Chapter 8 - Facilities and University Services
Publication Date: February 24, 2016
Responsible Executive: VP for Business Affairs
8.02 Property Accounting Responsibilities
I. POLICY STATEMENT
University equipment should not be used for personal gain or in competition with private enterprise. Regulations regarding proper use of university/state property by university employees are included in The University of Texas Board of Regents' Rules and Regulations. Series 80101, Section 2 of the Regents' Rules and Regulations includes the following statement:
Authorized Users. No person, organization, group, association, or corporation may use property or buildings owned or controlled by the U. T. System or any of its institutions for any purpose other than in the course of the regular programs or activities related to the role and mission of the U. T. System and its institutions, unless authorized by the Regents' Rules and Regulations. Any authorized use must be conducted in compliance with the provisions of the Regents' Rules and Regulations, the approved rules and regulations of the institution, and applicable federal, State, and local laws and regulations.
This policy describes administrative responsibilities for compliance with state regulations, laws, and system policies regarding university-owned property, including property considered as capitalized and property "controlled" in accordance with State of Texas Comptroller of Public Accounts' policies and laws and regulations of the State of Texas.
This policy applies to all UTSA Capitalized Assets and Controlled Property.
IV. WEBSITE ADDRESS FOR THIS POLICY
V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS
UTSA or UT System Policies or the Board of Regents' Rules & Regulations
- The University of Texas System Board of Regents’ Rule 80101
- The University of Texas System Board of Regents’ Rule 80201
- UTSA Financial Affairs Financial Management Operation Guidelines
Other Policies & Standards
- State of Texas Comptroller’s Office – State Property Accounting Users Guide
- Authority and Equipment Inventory Requirements for State Agencies – Texas Government Code Sections 403.271-278
If you have any questions about HOP policy 8.02, Property Accounting Responsibilities, contact the following office:
Financial Services & University Bursar
Capitalized Asset: Any equipment item with a unit cost of $5,000 or more is capitalized; capitalized assets are recorded on the University inventory and in the annual financial report. GASB 51 Accounting and Financial Reporting for Intangible Assets stipulates the requirements to capitalize intangible assets such as computer software, which is considered capitalized if the total cost exceeds $100,000.
Controlled Property: Certain items in accordance with the State of Texas Comptroller of Public Accounts' policies and procedures are inventoried as controlled property. These items are individually tagged with a numerical barcode and listed on the University's inventory, but are not considered capitalized. Items from the following list are considered "Controlled" if the acquisition cost is at least $500 or up to $4,999.99.
- Controlled Property Items ($500 to $4,999.99)
- Stereo Systems
- Videeo Recorders/Laserdisk Players (TV, VCR, DVD Players, Camcorders)
- Desktop or Laptop Computers
- Data Projectors
- Controlled Property Items (regardless of cost)
Department Manager:An individual with fiscal responsibility including Monthly Financial Report reconciliation and decision-making authority for UTSA resources who has approval access to commit funding using the institutional financial accounting system.
Employee: A person who is hired to work for The University of Texas at San Antonio (UTSA) in return for payment and documented with an active and current payroll job record .
Property: Furniture, equipment, works of art, or other items of a non-consumable nature that are reasonably expected to last more than a year. Such items are tagged with university assigned numerical barcodes to facilitate the annual inventory process.
The President of UTSA is responsible for property in possession of the University.
- Property Manager
- The Director of Financial Services and University Bursar has been designated by the President as UTSA's Property Manager with delegated custodial authority and responsibility for all UTSA property.
- Ensures compliance with State and UTSA requirements pertaining to capitalized and controlled equipment.
- Department Manager
Each Department Manager is responsible for all property acquired (through purchase, transfer, or gift) and assigned to his or her administrative unit. Department Managers are specifically responsible for:
- Ensures that such equipment is used for approved University purposes and not for personal gain.
- Assigns equipment for use by employees who have been made aware of their responsibilities and are sufficiently and appropriately trained on the use of the equipment.
- Exercises "reasonable care" for equipment safekeeping and relevant safety concerns.
- Designating the Inventory Contact Person.
- Keeps equipment in good working condition.
- Ensures equipment is accessible at all times for audit purposes.
- Reports missing or stolen property to the Inventory Contact Person within 24 hours of discovery.
- Informs the Inventory Contact Person of changes to the location or status of inventoried equipment including equipment upgrades, trade-ins or enhancements.
- Properly disposes of unused, obsolete, or nonfunctional university equipment.
- Assures equipment is cannibalized for parts according to University procedures.
All UTSA employees are responsible for exercising reasonable care for university property and assuring that it is used only for university business purposes. An employee that removes university property from university premises assumes legal and oversight responsibility for the care of the institutional asset. University property may not be removed until removal is approved and documented on an equipment removal form that stipulates this responsibility.
- Inventory Contact Person
- Maintains the inventory paperwork for the department, such as property/equipment transfers, removal of equipment forms, and annual inventory paperwork.
- Enters departmental data in UTShare/PeopleSoft for location changes of tracked and controlled property and Banner ID updates for custody purposes.
- Performs the Annual Physical Inventory for the department.
The following administrative guidelines provide the detailed procedures related to this policy:
Capital Asset Property Accounting
Administration and Management of Capital Assets & Controlled Property
X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION
XI. FORMS AND TOOLS/ONLINE PROCESSES