UF Property Information

Health Science Center Contact: Ann Shirley 2-5460

Campus Contact: Amanda Jobes 2-2556

You may find property forms at the following url:

http://www.fa.ufl.edu/ups/

The forms available from the site are as follows:

Report of Survey

The Report of Survey form is used to request relief of accountability of property when disposing of property through Destroyed, Damaged, Worn-out, Obsolete, Operative, Cannibalization, Trade-ins, Transfers off U.F. Campus, and other dispositions.

Property Update Document

The Property Update Document form is used to provide for a more efficient means of receiving a decal for newly purchased equipment.

Off-Campus Property Certification

The Certification letter is used to account for property that is not on the U.F. Campus and is unavailable for inventory scanning purposes and should be completed whenever property first leaves the campus.

Report of Transfer

The Report of Transfer form is used to iniate a transfer between U.F. Departments and Accountable Officers.

Inventory report

You can produce varied inventory reports from the following url:

http://fa.ufl.edu/apps/pims/

The org code for the IT Center is 2703.

OTHER HELPFUL DOCUMENTS

VPHA inventory sheet: inventory.xls is located in s:/gore/wss/inventory

DOCOM inventory sheet: located in osler/home/common/infoserv/inventor.xls

How to keep track of Property

1. Keep track of orders pending:

Know what is coming in, what department is paying for them, and where the machines are going. We buy machines for lots of departments.

2. Receiving machines

1. Some machines will be delivered to C3-09. Others will be delivered at the loading dock in the Dental Tower. You will need to pick up the machines from the loading dock.
2. Count the boxes and make sure they match the bill of lading.
3. Find the packing slip(usually found in an envelope on the outside of one of the boxes), BEFORE you put the machines away. Check the items received against the packing slip.
4. Write the date received and sign the packing slip.
5. Make a copy of the packing slip.
• The original goes to the IT Center purchasing person
• A copy goes to Tonya Webb for IT Center's documentation efforts.
6. Take the boxes to one of two rooms (RB262 or C3-15). Label the boxes with the owner or department's name.

3. Attach Bar Codes

1. File a property update document form from property’s web site. This will get the bar codes faster.
2. Bar code machines when bar codes arrive.

Keep track of all machines, with or without bar codes.

If you must deploy machines before the bar codes are attached, keep track of locations. You will need to track down these machines, fix the bar codes, and have Ann Shirley, our Health Science Center contact person, scan these bar codes.

Use the property unique field to post reminders to yourself.

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