Administrative Procedure 8.530 Administrative Procedure 8.530

Property and Equipment Storage and Movement

Administrative Procedure Chapter 8, Business and Finance
Administrative Procedure AP 8.530, Property and Equipment Storage and Movement
Effective Date:  March 2016
Prior Dates Amended:  July 1982, March 1995, January 2002    
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 Management and Control the Operations of the Campus
Review Date:  March 2019

To establish uniform guidelines and procedures for the proper storage and movement of equipment and controlled property in the custody of the University of Hawai‘i (University).

No policy specific or unique definitions apply.

A.  The asset representative or custodial department shall provide for adequate protection during movement and storage of equipment and controlled property which includes movement from one point to another, for any purpose.

B.  The asset representative or custodial department is responsible for ensuring that all equipment and controlled property are properly stored and secured when not in use. Such property must be protected from the elements when not in covered storage.      When in covered storage, the property must be adequately secured by locked room doors or locked cabinets.  Such property must also be protected from damage which would be caused by stacking other items on or around the property, or placing property where it could easily fall from the storage space.

C.  When equipment and controlled property are permanently transferred from the location on record to another location, the asset representative or custodial department shall inform the responsible fiscal administrator or other authorized personnel to update the asset location information in the Kuali Financial System (KFS).

D.  When equipment and controlled property are temporarily transferred to another location such as in the case of scheduled maintenance or repair, the custodial department shall create an internal log to track the location of the property in lieu of submitting a formal location change in KFS.  The internal log should, at a minimum, include the following information:

    1.  Date the asset is relocated

    2.  Asset tag number

    3.  Asset description

    4.  Asset location

    5.  Date the asset is expected to be returned

    6.  Contact information of the individual or organization with whom the property is temporarily stored.

E.  Additionally, any movement of federally-owned property must be accomplished under proper sponsor authority, supported by required documentation and with sufficient care to protect the property.

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