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Off-Site Certifications for Capital Assets and Attractive Property

Directive Statement

This directive establishes the proper methods of completing annual Off-Site Certifications of capital assets and attractive property.  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.  If UF property is going to be taken outside the United States, the Foreign Travel or Shipping Request procedures must also be followed.

Departments are responsible for verifying the completion of off-site certifications by their employees of attractive property and capital assets.  The Off-site certification will be required annually as long as the item is located off-site campus or continues to travel.  Annual off-site certifications are required starting July 1st and are due no later than September 30th.  For any equipment taken off-site after September 30th, an off-site certification is due immediately.

Reason for Directive

The Board of Governors and governmental regulations require the University of Florida to document the location of property, and this directive ensures the proper accounting of capital assets and attractive property.

Who must comply?

All UF departments.

Procedures

  1. Notify the Departmental Contact for the property if its location will be off-site. Asset Management maintains a listing of Current Property Custodians and Contacts
  2. Please note: 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
    If so, the business purpose documentation must be emailed annually to Asset Management at property@admin.ufl.edu
  3. Provide the Department Contact with your UFID number and the UF decal number on the item. If there is no UF decal number, please provide the serial number
  4. The Department Contact will ensure that these items are:
    • Tagged as being UF property
    • Assigned to an individual
    • Have an address identified in myAssets
  5. Individuals are notified electronically, via email, with a request to complete the online form
  6. Note the following:
    • The Off-Site Certification must be completed by the property user
    • The property user certifies the property’s current location and that it is still used for UF business purposes
    • The certification is completed annually for all UF property that is not located at a UF owned, leased, or used location
  7. If the property is being used by a Non-UF Employee, the property user will complete a Non-UF Employee Certification online, which outlines the user’s responsibilities while the UF item is in his or her possession and fulfills the annual inventory requirements for the item
  8. If the property user has a current e-mail address in the UF directory an e-mail will be sent notifying the user that the item is ready for certification
  9. If the user does not receive the e-mail or the e-mail gets deleted, it can be accessed directly in myAssets
  10. The Non-UF Employee Certification only needs to be completed once a year if the user is regularly traveling with a specific piece of equipment

Definitions

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. [Back to Top]

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. [Back to Top]

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. [Back to Top]

Departmental Contact

The Departmental Contact handles the day-to-day operations related to property. [Back to Top]

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. [Back to Top]

Property 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. [Back to Top]

Last Reviewed

07/31/2020: reviewed content

Resources

Attractive Property Management

Capital Asset Management

Current Property Custodians and Contacts

UF’s Space Tracking & Reporting System

Off-Site Certification

Toolkits

UF HR Toolkit – Asset Management

Contacts

Asset Management: (352) 392-2556

Division of Sponsored Research: (352) 392-9174

UF Help Desk: (352) 392-HELP

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