Required Assets Certification for Capital Assets and Attractive Property

Directive Statement

This directive establishes the proper methods of completing the annual Certification of capital assets and attractive property.  When a department is relocating an asset to an off-site location, or an item is intermittently traveling, the department must complete an off-site Certification before the equipment is removed from campus.  If UF property is going to be taken outside the United States, the Foreign Travel or Shipping Request procedures must also be followed.

Departments are responsible for verifying the completion of off-site certifications by their employees of attractive property and capital assets.  The Certification will be required annually as long as the item is located off-site campus or continues to travel.  Annual off-site certifications are required and the deadline is March 1st.

Reason for Directive

The Board of Governors and governmental regulations require the University of Florida to document the location of property, and this directive ensures the proper accounting of capital assets and attractive property.

Who Must Comply

All UF departments.

Procedures

  1. Notify the Departmental Contact for the property if its location will be off-site. Asset Management maintains a listing of Current Property Custodians and Contacts
  2. Provide the Department Contact with your UFID number and the UF decal number on the item. If there is no UF decal number, please provide the serial number
  3. The Department Contact will ensure that these items are:
    • Tagged as being UF property
    • Assigned to an individual
    • Have an address identified in myAssets
  4. Individuals are notified electronically, via email, with a request to complete the online form
  5. Note the following:
    • The Certification must be completed by the property user
    • The property user certifies the property’s current location and that it is still used for UF business purposes
    • The certification is completed annually for all UF property that is not located at a UF owned, leased, or used location
  6. If the property is being used by a Non-UF Employee, the property user will complete a Non-UF Employee Certification online, which outlines the user’s responsibilities while the UF item is in the user’s possession and fulfills the annual inventory requirements for the item
  7. If the property user has a current e-mail address in the UF directory, an e-mail will be sent notifying the user that the item is ready for certification
  8. If the user does not receive the e-mail or the e-mail gets deleted, it can be accessed directly in myAssets
  9. The Non-UF Employee Certification only needs to be completed once a year if the user is regularly traveling with a specific piece of equipment
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