PAGE CONTENTS:

General
Physical Inventory Reporting
Surplus Property
Fleet Management
Procedures to Transfer Property

 

General

• "Property" is defined as all tangible non-consumable movable property owned by LSU. All items of movable property having an acquisition cost of ($1,000) or more, and certain gifts and other property having an appraised value of ($1,000) or more must be placed into inventory. Departments are to bear this in mind when coding requisitions for equipment purchases and receiving donations of property that is to be placed into inventory.
  
  
• Comply with all property laws, rules, regulations, policies and procedures concerning identification, management, and disposal of inventory property.

Physical Inventory Reporting

• Annual physical inventory is normally submitted to departments by the first of March with a requested return by mid-May.
  
  
• Suspense Reports (items not located) are forwarded to departments in late September with a requested return date during the first week of November.


• Report all stolen items immediately to appropriate law enforcement agency then forward police report and completed Equipment Inventory Action Request to Property Management. For theft/loss involving computer resources, please refer to PS-114(Security of Computing Resources) for further information.

Surplus Property

• Submit Equipment Inventory Action Request when wanting to surplus any equipment. Any equipment deemed as scrap will become the responsibility of the department for removal and disposal of such equipment once approval is received.


• Surplus equipment located at the Surplus Warehouse (behind Graphic Services on River Road) and is available for redistribution to departments.

• Available technology items that have been requested by departments or items departments currently have available and have not created a surplus request, see following link:
  Technology Recycling Center(You must log into PAWS after clicking this link.)

Fleet Management

• In accordance with State Fleet Regulations, departments are to submit the MV-3 (Daily Vehicle Log) and the MV-4 (Preventative Maintenance) reports for each vehicle to the Office of Property Management. The MV-3 report is to be submitted the first week of each month to report the previous month's information. The MV-4 report is to be submitted every six months. Contact Property Management (ph (225) 578-6922) if you need additional forms and/or instructions.


• Use of University/State Vehicle

(1) Use of University/State vehicles within the official domicile to obtain meals is not permitted except for:
a. Investigation personnel actually on duty.
b. Field workers between site visits.
c. Bona-fide official University/State business meetings.
d. Employees who are required to accompany or be on duty with clients while on travel status.

(2) The use of State vehicles for the personal use or benefit of an individual or individuals is not permitted; including but not limited to:
a.  Personal errands (such as banking business, shopping), and
b.  Transporting of unauthorized non-state employees, and
c.  Use of state vehicles while not on official duties (such as leave or lunches).

(3) Only authorized drivers are to operate University/State vehicles as determined by the LSU Office of Public Safety and Risk Management, the LSU Office of Property Management and the LSU supervisor in accordance with University policies and procedures.  Complete the Authorization and Driver History Form for those drivers required by the department to operate a State vehicle or a private vehicle for state purposes. More information on driving status and requirements can be found on the following link:

http://appl003.lsu.edu/PubSafety/oes.nsf/$CollectionMenu/Occupational+Safety?OpenDocument

• Remember to submit a Condition Report for a trade-in vehicle, or exemption to such, when procuring a vehicle. See www.fas.lsu/purchasing/vehicles.htm for complete instructions.

Procedures to Transfer Equipment to a Non-Louisiana State Institution

• The LSU Property Management Office must be notified in writing if equipment is to be transferred to non-Louisiana State institutions/agencies. It is the responsibility of the department to provide Property Management information on the items requested to be transferred. An Equipment Inventory Action Request Form is to be submitted with complete itemized list of all equipment proposed for transfer. It is to be noted that the time required to process forms and other necessary paperwork and to obtain approval from all parties concerned can be lengthy. Therefore, plans are to be made accordingly and allow for sufficient lead time. Additional information can be found under Property Management Procedures, 8.H.



• For items purchased with "State" funds, equipment is to remain with the department. If the department has no need for the equipment, department head is to contact various disciplines within the University to see if the equipment could be of further use. If there is no need for the equipment within the University community, Property Management will process the necessary form to State LPAA requesting a transfer. The receiving institution is to submit a written request indicating items to be transferred and the dollar amount the institution is willing to pay. Of course, the final decision will be made by State LPAA. Whatever dollar amount is agreed by the receiving institution, the University, and State LPAA, the check will be made to State of Louisiana- Division of Administration. No funds will be received for the rendering department unless a special request is made to use such funds to purchase like items. This request is to be made in advance with appropriate signatures provided by the department head, dean or director, and appropriate Vice Chancellor.
  
  
• For items purchased with "Sponsored Projects" funds that have expired, in most cases the equipment ownership is transferred to the University. Therefore, the above scenario is the same when a request is made to transfer equipment to another institution. However, depending on the grant type, 80% of the funds generated will be kept by the University department relinquishing the equipment.


• For items purchased with "Sponsored Projects" funds whereby the grant is still active, the Granting Agency must provide a written statement to the University indicating their approval to transfer equipment to another institution.