• Asset Maintenance Form
• Donation Agreement
• Equipment Loan Agreement
• Personal Property Loan Agreement
• Property Disposition Request
• Property Receipt Form
• Report of Gift in Kind

Asset Maintenance Form

This form is used to add and change fixed asset records in the fixed asset inventory system. Examples of when to use this form are: a new asset is obtained, other than through a purchase or lease agreement (i.e., gift); an existing asset has moved to a new location; or an asset is transferred to a different department. The completed form should be routed to the Property Control Manager along with any supporting documentation, in order to update the fixed asset inventory records. The following are the detailed instructions for completing the Asset Maintenance Form:

Adding/Changing Assets section

Part I (Use this section to add a new asset or current information of an existing asset to be updated.)

Inventory Tag No.:Enter the inventory tag number Date Received:Enter the date the property was received. Description of Item:Enter a brief description of the asset itemFund Code: Enter the fund on which the asset was purchased. Org Code:Enter the organization code of the owning department. Location Code:Enter the location code that corresponds to the building and room number where the item will be located. Value:Enter the value of the property. Donor:Enter the donor from which the item was obtained, if the item was gifted to the University. If additional space is required (i.e., donor address) use the Reason/Additional Notes space. Manufacturer:Enter the maker of the asset or N/A. Model:Enter the model number of the asset or N/A. Serial No.:Enter the serial number of the asset or N/A.

Part II (Use this section to enter the new information for an existing asset needing updating. Enter the current information in part I above.)

Inventory Tag No.:Enter the inventory tag number Date Received:Enter the date the property was received. Description of Item:Enter a brief description of the asset itemFund Code: Enter the fund to which the asset will be moved. Org Code: Location Code:Enter the location code that corresponds to the building and room number where the item will be located. Value:Enter the value of the property. Donor:Enter the donor from which the item was obtained, if the item was gifted to the University. If additional space is required (i.e., donor address) used the Reason/Additional Notes space. Manufacturer:Enter the maker of the asset or N/A. Model:Enter the model number of the asset or N/A. Serial No.:Enter the serial number of the asset or N/A.

Reason/Additional Notes

Enter the reason for obtaining the new item or requesting the change to an existing item. This field is also used to include any additional information pertinent to the item that is not specifically identified above (i.e., donor address and SSN, gift restrictions, etc.)

Requested By

Department:Enter the department requesting the transaction Requestor:Signature of department head or designee Phone No.:Enter the phone extension of the requestor Date: Enter today’s date  

Donation Agreement (Computer hardware only)

A department will need to complete this form when they choose to donate computer hardware to a common or union high school district or education service district. The completed form should be routed to Property Control. The following are the detailed instructions to completing the Donation Agreement Form:

1. Document the Property Disposition Request No. in the field provided.
2. Check the "Yes" or "No" box as appropriate.
3. The Agency is "UO", and the Agency Representative is the "Dept Head".
4. Include the date and title of the individual where available.
5. Route the completed form to Property Control.

Equipment Loan Agreement

This form will need to be completed by a department when an asset item is loaned to a Non-UO Entity (i.e., other OUS institutions, other state agencies). The following are the detailed instructions for completing the Equipment Loan Agreement:

Page 1

• First paragraph - Enter your department name and name of borrower (not the borrowers’ representative).
• Item 1 - Enter the beginning and ending dates of the loan period.
• Item 2 - Enter the loan fee amount. If the fee will be assessed per day, etc., then enter that information, i.e., $15 per day. If there is no loan fee to be assessed, enter NONE.
• Item 7 - Enter your department name and street address. If the item is to be returned by mail enter your post office box or mailing address.

Page 2

• Complete the sections titled "TO BE COMPLETED BY UNIVERSITY:" and "LISTING OF EQUIPMENT". Also, complete the "Equipment listed above has been examined by University" section.
• Forward the form to the borrower to complete their portion from the upper left-hand block through and including the signature block and date block in the lower left-hand corner below the bolded paragraph.
• When the form is returned by the borrower, forward the form to Property Control. After the Director of Business Affairs has signed and dated the document, a copy will be returned to your department. It is recommended that the department send a copy of the completed form to the borrower.
• When the equipment is returned, complete the last line on the form and forward a photocopy to Property Control.

Personal Property Loan Agreement

This form is to be completed when the personal property is lent to or borrowed by the University for official use. Property not listed on the agreement will not be covered by the State self-insurance fund, in the event of a loss. The following are the instructions for completing this form:

Page 1

• First paragraph – Leave date field blank. This will be entered after the Director of Business Affairs has approved. Enter the Lender name and Department name in the appropriate fields.
• Witnesseth section – Enter the beginning and end date of the agreement. NOTE: The loan period cannot commence until the Office of Business Affairs has approved the agreement. Agreements will not be approved after the fact.
• Enter the description, value and identification numbers of the item being borrowed. Include serial number, model number, etc, when available.

Page 2

• After item 10 – Print the lender name, title (if any), date and telephone.
• Lender signature and address– Obtain the signature and address of the lender.
• Department info – Enter the department name, date, and telephone number.
• Department signature – Obtain the signature of the Department Head or Designee.
• Department address and contact person – Enter the department address and a contact person if questions arise.

Note:Since insurance coverage is not in effect until the date of the last signature, property should not be accepted until the Director of Business Affairs signs the agreement.

UO Property Disposition Request (PDR)

The PDR form is used to remove equipment from inventory (including leased property, borrowed/loaned property, federally owned property, and trade-ins). The completed form should be routed to Property Control for processing. The following are the detailed instructions for completing the Property Disposition Request Form:

1. Complete the top section as follows:

Department: Indicate "University of Oregon" Type: Indicate Salvage or Scrap Agency No.: Indicate "580-50" Unit or Division: Document the home department that owns the item Body of PDR: Provide the specifics of the asset item(s) being disposed or indicated "see attached list" and attach a separate document with the necessary information. Signature block: Two signatures are required, the person accountable for the property and the department head.
Note: If this is to dispose of an item by trade-in, then a signature of a vendor representative taking possession of the item is also required.

2. Route the completed form to Property Control.

  >Property Receipt Form

This form is used to document when an employee removes university property from campus (i.e., taking property to their residence). This form serves to document the items borrowed, the length of time they will be off campus, and the necessary approvals. The following are the detailed instructions to completing the Property Receipt Form:

1. Department: indicate the department that owns the asset item
2. Date: Today’s date
3. Return date: indicate the date the item will be returned to campus
4. Location: Document the location where the property will be maintained while not on the University campus.
5. Property Description: Brief description of the item(s) being borrowed
6. ID #: This number can be either the permanent tag assigned by the department or the serial number of the item - please indicate which number is being used.
7. Value: Book value of the item (contact Property Control if you do not know the value)
8. Condition: Note any existing damage before the item leaves University property
9. Complete the bottom section of the form with the Borrower’s name and signature, and the Borrower's Supervisor's name and signature.

The home department needs to retain the original form in the personnel files of the employee who is borrowing the property.

Bob Swanson, Property Control Manager
University of Oregon
Rm. 118 Oregon Hall
Eugene, OR  97403

UO Report of Gift Received by Department

The home department is responsible for completing this form when an asset item is donated directly to the University and not given through the UO Foundation.