Handbook of Operation Procedures: University-Owned Property and Equipment
This is a summary of Handbook of Operation Procedures (HOP) as they relate to university-owned technology property. The full HOP Section 7 (Financial Services), Chapter 3 (University-Owned Property and Equipment) can be found at: https://www.utep.edu/hoop/section-7/ch-3.html
- 3.1 Standard of Care: "...Departments must know where all assets are located at all times; should have a method of locating any inventory item whether on-site or off-side under their control; and should be able to locate a given item upon request..."
- 3.2 Reporting Requirements: "Those officers designated as responsible for institutional property are also responsible for maintaining their department's institutional property inventory, and this responsibility cannot be delegated to another individual. All departments are responsible for the accurate and timely reporting of all institutional property in their possession. Departments are also responsible for assuring the accuracy of all statements of financial condition relating to institutional property... Each department is responsible for taking all necessary precautions to ensure that assets are secured and that assets are tracked in a manner that prevents the theft, loss, damage, or misuse of assets."
- 3.7 Maintaining Records
- 3.7.1 Loan of Property: "Departments may temporarily loan equipment to other University departments for the conduct of official business... Departments loaning property to others do not absolve themselves from the responsibility of assuring stewardship of the property. Loaned property remains on the physical inventory of the loaning department, which must observe the reporting requirements for the property."
- 3.7.3 Missing or Stolen Property: "Property that is missing or stolen property must be reported immediately to the University Police Department. Upon verification of the loss, it should also be reported to the Office of Institutional Property Management, which will automatically initiate notification to the Vice President for Business Affairs, and subsequently State Comptroller and State Auditor if required by law. When state property is lost, damaged or destroyed through the negligence or fault of a state employee, the employee is liable to the State for the loss. The State Auditor and/or the President may investigate such losses and can require compensation be made by the employee."
- 3.7.4 Transfer of Property: "...Equipment may be transferred between departments, but the departments involved must complete the proper documents to formally amend the official inventory records to reflect deletion from the transferring department and addition by the receiving department..."
- 3.7.5 Disposal of Property: "Individual departments are not authorized to unilaterally dispose of state property in any manner. Property that is surplus to a department's needs or no longer capable of being used because of age, condition or obsolescence, should be transferred to the Institutional Property Manager for reassignment or disposal by the Inventory Section in accordance with state laws..."
- 3.8 Property Ownership: "All property physically located on the campus is normally presumed to be State-owned property. Any property that is the personal property of individual employees should be marked accordingly or otherwise documented with the employee's department. The University is not responsible for theft, loss or damage of any employee's personal property, whether used for official business or not."