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Publication Date: January 1, 1991

Chapter 8

Facilities and University Services

8.2 Inventory Procedures for Furniture and Equipment

Each administrative officer of a budgetary unit is responsible for the equipment and furniture purchased and assigned to his or her unit. Heads of administrative units are also responsible for taking the annual inventory on the prescribed record forms and will receive an annual inventory showing: (1) assigned inventory, (2) deletions, and (3) additions. Any discrepancy should immediately be called to the attention of the Inventory Supervisor.

In order to assure that University of Texas at San Antonio inventory records are properly maintained so as to insure proper inventory control, all administrative units should follow the procedures below as prescribed by State law and Rules and Regulations of the UT System Board of Regents:

  1. Transfer of Equipment

    1. Individuals requesting relocation or transfer of inventory to another unit must go through the appropriate administrative officer.

    2. The administrative officer responsible for the equipment will notify the Inventory Supervisor so he or she can initiate the proper transfer forms.

    3. The Transfer of Equipment Form which will be prepared must be signed by the administrative officer transferring the equipment as well as by the administrative officer receiving the equipment.

    4. All copies of the form, after having been signed on behalf of both units, shall then be forwarded to the Business Manager for approval and distribution of the forms. The Business Manager is the Property Manager for UTSA.

    5. The equipment shall not be transferred until approved copies of the forms have been received by the administrative units participating in the transfer. The Office of Facilities Operations and Planning should then be notified if their assistance is needed to physically move the equipment.

    2. In order to make everyone aware of the regulations regarding proper use of such property of the University by staff members, the Regents' Rules and Regulations, Part Two, Chapter VII, includes the following statement:

    Sec. 1
    Except as otherwise specifically authorized, property of the System shall be used only for official business. Only library books and other items of similar nature of well-established use may be used for the personal benefit or pleasure of employees. The chief administrative officer at each component institution shall designate a property manager.

    It is important that each staff member conscientiously observes this regulation. University equipment should not be used for personal gain or in competition with private enterprise. Information and guidance examples of unauthorized and improper use of University property are listed below:

    1. Use of University property for the benefit of a business or company in which the staff member has a financial or participating interest.

    2. Use of University equipment to make items for sale or to perform work for compensation.

    3. Use of a University office or equipment to do bookkeeping work for a private concern for compensation.

    4. Use of a University typewriter and office for typing theses or papers for compensation.

    5. Use of any equipment, supplies or materials for other than official University business.

  2. Removal of State Property from the Premises

    If State property is removed from the premises, the individual removing it must assume pecuniary responsibility unless he or she is otherwise specifically relieved of such responsibility by an appropriate administrative officer. A property removal permit must be completed prior to removing any State property from the premises. Service representatives that remove any State-owned equipment for repair should also be asked to complete such a form. From time to time, UTSA police officers may challenge removal of State property without such permits, and employees should cooperate with the officers on such occasions.

    Units are required to report any damaged, stolen or missing items as soon as the problem is discovered to the Inventory Office (4830) for proper action.

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