Property Management

Purpose: The purpose of this document is to provide guidelines for the proper management and control of university property.
References: MAPP 03.03.01, Property Management Handbook
Procedures:
PT. I: Policy Statement PT. X: Interdepartmental Loans
PT. II: Definitions PT. XI: Equipment Transfers
PT. III: General Provisions PT. XII: Excess Equipment
PT. IV: Identification PT. XIII: Removing Equipment From Campus
PT. V: Tags PT. XIV: Theft
PT. VI: How Equipment is Tagged PT. XV: Assignment of Responsibility
PT. VII: Annual Inventory PT. XVI: Change of Property Custodian
PT. VIII: Maintenance PT. XVII: Important Notes
PT. IX: Cannibalization PT. XVIII: NSM Guidelines for Disposal of Equipment and Solid Waste in SR1
Review and Responsibility:
  • Responsible Party: Director, NSM Business Operations
  • Review: Every two years, on or before August 31
Approval:
  • Director, NSM Business Operations - Fred McGhee
  • Dean, NSM - John Bear
  • Date of Dean's Approval: 09/01/2008

I: Policy Statement

The State of Texas requires the University of Houston to maintain an inventory of capital property. Responsibility for this inventory is assigned to Property Management.

The university is responsible for the proper maintenance and safekeeping of state and federal property in its possession. Each property custodian fills this function for their respective administrative units.

II: Definitions

  • International Standard Ordering (ISO) Number - A unique number assigned to each UH/UHS faculty, staff, and student.
  • Tag - A white, plastic sticker, having a unique identifying number, issued by Property Management, that indicates whether the property is capital equipment, surplus equipment, a gift, a state or private loan, or federal property on loan to the university.

Other definitions of terms used in this document may be found in MAPP 03.03.01.

III: General Provisions

Each property custodian is specifically responsible for the proper management and control of university property, and should ensure that:

  • Capital equipment received (by means other than purchase) is reported to Property Management on the Property Action Form,
  • Property is used for university purposes only,
  • Property is not loaned, traded, discarded, moved, or cannibalized without approval of Property Management,
  • Property is not defaced or damaged in any way,
  • Property is not returned to a vendor as a trade-in without approval of Property Management,
  • Obsolete and excess property is turned in to Property Management for disposal,
  • Equipment is used for its intended purpose by properly trained personnel, and
  • Property within the department is tagged and listed in the Departmental Inventory of Physical Property.

Each capital or controlled asset should be assigned to an individual using that individual's University of Houston ISO Number. The designated individual may be the property custodian or an individual to whom the property custodian has entrusted property. All items located off campus should be assigned to the individual requesting assignment on the off-campus authorization.

IV: Identification

Items received through standard purchase procedures (purchase orders and Service Center Requisitions [SCRs]) are identified by Property Management through the use of purchasing records and vendor documentation available from Accounts Payable. Receiving reports should correctly identify equipment model numbers, serial numbers and equipment locations. Other items (i.e. fabricated assets, gifts, etc.) are identified by Property Management through disclosure (either on the form or as an attachment to the form) on the Property Action Form . Immediately upon receipt of any capital item by loan or gift, the property custodian must notify Property Management by a completed Property Action Form (see sample in MAPP 03.03.01), including the following information where it applies:

  • Complete description of the item and Manufacturer's name,
  • Manufacturer's serial number and model number,
  • Date of receipt,
  • Value of the item,
  • Building and room number where item will be located,
  • Copies of correspondence documenting solicitation and acceptance of gifts,
  • Copy of Gift Transmittal Form available from the Development Office. Copies of any shipping and/or packing documents must be attached to the Property Action Form.

Continue to PT. V: Tags...