claimed, post again that “Items Have Been Claimed”

17. Pre-authorized UF Surplus Warehouse User

Part 1 – Property Contact Initiate Request

        1. To Pre-Authorize someone, Go to:   Surplus>> Authorized Warehouse Users>> Add Users>>
        2. Fill out Person’s UFID & Chartfield including, Dept ID, Fund, Program, Check Box. (Pop-Up Window)
        3. Click on Request Pre-Authorization Button.
        4. Have Property Custodian Approve request in My Requess.

Part 2 – Property Custodian Approval

        1. Go to:   Requests>>  My Pending Requests>>  Pre-Authorized Requests>>
        2. Approve

18. Auction of Surplus Property – General

Surplus property which is not claimed by the departments is auctioned to the general public. UF Surplus auctions generates annually over $500,000 dollars that is used to further the mission of UF.

        • A minimum fair market value will be stipulated for the beginning bid price.
        • The purchaser will be contractually required to return the electronic equipment to the Surplus Warehouse in the unlikely event that any sensitive information still exists on the electronic device.
        • The purchaser must agree in contract to use the equipment appropriately according to all local, state and federal regulations.
        • The purchaser must agree in contract to dispose of such equipment as required by local, state and federal regulations.
        • The purchaser maybe restricted to the number of items that can be bid upon during a specified time period.

19. Donation of Surplus Property – Enrollment Information

UF Surplus donates furniture and equipment to support the communities in which we are present. Schools and non-profits can enroll into our donation program by completing the following forms and emailing them to surplus-fa.ufl.edu. (Note attach UF donation letter and tax-exempt form).

A limitation may be set to control the number of items an organization can receive during a specified period and the items below are also followed:

 

        • The surplus property is not needed by another UF department or under bid.
        • The non-profit organization has proper tax-exempt certification.
        • The organization will be contractually required to return the surplus property to UF Surplus in the unlikely event that any sensitive information still exists on the property.
        • The organization agrees in contract to use the surplus property appropriately according to all local, state and federal regulations.
        • The organization agrees in contract to dispose of such surplus equipment as required by local, state and federal regulations.

20. Livestock – Capital assets and attractive property

The purpose of this directive and procedure is to outline how capital and non-capital livestock and livestock by-product will be recorded and disposed under the UF regulation 6C1-3.030. UF regulation 6C1-3.030 establishes the authority received by the university presidents in accordance with Section 1001.75(18), F.S., with respect to those functions and duties heretofore performed by the Department of Management Services in accordance with Chapter 287, F.S. (Chapter 79-222, Section 13, Laws of Florida).

Livestock is considered capital if it meets either of the following classifications (a) individual livestock with a purchased cost of $5,000 or more, (b) donated livestock to the University which has an appraised value of $5,000 or more. Livestock which does not meet the capitalization threshold is non-capital livestock. All offspring from University livestock are non-capital property. Departments must keep up to date and accurate records of all livestock, capital and non-capital, documenting any additions and disposals.

NON-CAPITAL LIVESTOCK (UNDER $5,000)

Any sales of non-capital livestock and/or livestock by-product will be at market rates. The department is responsible for documenting and verifying the market rate. The departmental contact will document that the sale was at market rates listing how the market rate was determined and the departmental custodian will verify the sale was at the market rate. If no market rate can be determined for non-capital livestock and/or by-product then a public sale is required.

If a buyer is not available, an animal may be donated to a not for profit agency or institution. The department. Documentation of the donation and the not-for-profit status of the done will be maintained by the department

CAPITAL LIVESTOCK (OVER $5,000)

In sections (5) of the UF regulation it addresses disposal of capital property. In this section it outlines different methods of disposing of assets, including lost/stolen, casualty loss, cannibalization, trade-in, recycle, and sales of property. Animal Science and Asset Management have developed guidelines for using the above categories for the disposal of livestock property. All dispositions of capital property should be recorded in myAssets.

