Personal property belonging to the state is an asset that must be accounted for and safeguarded. A state official or employee shall be pecuniarily liable to the state for any loss sustained as the result of negligence or wrongful act where property is lost, damaged or destroyed. Property accounting is addressed in Vernon’s Texas Annotated Civil Statutes, Government Code, Chapter 403, Subchapter L, § 403.271 through § 403.278.
Texas A&M System sets forth policies and regulations governing property management for all system members. Specific procedures for each member are maintained by the respective A&M System Member. This manual contains property management rules which are intended to supplement the TAMUS Equipment Management Manual and are specific to Texas A&M University-Commerce. This manual prescribes additional requirements deemed necessary to establish a comprehensive property management program.
The procedures set forth herein are established to comply with the rules of property management and reporting as defined by the State Comptroller and the A&M System Equipment Management Manual.
Periodic spot checks of equipment are required in order to assure the accuracy of inventory records. Spot checks will be made in addition to the annual physical inventory conducted each fiscal year.
Procedure
Unannounced spot checks of departmental property will be conducted throughout the fiscal year by property management staff. An Inventory Spot Check Form will be completed by property management staff and signed by the the Accountable Property Officer. Pilferable equipment shall receive special attention during spot checks.
Access security for all users of the inventory system shall be reviewed and updated regularly. All requests for access or changes in access must be approved by the Property Manager.
Procedure
The FAMIS Change Access Form should be completed to gain security access to inventory records maintained in the accounting system at A&M-Commerce. The completed form should be submitted to the Property Manager for approval.
Pilferable items should be safeguarded. These are equipment items that are potentially harmful or hazardous or of high monetary value and easily converted to unauthorized use or disposal. (Example: T.V., guns, stereo equipment).
Procedure
An inventory number shall be assigned to sensitive equipment and tracked. These items should be permanently marked, if possible, with the assigned number. Sensitive equipment should be accounted for on the annual inventory and subjected to periodic spot checks by the Accountable Property Officer(APO) and Property Manager.Procedure
A Transfer of Equipment to Out-of-Office Location agreement shall be completed and approved by the APO prior to any equipment being removed from University premises. A copy of the property loan receipt shall be forwarded to the university property manager. Property must be returned at the end of a loan period and inspected by the APO. Dates and signatures should be recorded on the APO copy of the agreement for compliance with this section. The APO and the Property Manager shall maintain copies of the Transfer of Equipment to Out-of-Office Location agreement. The APO shall certify any property on loan during an annual physical inventory as accounted for if a properly executed Transfer of Equipment to Out-of-Office Location agreement exists. The APO must ensure that all loaned equipment is returned upon termination or transfer of an employee. Property not returned as required shall be considered missing, stolen, or lost with the employee financially liable.
Procedure
Departments providing equipment for an activity, project, or assignment shall maintain records of all loaned equipment, the location, and purpose. Records should reflect the department or individual responsible for the equipment on a temporary basis. The APO of the loaning department will assure that the equipment is returned properly.
Agency Head approval must be obtained prior to the disposal of property with an inventory value greater than $10,000.
Procedure
Agency Head approval must be obtained on all surplus equipment with an inventory value greater than $10,000 prior to the disposal of equipment. The APO should notify Property Manager,obtain and complete Form INV905A, Disposal of Item Over $10,000 and request approval from Agency Head. Form INV905A should include a list of all inventory numbers, descriptions, date of acquisition, condition and inventory value.
Any University employee or officer must receive administrative approval of non-cash gifts prior to acceptance.
Donations being considered for the benefit of Texas A&M University-Commerce and Texas A&M University-Commerce Foundation, Inc. are to be processed through the Office of the Vice President for Institutional Advancement. The Director of Advancement Services is responsible for reviewing compliance with gift and procedural standards.
Approval of gifts will require the following signatures:
Procedure
Link to 21.05.01.R1.01 Solicitation and Acceptance of Gifts for the University
Link to NON CASH GIFT FORM
Link to IRS TAX FORM # 8283
If gift value exceeds $ 5,000.00, one independent appraisal using IRS form 8283 must accompany the Non-Cash Gift form when presented for approval. This appraisal should not be conducted by the donor or University personnel who have participated in the processing of the Non-Cash Gift form.
Completion and Approval of the Non Cash Gift Form and required documentation will ensure the proper steps needed by administration and Property Management.
Upon approval of the donation, the University Property Manager will determine if the gift is eligible for inventory and then assigned and affix a property number to the donated item when applicable.
See M21.01 Solicitation and Acceptance of Gifts for the University
Gift Acknowledgment
See M21.01 Solicitation and Acceptance of Gifts for the University
Original Documentation
Original documents upon completion must be returned to the office of the Vice President for Institutional Advancement.
Equipment to be traded in on the purchase of other equipment must be approved by the university property manager prior to the purchase order being issued.
Procedure
The APO shall provide a completed Request for Trade-IN form, approved by the Property Manager, to the Director of Purchasing prior to bid information being presented to vendors. The Director of Purchasing shall not execute a purchase order including a trade-in prior to receiving a completed Request for Trade-IN form.
