Asset Management FAQs

No. Asset Management will not be responsible for inventorying attractive assets (equipment less than $5,000 value). It is the Custodian’s responsibility to safeguard attractive and sensitive property owned by their departments.

If the equipment was purchased with a contract or grant that is transferring with the PI, then the equipment can transfer to the new institution. Equipment can never be transferred to an individual or a for-profit enterprise.

Send the decal along with an explanation to Asset Management to process.

Go into myAssets under the Tools section and click on My Requests. From there, locate which transaction you need to modify or void and open it up and make your changes.

Ownership of the equipment is determined by the terms of the awards or project. Unless stated otherwise, the funds are provided to UF and the equipment will be titled to UF.  When the award is a Fellowship, the student will have exclusive use of the item while at UF but it remains UF property unless the award includes an exception.

Attractive property is tangible personal property less than $5,000. The University or the department could wish to track the property due to a variety of reasons, including but not limited to 1) it contains sensitive data, 2) it is prone to theft or loss, 3) the department is required or wishes to track the property. myAssets is the tool used to track and identify Attractive Property. Each department is responsible for tracking and identifying its own attractive property.

A Required Asset Certification (RAC) is an online certification for certain assets that fall into one of five categories (see question below). The certification is verifying that the asset exists and that certain asset details are correct.  This certification will need to be completed annual by October 31 of each fiscal year for each respective asset.  The User will receive the certification through an automated email from myAssets starting at the beginning of the fiscal year and will continue to receive an email regarding the certification weekly until completed.

The five categories of assets that are required to be tagged and entered into myAssets and will need to have a RAC completed annually are as follows: 1) Attractive Assets with Hard Drives- this will include anything with a hard drive including but not limited to laptops, desktops, tablets, smart phones, printers, copiers, VR headsets (this does not apply to PrintSmart leased copiers or printers); 2) Attractive and Capital Assets marked as Off-Site- any asset that travels off UF property; 3) Attractive Assets considered Registered Transport- this will include all attractive vehicles, vessels, ATVs, golf carts, LSVs, trailers, aircraft, and drones costing under $5,000 that are titled, licensed, or registered with the Department of Motor Vehicles or the Federal Aviation Administration; 4) Attractive Assets that are considered ITAR- International Traffic in Arms Regulations include any items on the United States Munitions List (USML) or in the 600 series Commerce Control List.  Items on these lists have military applications (firearms, night vision goggles, Geo-synchronous mapping, etc.); 5) Attractive Assets purchased on Fund 163- any attractive asset acquired on fund 163- Equipment Use Fees.

The assigned User of the asset is required to fill out the RAC. The RAC will be completed annually by filling out an online form that is emailed to the User of the asset.  There is a field in myAssets where a User can be assigned to a particular asset.  When filling out this field please wait for the drop-down menu to appear before selecting the user’s name.

The User can be the person who is in possession of the asset, or it could be the department contact (DC) or property custodian (PC). The User can be anyone who will annually verify that the item exits.  The user will be the person who will receive the automated email regarding the RAC and will be required to fill out the online RAC form.

A User can be added in one of two ways. The first is to look up the individual asset in myAssets and click the Edit button towards the top of the page.  A new screen will appear where you can edit details associated with the asset.  When adding the user here please make sure to wait for the drop-down menu and then select the appropriate person.  For attractive assets, you can also use the attractive asset upload tool.  In myAssets, under Tools, there is an “Upload Attr Assets” option.  On this page you can download your current list of attractive items by clicking the blue “Attractive Assets” button, update the field for the User using the individual’s 8-digit UFID and then upload the file back into myAssets (see question below regarding more information on how to use attractive asset upload tool).

The User can be anyone who is able to annually verify that the asset exists and is willing to complete the online RAC.

myAssets has an attractive asset upload tool that allows a user to load multiple attractive assets into myAssets at once. This upload tool can be found in myAssets under Tools and then “Upload Attr Assets.”  There are on screen instructions on this page on how to use the tool or you can review the toolkit here, Adding Attractive Assets in myAssets.

