Required Assets Certification for Capital Assets and Attractive Property Procedure

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. Please note: All mobile computing devices should be identified as off-site property within myAssets, unless the department can demonstrate and document a business purpose for individual mobile devices not being categorized as off-site
    If so, the business purpose documentation must be emailed annually to Asset Management at property@admin.ufl.edu
  3. 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
  4. The Department Contact will ensure that these items are:
    • Tagged as being UF property
    • Assigned to an individual
    • Have an address identified in myAssets
  5. Individuals are notified electronically, via email, with a request to complete the online form
  6. Note the following:
    • The Off-Site 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
  7. 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
  8. 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
  9. If the user does not receive the e-mail or the e-mail gets deleted, it can be accessed directly in myAssets
  10. 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

Resources

Attractive Property Management

Capital Asset Management

Current Property Custodians and Contacts

UF’s Space Tracking & Reporting System

Off-Site Certification

Toolkits

UF HR Toolkit – Asset Management

Contacts

Asset Management: (352) 392-2556

Division of Sponsored Research: (352) 392-9174

UF Help Desk: (352) 392-HELP

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