Administrative Procedure 8.512 Administrative Procedure 8.512

Identification of Property

Administrative Procedure Chapter 8, Business and Finance
Administrative Procedure AP 8.512, Identification of Property
Effective Date:  June 2016
Prior Dates Amended:  July 1982, June 2001    
Responsible Office: Office of the Vice President for Budget and Finance/Chief Financial Officer
Governing Board and/or Executive Policy: EP 1.102, Authority to Manage and Control the Operations of the Campus
Review Date:  June 2019

To establish uniform guidelines and procedures for identifying equipment and controlled property of the University of Hawai‘i (University).

No policy specific or unique definitions apply.

A.    Identification of Inventorial Personal Property

    1.    All inventorial personal property is identified by a tag which consists of a property number thereon.  The property shall remain so identified by such tag as long as it is in the custody, possession, or control of the University.  Assigned property tag numbers are recorded on all applicable documents and any records that may be part of the inventory system.  A tag is removed or obliterated from the property only when it is no longer under the custody and control of the University.  Once a tag has been assigned, no change is made during the life of the property regardless of inter-departmental or inter-campus transfers.

    2.    Upon receipt of the assigned tag the asset representative is responsible for affixing the assigned tag to each newly acquired property.  The tag should be affixed to the property in a position for easy sighting.  Care should be exercised to place the tag on a clean, dry, smooth surface.  In those situations where tags are impossible, if not impracticable to place on the property, records with the issued tags shall be maintained indicating the location and description of such property.              

B.    Identification of Federal Personal Property

    Federal inventorial personal property is property the title to which vests with the Federal government.  Federal inventorial personal property shall also be subject to the requirements of section III.A of this Administrative Procedure.  Additionally, Federal inventorial personal property shall be identified with a red inventory tag with the statement “Property of U.S. Government.”  The red inventory tag shall be physically affixed to the property next to or near the University tag.  The property remains so identified as long as it remains in the custody, possession, or control of the University.  If the University acquires title to the property, the red inventory tag shall be removed.

C.    Identification of Federal Property Other than Federal Inventorial Property
    
    Identification, marking, and recording of federally-owned property other than that designated as Federal inventorial property (e.g. materials, supplies), is the responsibility of the Custodial Department and Asset Representative.

There is no administrative specific delegation of authority.

    
Property & Fund Management Office, 956-8735, or pfmo@hawaii.edu
Website:  http://www.fmo.hawaii.edu/capital_assets/index.html

    A. Link to superseded Executive Policies in old format https://www.hawaii.edu/policy/archives/ep/
    B. Link to Administrative Procedures in old format https://www.hawaii.edu/policy/archives/apm/sysap.php

None

    Vice President for Budget and Finance/Chief Financial Officer