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Handbook of Operating Procedures
Chapter 8 - Facilities and University Services
Publication Date: March 14, 2011
Responsible Executive: VP for Business Affairs


8.02 Property Accounting Responsibilities


POLICY STATEMENT


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.


SCOPE


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.


WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter8/8-2.html


RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS

UTSA or UT System Policies or the Board of Regents' Rules & Regulations

Other Policies & Standards


CONTACTS


If you have any questions about HOP policy 8.02, Property Accounting Responsibilities , contact the following office:

Financial Services & University Bursar
210-458-4221


DEFINITIONS


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.

  • Controller Property Items ($500 to $4,999.99)
    Stereo Systems
    Cameras
    Video Recorders/Laserdisk Players (TV, VCR, DVD Players, Camcorders)
    Desktop or Laptop Computers
    Printers
    Data Projectors

  • Controlled Property Items (regardless of cost)
    Firearms
    Artwork


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 appointment.

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.


RESPONSIBILITIES


President
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. The Property Manager ensures compliance with State and UTSA requirements pertaining to capitalized and controlled equipment.

Department/Division Head
Each Department/Division Head is responsible for all property acquired (through purchase, transfer, or gift) and assigned to his or her administrative unit. Department/Division Heads are specifically responsible for:

  • Ensuring that such equipment is used for approved University purposes and not for personal gain.
  • Assigning 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;
  • Exercising "reasonable care" for equipment safekeeping and relevant safety concerns;
  • Designating a departmental property custodian responsible for performing an annual physical inventory on all tagged equipment assigned to their units using the method prescribed and administered by the Inventory Department.
  • Keeping equipment in good working condition;
  • Ensuring equipment is accessible at all times for audit purposes.
  • Reporting missing or stolen property to the Inventory Contact Person within 24 hours of discovery.
  • Informing the Inventory Contact Person of changes to the location or status of inventoried equipment including equipment upgrades, trade-ins or enhancements.
  • Properly disposing of unused, obsolete, or nonfunctional university equipment.
  • Assuring equipment is cannibalized for parts according to university procedures.

Employee
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
  • The Inventory Contact Person is appointed by the Department/Division Head.
  • Responsible for maintaining the inventory paperwork for the department, such as property/equipment transfers, removal of equipment forms, and annual inventory paperwork.
  • Responsible for departmental data entry in DEFINE for location changes of tracked and controlled property and Banner ID updates for custody purposes.
  • Responsible for completing the Annual Physical Inventory for the department.

PROCEDURES


The following administrative guidelines provide the detailed procedures related to this policy:

Capital Asset Property Accounting
http://www.utsa.edu/financialaffairs/opguidelines/5.1.html

Administration and Management of Capital Assets & Controlled Property
http://www.utsa.edu/financialaffairs/opguidelines/5.2.html

Surplus Property
http://www.utsa.edu/financialaffairs/opguidelines/5.3.html


FORMS AND TOOLS/ONLINE PROCESSES


UTSA Inventory Forms - http://www.utsa.edu/inventory/forms.cfm

UTSA Surplus Forms - http://www.utsa.edu/surplus/forms.cfm