USF Policy 5-014 Asset/Property Management states, "property must be physically inventoried annually. The property must also
be inventoried upon the change of accountable officer and/or physical location. It
is the accountable officer's responsibility to maintain definitive control over all
equipment listed on his/her inventory."
UCO Asset Management Services Procedures and Forms Section V, subparagraph D, states the Accountable Officer is responsible for submitting the proper forms associated with the unscanned assets. At the end of the yearly inventory cycle, all unresolved property will be reported to USF administration and state/federal auditors, if requested. This data is also considered the public record in the State of Florida.
The University of South Florida Asset Management Department website lists information pertaining to the inventory, transfer, and disposal of property. The USF Asset Management Department performs an annual inventory of all property valued at $5,000 or more. Per the above USF Policy, the accountable officer/ Department Chair or official designee is responsible for assisting the Property Control Specialist in finding all unscanned items. These are items not found during the inventory process. If the items are not found, the properly completed form with appropriate signatures needs to be filed with Asset Management Services. See below for more information on forms.
Also per the above USF Policy, upon the change of the accountable officer/ Department
Chair, all assets over $5,000 must be inventoried and accounted for before the officer/Chair
leaves the position. The accountable officer/chair additionally is responsible for
ensuring the paperwork is filed for items that are off campus or change location on
The accountable officer or their designee will also assist the Asset Management Department in locating recent purchases over $5,000 to a bar code can be attached to the item.
The CASDO Facility Managers will act as a liaison between the departments, and Asset Management Services.
Asset Management Forms and Processes
For current forms and process; please visit UCO's Asset Management for more information.