Property
& Equipment Requirements
Disposal
of Inventory Property
All faculty and staff are cautioned not to dispose of any inventory
property without the prior written consent of the Office of Property
Management. The Property Management Office must make a formal written
request (Transfer document) to the State LPAA to dispose of any item
on inventory regardless of its condition. Each budget unit head is accountable
for the movable property on his or her inventory until such time the
item is picked up from the budget unit. Budget units are to complete
Property Management’s Equipment
Inventory Action Request Form in order to have inventory property
processed for pickup and delivery made to the Surplus Warehouse.
PLEASE NOTE:
The department or college responsible for any data on devices being disposed of must ensure that all data is securely removed to minimize the risk of possible compromise of the data. For additional information on data security, see PS-06.20 (Security of Data) and PS-114 (Security of Computing Resources). Also, see "Securely Removing Data from Devices" for steps or utilities available to securely delete and/or destroy the data.
Idle or Surplus Inventory
Inventory property that may become idle or surplus to an inventory unit
shall be surplused by the inventory head within the week it becomes
idle or surplus. Inventory unit head is to complete Property Management’s
Equipment Inventory Action
Request Form to facilitate pickup and delivery to the Surplus Warehouse.
Property Management will determine if item may have use by other inventory
units for redistribution or will surplus the item utilizing LPAA’s
Transfer Request for approval to deliver the surplus item to LPAA's
Surplus Property location.
For items that are considered surplus but have not been processed through Property Management, see Technology Recycling Center(you must log into PAWS after clicking this link).
Dismantling of Equipment
Departments
are reminded that dismantling equipment can be only authorized by the
Louisiana Property Assistance Agency (LPAA) through the LSU Office of
Property Management. To begin the process, departments are to submit
an Equipment Inventory
Action Request to Property Management. Approval/Non-approval may
take three to five working days. Once LPAA determines the equipment
as having no useful value in its existing condition (prior to dismantle),
the approval will be forwarded to LSU Office of Property Management.
Property Management will submit documentation to the department indicating
approval for the dismantling of equipment.
Once
approval is given, the equipment will be removed from the Equipment
Inventory Records by the Office of Property Management. The removal
of the remaining parts from dismantled equipment is not considered surplus
and, therefore, becomes the responsibility of the department. (Note:
Removal of approved items for scrap is likewise the responsibility of
the department.)
Please
contact either Delwin LaCroix at (225) 578-6922 or Warren Lands at (225) 578-6892
for additional information.
Stolen/Missing Inventory Property
If a department determines that an item on their inventory has been
stolen from campus, it must be reported to the LSU Police immediately. LSU Police will provide a copy of the Incident Report form to Property Management and the District Attorney's Office. The department must submit an Equipment
Inventory Action Request Form to Property Management at this time. For items stolen from an offsite location, the local law enforcement in that area is to be contacted immediately and a police report obtained. The department must promptly notify Property Management and provide a copy of the police report along with an Equipment
Inventory Action Request Form. Property Management will submit this report to LSU Police who will provide a copy to the District Attorney's Office. In either instance, once Property Management receives written notification, copies will be forwarded to the Legislative Auditors.
Theft/loss "....involving computing resources either attached to a LSU operated network or in a functional unit shall be reported immediately to the Network Operation Center (NOC)." Please refer to PS-114 (Security of Computing Resources) for additional information.
LSU ITS offers a laptop locator tool, which once installed on a computing device, may be used to track it down should it be lost or stolen. LSU faculty and staff may download this resource free of charge through TigerWare.
Movement of Inventory Property on Campus
The Property Management Office must be notified in writing of equipment
transfers between University departments. It is the responsibility of
the department transferring the equipment to obtain a signed “receipt”
from the receiving department using Property Management’s Equipment
Inventory Action Request Form. The new account number and new location
must be indicated. After completion, the original form must be sent
to Property Management in order for the inventory record adjustments
to be executed. Copies are to be retained by each department.
Note: The receiving department is responsible for updating Equipment
Record Inventory (ERI) information for equipment transferred to a different
building or room.
Removal of Inventory Property from Campus
No
inventory property of this institution shall be removed from campus
to a non-university location for use and storage without the prior approval
of the employee's department head or director. In the event, the department
head or director is the user, the department head or director's next
level supervisor shall be sought for approval. The department head or
director shall be responsible for documenting the employee's temporary
use and storage of the inventory property on the Property Management‘s
Home
Storage/Remote Location Form. Approval shall be based on the purposes
of research or other reason within the scope and mission of the University.
The department head or director will be responsible to forward a copy
of the Home
Storage/Remote Location Form to Property Management prior to the
time of release. The department head or director will be responsible
for verifying the return of the movable property. Inventory property
used and stored at a non-university location shall not be used for personal
benefit or any purpose that can be considered misuse of state property.
The use of state property for personal benefit is illegal under state
law.
Trailer
Documentation
Whenever
a trailer is purchased, a signed and notarized Certificate of Origin
(especially for a new trailer) and a Bill of Sale must be received from
the vendor. The purchaser should exercise extra precaution when these
documents are obtained to make sure they are properly notarized and
made out to Louisiana State University, not to the individual purchasing
the trailer. These documents are necessary, whether or not the trailer
is purchased through the Purchasing Office or on a LSU Procurement Card.
The Property Office must have these documents to obtain a title and
license for the trailer.
