Property

Instructions for Property Custodians

IMPORTANT: If the Property Custodian wishes to delegate the annual inventory to a Designee, the Custodian must notify the Inventory and Assets Manager indicating the Designee’s name, SF Identification Number, and the department number(s) the Designee will have access to in Property Browse for inventory purposes. Only Property Custodians and authorized Designees may perform the annual inventory.

How to Access Your Property Inventory

1. In eStaff, under My Accounts (ACIM WEB), select Department Reports.
2. Select the Property Browse report, then choose a department number.
3. The Property Browse report for that department will open in a separate window. This report is a list of all inventoried items in the department. It includes the following information:
   • DECAL – Property Number of the item. Usually affixed on a College label with six numeric digits.
   • DESC – Description of the item (e.g. brand, model, make, etc.).
   • PO – The Purchase Order on which the item was originally purchased.
   • SERIAL – The unique serial number assigned to the item by the manufacturer.
   • VALUE – Estimated current value of the item.
   • PRIMARY USER – The employee to whom the item is assigned or who uses most often. This field is modifiable by the Property Custodian or Designee.
   • SITE – Campus location of the item, selected from a drop-down list. This field is modifiable by the Property Custodian or Designee. If your drop-down list shows letters, the choices are:
     • M = Northwest Campus
     • A = Andrews Center
     • D = Blount Center
     • P = Kirkpatrick Center
     • R = Davis Center
     • W = Watson Center
     • C = Perry Center
   • BLDG – The building where the item is located. This field has space for two characters.
   • ROOM – The room number is where the item is located (usually 3 characters, sometimes 4).
   • INVENTORY DATE – The date this item was last updated in the inventory report.
   • Update Boxes – For confirming the inventory after inspection. Select the box for each item inventoried then select “Update Inventory.” All items must reflect an inventory date of 07/01/2020 or later to be considered for this audit.  

To print your list, select the blue Property Decal Report button (right hand corner, above property listing, on the Property Browse Report) and a printable report will be generated for you. (You may be prompted to enter your SFID number.)

Conducting the Physical Inventory

1. Physically verify each item’s existence, including the decal number
2. Identify the Primary User and note the location
3. Update the primary user or location in eStaff as necessary
4. Report all other changes to the Inventory and Assets Manager.
5. Only the Property Custodian or a listed Designee may perform the physical inventory.

Updating the Property Report

1. Open the Property Browse as described above and click the check box for all items found.
2. If necessary, update the Primary User, Site, Building, and/or Room fields.
   1. Items over $5,000.00 cannot be modified by the Property Custodian or Designee; these items will be inventoried by the Inventory and Assets Manager.
3. Mark the checkbox in the Update Date column and click the UPDATE INVENTORY button. The Inventory Date will change to the current date. Since the date cannot be entered, it is important to perform this step before the property inventory deadline.
4. Upon completion of the inventory, notify the Inventory and Assets Manager via email.

Missing/Found Items and Other Discrepancies

If any items on your property lists are missing, if you find decaled items that are not on your lists, or if there are any other discrepancies or changes to report, email the Inventory and Assets Manager as soon as you complete your inventory update.

Missing Items: (listed on the report but not physically found) Include the decal number and an explanation of events. Missing items will be reported to the Police Department for investigation.

Found Items: (physically located but not listed on the report) Include the decal number, building/room number, and the department number where the item should be listed.

Discrepancies: Provide as much information as possible. The Inventory and Assets Manager will communicate with the Property Custodian or Designee to reconcile any errors or discrepancies.