Check out the IT Asset Import (under Worklists). myAssets integrates with UFIT’s and Warrington’s SCCM Windows device management instances and can import devices directly from there. Don’t see any devices? Submit a BATS Ticket to register your department’s machine name prefix(es) (ex. TSS-BATS-*), and we’ll show you those devices. On a different SCCM instance? We’re happy to integrate with more, have your SCCM System Administrator Submit a BATS Ticket to start the process!

Both capital assets and attractive assets that are off-site still need to be marked as such in myAssets under the individual assets’ details. There is a box to check for off-site.  An off-site indication in the asset details will result in the RAC needing to be completed instead of the old off-site certification.

Yes, any attractive item that has a hard drive such as copiers, desk top computers, etc. will be required to be entered into myAssets and will need to have a RAC completed annually. An exception to this rule is for copiers and printers that are leased as part of the PrintSmart program.  These will not be required to be tagged and entered into myAssets and will not be a part of the RAC.

Please submit a disposal in myAssets for the respective assets and choose the appropriate disposal type. If you are unaware of how the asset was disposed, you will need to submit a lost disposal and contact UPD at 352-392-1111 to obtain an incident report number to include on the disposal request.

You can contact Matt McEwen at matthewmcewen@ufl.edu or 352-294-1792 to request the preprinted attractive decals. Preprinted attractive decals are only available for IT personnel who are in need of 50 or more decals at one time.

The campus location will be prepopulated with the last location that the asset was scanned/certified if available. This field will be editable if the asset has changed locations, or it will be blank if the asset has never been scanned/certified.  If the asset moves between different locations, please list the location that the asset is located at the most.  For assets that are listed as marked as off-site, please list the off-site address for the item.

Every door frame has a location tag sticker. Please locate the nearest door frame and use the location from that tag if you are not aware of your specific cubicle location.

If you are unable to determine the original purchasing chart field for the asset, please use your department’s operating funds

Notify Asset Management’s Surplus Pick-up scheduler and tell them which survey and/or item you need to void.

The best way to approach this is to enter the decal number in the S/N box and then enter the S/N in the comments box.

No. The Florida Statutes does not allow abandoned property to be donated but can be sold through a public auction. Abandoned property is not UF-owned property and we do not have the authority to donate other people’s property without their consent.

No. Only Asset Management is authorized to sell surplus items – departments do not have that authority.

There are three situations in which auction revenue can be returned to the original purchasing department.

1. 100% refund of capital asset sale proceeds related to capital assets acquired with an auxiliary or other fund code of 141, 142, 143, 144, 145, 146, 147, 148, 149, 151, 152, 158, 161, 162, 163, 181, 182, 183, 185, 186.
2. 80% refund of capital asset sale proceeds associated with an item that has a category of transportation in myAssets.  Transportation assets are defined as vehicles, LSVs, ATVs, golf carts, trailers, aircrafts, and boats.
3. 80% refund of capital asset, attractive asset and non-decaled item sale proceeds associated with bid in place auctions as long as the bid in place auction item is located off of main campus or east campus.

IFAS Departments can have revenue returned if it is a Vehicle auction for an item purchased with either Auxiliary or grant funds verified in myUFL.

When question #5 on the form (Are you delivering the items to the warehouse?) is answered as yes, an edit box for input about the delivery will open. There is also a comments field toward the bottom for additional information.

All transfers and donations are documented on an electronic request form, placed into the shop queue and are completed first come first serve. Normal processing is between 4-6 weeks.

Yes, IF the shop has it available in our spare parts inventory.

No, all for sale items are listed on Public Surplus or GovDeals auction websites and currently require 14 days to remain on auction prior to closure.

No, presently shop personnel are not trained to support software tech.

No, all sold items are clearly marked on auction websites as “AS IS WHERE IS”, “NO GUARANTEES OR WARRANTIES ARE IMPLIED OR STATED”.

Notify a PC Shop employee, and we will be more than happy to get it for you to examine.

Manufacturing dates vary from 2004-2010.

These machines were designed for Windows XP operating system.