        1. Cannibalization –Livestock can be cannibalized, and an example would be for use in instructional labs.
        2. Recycle –Livestock can be repurposed (recycle) in the following ways:
          1. Livestock can be recycled as food for other animals, i.e. exotic animals.
          2. Horses can be repurposed from working/breading animals to personal pets of the handlers. This option is available for horses in which it would be cruel to continue working/breeding. The department will obtain from the handler a signed agreement not to work/breed the horse and attach the agreement to the Report of Survey – Recycle.
        3. Sale – UF regulation states “all public sales shall be conducted on a set date and time which shall be advertised in a local newspaper of general circulation no less than two weeks prior to the sale. Sales will be conducted as public auction or sealed bid sales, whichever is in the best interest of the University.”  The public sale can be completed by the Departments or through Asset Management’s online auction sites.
        4. Trade-In – Livestock can be traded-in for the purchase of new property.
        5. Lost/Stolen – If livestock is lost or stolen the departmental should follow all procedures from lost/stolen property as outline by Asset Management.
        6. Donation – If a buyer is not available, an animal may be donated to a not for profit agency or institution. Documentation of the donation and the not-for-profit status of the done will be maintained by the department.

Federal Property (Contracts & Grants Capital Assets)

Federal property is a special kind of tangible property. UF acquires federal property several ways. Federal Property can be purchased with a federal grant or contract, loaned to UF from a federal agency, or donated to UF by a federal agency. The federal government requires this property to be tracked, so it will have an orange decal AND may also have a white federal decal.

UF uses 3 special codes at the beginning of the tag number to identify federal property:

        • 4910US – Owned by the US Government
        • 4910AO – Owned by an agency like NASA
        • 4910F – Owned by federal surplus or GSA

Examples of federal agencies who provide property to UF are the National Science Foundation (NSF), National Aeronautical and Space Administration (NASA), and the Governmental Surplus Administration (GSA) at UF often referred to as CITRA.

Purchasing New Federal Property through a Purchase Requisitions – The following are procedures for purchasing Federal property through a purchase requisition, Federal Property should never be purchased unencumbered through myUF Payment Solutions or purchased with a PCard:

Purchase

        1. Purchase of Federal Surplus Property from Florida Department of Management Services in Starke, Florida
          The following are procedures for purchasing furniture or equipment from Federal Property Assistance:

          1. The department must email Asset Management at property@admin.ufl.edu to obtain prior authorization.
          2. Asset Management will authorize the department to pick-up Federal surplus property.
          3. When the Federal surplus property is received, it is the responibility of the department to certify receipt of the property items and to authorize payment (when necessary).
          4. The department must mail a copy of the certification of receipt or invoice to Asset Management (PO Box 115300, 116 Elmore Hall), or email to property@admin.ufl.edu
          5. Asset Management will add equipment to the Asset Management Subsystem.
        2. Purchasing Furniture and Equipment from Contract or Grant Funds -The following are procedures for Purchasing Furniture and Equipment from contract and grant Funds:
          1. The specific provisions of each contract or grant may vary regarding the acquisition of furniture and equipment. In many cases, prior approval must be received. Before furniture and equipment are charged to a contract or grant, departments must review the terms and conditions of the agreement to identify limitations for purchasing furniture and equipment. If the department is unsure of limitations set forth by the granting agencies, they can contact Asset Management’s accountant who deals with capital assets and attractive property purchased with contract and grant funds, at 352-294-1141.
          2. Known Agency Specific Limitation:
            1. For the Department of Defense (DOD) contracts, the purchase of equipment or furniture in the project budget costing less than $5,000 does not need further approval, but prior approval of the Contracting Officer is required if the item is not listed.
            2. NASA Grants – Acquisition of furniture or equipment costing in excess of $5,000 and not included in the approved budget requires the prior approval of the Administrative Grants Officer unless the item is merely a different model of an item shown in the approved budget. The government reserves the right to require transfer to the government or third party (named by the government) of the title of items purchased at a cost in excess of $5,000 within 120 days after receipt of a final inventory.
            3. General types of furniture and equipment, such as typewriters, air conditioners, office furniture, and calculators are not permitted to be purchased unless specifically approved in writing by the Contracting Officer.
            4. All purchase requisitions (partially or fully funded) must include the project number assigned to the contract and grant on the ChartField string.

Donated

Assets can be donated to UF through the UF Foundation or transferred in with incoming faculty from another university.

        1. Receiving Donated Capital Assets – The following are procedures for receiving donations of capital assets from other universities, the Federal Government, other State agencies and private industries:
          1. The department will receive the asset(s) in myAssets – see instructions.
          2. The department must obtain supporting documentation which clearly confirms that ownership has been transferred to the University of Florida.
          3. Asset Management staff will add the asset to the Asset Management subsystem indicating the acquisition type as “donation”.
          4. The value of the donated asset is added to the financial statements at the fair market value of the asset at the time the University of Florida acquires the asset.

