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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 todays 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:
- Document the Property Disposition Request No. in the field provided.
- Check the
"Yes" or "No" box as
appropriate.
- The Agency is
"UO", and the Agency Representative is the "Dept Head".
- Include the date and title of the individual where available.
- 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:
- 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.
- 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:
- Department: indicate the department that owns the asset item
- Date: Todays date
- Return date: indicate the date the item will be returned to campus
- Location: Document the location where the property will be maintained while not on the University
campus.
- Property Description: Brief description of the item(s) being borrowed
- 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.
- Value: Book value of the item (contact Property Control if you do not know the
value)
- Condition: Note any existing damage before the item leaves University property
- Complete the bottom section of the form with the Borrowers 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.
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