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Annual Inventory for Attractive Property

Directive Statement

This directive establishes the proper methods of administering annual inventory of attractive property.  Departments are responsible for inventorying attractive property – it is not inventoried by Asset Management.

Reason for Directive

The purpose of this directive is to ensure proper accounting for capital assets and attractive property.  The Board of Governors requires the University of Florida to complete an annual physical inventory of all capital assets.  Other regulations, such as HIPAA and FERPA, require attractive property to be tracked, or departments may choose to track attractive property.  See the Attractive Property Directive to identify attractive property.

The inventory is performed annually starting July 1st and ending March 31st.  The deadlines for departments for completing the annual inventory are 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
  • Attractive Property for all departments – April 30th

Who must comply?

All UF departments.  Departments designate Property Custodians and Departmental Contacts who manage property for the department.  Asset Management maintains a listing of Current Property Custodians and Contacts.

Procedures

Departments will conduct an annual inventory of attractive property.  The Annual Inventory for Capital Assets directive provides information about that process.

  1. Scan the decal on the attractive property using the iOS inventory app to update the inventory record in myAssets (below is an example of an attractive property decal).
    • Asset Management has Apple devices loaded with the iOS inventory app which can be loaned to departments for the use of annual attractive property inventory.
      Attractive Property Inventory Decal
  2. Complete an Off-Site Certification for items not located on UF facilities.  This includes when a department is relocating an asset to an off-site location, or an item is intermittently traveling and must be completed before the equipment is removed from campus.  The Off-site certification will be required annually as long as the item is located off campus or continues to travel.

Last Reviewed

04/30/2022: reviewed content

Resources

Off-Site Certification

UF’s Space Tracking & Reporting System

Toolkits

UF HR Toolkit – myAssets

Contacts

Asset Management: (352) 392-2556

Division of Sponsored Research: (352) 392-9174

UF Help Desk: (352) 392-HELP

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