Loaned or “Furnished”

Loaned – Assets can be loaned, or “furnished” to UF by a federal agency or other agencies to be used at the University. It is provided to the University, but it isn’t owned by the University. The title’s ownership remains with the agency.

          1. Receiving Government Furnished Furniture or Equipment – The following are procedures for transferring government owned furniture or equipment to the University of Florida:
            1. Title to all furniture and equipment furnished by the government for use on a project will remain with the government. It is the responsibility of the Principal Investigator to send a copy of the shipping documents, transfer order and/or correspondence pertaining to the receipt of the furniture or equipment to Asset Management send by email to property@admin.ufl.edu or mail to Asset Management (PO Box 115300, 116 Elmore Hall).
            2. Such assets, when acquired by NASA grants, will be maintained in accordance with NASA Grant Handbook.

            Furniture or equipment furnished by the government are subject to all reporting requirements of the contract or grant until the project is terminated at which time specific disposition instructions will be requested by Asset Management.

Safeguard and care

The following are procedures for safeguarding and caring for equipment:

          1. Repair or Rehabilitation of Government Owned Equipment.
            When the necessity arises for major repair or rehabilitation of government owned/furnished property, it must first be approved by the Federal Property Administrator before such repair or rehabilitation may be performed.
          2. Subcontractor Controlled Equipment.
            Government property in possession of subcontractors should be maintained in accordance with the requirements stated in the University Directives and Procedures concerning the basic requirements of the acquisition, safeguarding and care, disposition, relocating and reporting of Government property

Transferring Ownership

The following are procedures for transferring ownership of contract or grants funded assets between departments:

            • If an asset was purchased from a Contract or Grant, Asset Management will verify the appropriateness of the transfer. (The terms and conditions of the granting agency may prevent the equipment to be used for activities other than the original project’s objective.)

Disposal

The terms and conditions of the contract or grant may stipulate how and when an asset can be disposed. Therefore, all equipment accountable to a contract or grant must be approved by Asset Management before an asset can be disposed.

            1. Approval – When government-owned property becomes excess to the contract for which it was provided, it must be screened against the needs of other contracts before it can be declared excess. If such need is disclosed, a request should be made to Asset Management for authority to use or to transfer. Asset Management will contact the Plant Clearance officer for instructions. Additionally, if the department wishes to cannibalize government equipment, a request to cannibalize must be made to Asset Management for approval. The request will be forwarded by Asset Management to the Contracting Officer for the project.
            2. Donate to University – When UF owned property purchased from Contracts & Grant funds and still residing on a Contract & Grant account can be donated to a not-for-profit entity. If a department wishes to donate equipment, they must initiate a request through myAssets. Signatures must be obtained from the College Dean, Division of Sponsored Programs and the Property Custodian. Verification of acceptance of the equipment by signature or email is also required from the receiving institution.
            3. Sold – The proceeds from the sale of Federal property where the money received will be returned to the agency (FAR 45.604-3, Proceeds from the Sale of Surplus Property).
            4. Federal Vehicles from Florida Department of Management Services in Starke, Florida – Dispositions of Federal surplus property received from Florida Department of Management Services in Starke, Florida are processed the same as non-federal dispositions except for equipment costing $5,000 or more or where the equipment is a motor vehicle. These items CANNOT be transferred, cannibalized, or utilized for a secondary purpose for a period of 18 months after placed in service without written permission from Florida Department of Management Services in Starke, Florida. If the department wishes to dispose or transfer Federal surplus equipment, they must notify Asset Management.

Federal Property Reporting Requirements

            1. Asset Management will provide the dollar amount of government owned facilities as well as the quantity of industrial plant equipment (IPE) accountable under each contract. Reports will be provided for all DOD Property on the Tangible Personal Property Report SF-428.
            2. Annual inventory reports will be provided to NASA for all property where title vest in the government. Reports must be prepared on NASA Form 1018, Report of Government-Owned/Contractor Held Property and furnished to the contracting officer no later than October 15th of each year.
            3. Reports will be provided to DOE on SF428, Tangible Personal Property Report.

Federal Property Records Maintenance and Retention

          1. Asset Management is responsible for maintaining the records of all contractor acquired equipment and government furnished equipment. The property records file will be updated or adjusted upon receipt of Asset Management documentation indicating the payment for equipment or, in the case of government furnished equipment, the notice of receiving an item as shown on a DD Form 1149 or a contract modification.