Last reviewed/updated 03/25/2014
Hours: 8:00 am – 5:00 pm, Monday – Friday (CST)
Regina Bell, Property Manager, (850) 474-3113
The Property Manager works with the user departments to maintain the accuracy of the University’s property records. This includes taking an annual inventory of all capitalized assets, assisting with property transfers and disposal of assets, and coordinating other property related matters. The Property manager also serves as the Secretary to the Property Control Board which approves the disposition of property no longer useful to the University.
The Property Manual is to be used as a guide to assist departments in managing all aspects of University Property. The Property Section of Financial Services is responsible for assisting departments with all property issues. All forms mentioned in this manual may be obtained from the Property Section.
Property Survey (Cannibalization, Trade-In, Sales, & Disposal) - Property that is damaged, worn out, or otherwise excess to the needs of the department may be surveyed. This process officially relieves the department of responsibility for the custody and accountability for the property.
An online Property Survey Request should be completed in RouteIT to start the survey process. Property items that are capable of containing electronic data or software must have all licensed software and institutional data securely deleted in accordance with the University's Policy on Disposal of University Hardware, Software, and Data Storage Devices. This process will be documented in the Property Survey RouteIt Request.
For questions about the form or process, call the Property Manager at (850) 474-3113.
For questions about when property is scheduled to be picked up, call (850) 474-6011.
Property Transfer (Change in Accountability, Locations, or Departmental moves on campus) – A Property Transfer form (PDF) should be completed for all items to be relocated to a different building or room, or if a department wishes to transfer an asset to another department. Submit the completed form to the Property Section in Building 20E.
Attractive Assets - "Attractive assets" will not be capitalized, but must be monitored by the Department. Methods of tracking these attractive assets are at the discretion of the Division Head, Dean or Department Head. Attractive assets will not be tracked centrally. Individual departments are responsible for oversight of "attractive assets" and data storage devices. The department will maintain a master list of attractive assets, and will have the option to expand that list to include other items if desired. There is an Attractive Assets Inventory Sample Format available for each department to record their attractive assets.
Property Used Off Campus – Requests to use University property at off-campus locations must be completed prior to removing the property from the premises.
Departmental Equipment Check-Out Log (PDF) – To be used for periods of 1-10 days. This form should be maintained at the department.
Equipment Check-Out Form (PDF) - To be used for periods in excess of 10 days. This form must be completed, signed and forwarded to the Property Section prior to the property leaving campus. When the property has been returned to campus, the form should be signed by the accountable officer and a copy forwarded to the Property Section.
Missing/Stolen Property Report (PDF) – Any department that believes University property has been stolen should immediately report this to the University Police and the Property Section. A Missing/Stolen Survey Report should be completed and sent to the Property Section.
Property Capitalization Threshold Change - The threshold for the capitalization of property was changed from $1,000 to $5,000 during FY 2011/12. Property items that cost less than $5,000 were removed from the University's Property Inventory System during that fiscal year. Departments should maintain an internal inventory of Attractive Assets as outlined in the Property Manual, and may wish to include other items that cost less than $5,000. Following is a link to a listing of all items costing between $1000 and $5000 that were removed from the University's Property Inventory as a result of the change. The worksheet contains two tabs; one with the items sorted by Property Tag # and the other sorted by Org Code #.