Procedure
The Property Manager will provide the APO with a current inventory list for their department. The APO must assure that all property listed on the departmental inventory is in the department’s possession and verify the location. Any discrepancies in property information detected during the conduct of an inventory must be reported to the Property Manager. An acceptable reason must be provided for each discrepancy. Discrepancies include items in the process of being transferred, listed as salvage or surplus, or reported as missing or stolen.
Physical inventories must be completed within a 30-day period specified by the Property Manager. If response is not received and approved within the period specified, noncompliance will be reported to the appropriate Vice President. If a response is not received within 15 days of notification to the Vice President, noncompliance will be reported to the President for resolution.
The APO is responsible for ensuring that property is tracked and secured to prevent theft, loss, damage, or misuse of property. The APO should know where property is located at all times. The APO should have a method for locating any property item upon request. A Transfer of Equipment to Out-of-Office Location must be executed and filed with the department APO and Property Manager for equipment or property on loan to an employee or another state agency.
Procedure
Each APO of property should be diligent to assure that University property is protected to the best of their ability. Buildings and rooms should be locked or properly secured during closed periods or periods of non-use. The APO should take all necessary precautions to ensure that property is secured using procedures based on good business practice. For equipment being loaned, A Transfer of Equipment to Out-of-Office Location must be properly executed prior to equipment being removed from campus. A copy of the Transfer of Equipment to Out-of-Office Location is provided under the A&M-Commerce forms section.
Property may be transferred between departments within the University by consent of the department APO. If the transfer of property between departments involves a transfer of funds or any compensation, the University comptroller must approve the transfer before the property is moved.
Procedure
An A&M-Commerce Property Transfer form must be executed prior to the transfer of property. A properly executed property transfer notice shall move responsibility of property between custodians and provide maintenance personnel the information needed to move the property. If the transferor requires reimbursement, then an A&M-Commerce Interdepartmental Order form must be completed by the transferee and approved by the University comptroller prior to the transfer of property.
The interdepartmental order shall then be processed through accounts payable with a copy of the property transfer notice attached.
Property in which a loss occurs by destruction, impairment, ruin, or other physical waste shall be referred to as damaged property. Missing property is that property in which the disappearance is not explained. Stolen property is that property missing by known theft, whether by forced removal, burglary, theft by employees, or other criminal acts. Property that is lost or stolen remains on a department’s inventory until approval for deletion is obtained from the Property Manager.
When an APO becomes aware that an item of equipment is missing, a thorough search must be started immediately. A report must be filed with the Property Manager if the search is futile. If an item of property is believed to have been stolen, the University Police office must also be notified.
In the event there is a physical deprivation of property, either through damage, loss, or theft, the APO must immediately report the loss to the Property Manager.
If the loss of property is due to employee theft or negligence, the property manager must fax a copy of the State Missing or Stolen Property Report form to the Office of the Attorney General, within five working days of determining the occurrence.
If property disappears, deteriorates, or is damaged or destroyed as a result of the failure of an employee entrusted with the property to exercise reasonable care for its safekeeping, then the person is pecuniarily liable for the loss.
Procedure:
The APO must diligently search for any missing items. The APO must report the loss to the property manager by completing a Missing or Stolen Equipment form. A copy of the form will be delivered to the University Police. The property manager shall execute the State Missing or Stolen Property Report to notify the State Auditor’s Office, the Office of the Attorney General, and local law enforcement agencies upon identification of property that is required to be inventoried or tracked.
In the event of employee theft or negligence, the property manager must fax a copy of the State Missing or Stolen Property Report form to the Office of the Attorney General, within five working days of the occurrence of the theft, loss, destruction, or damage of property.
Property reported as Missing shall be carried for a period to include two inventory cycles. This time delay is necessary because missing property is often found after a period of time or during annual inventories. Property listed as missing that is later found, must be reported to the property manager and to the University Police to be removed from the missing or stolen report. Property not found after two inventory cycles shall be deleted when approved by the property manager. The APO must request the item be removed by submitting the Property Removal Request form and completing the section indicating the efforts made to locate the item.
Surplus and salvage items include all inventoried (with asset numbers) and non-inventoried (without asset numbers) and are deemed property of the State of Texas. In the event that a department no longer needs an asset, the APO may declare the item to be surplus and request that the item be transferred to University Property Reserve. The item will then be removed from their inventory upon completion of the transfer. University reserve items may be transferred to departments with a need for such items. The items shall be transferred to and from reserves at book value with or without reimbursement. University reserve property that becomes excessive or “obsolete” shall then be transferred to Salvage and Surplus to be disposed of by methods established by the University. Items that a department determines to be “salvage," obsolete, worn out, or to have no value to them shall be transferred to salvage and surplus property with the item being removed from their inventory.All surplus property shall be sold at public auction and/or sealed bid. Prior to any sale the surplus property to be sold shall be advertised to the public for at least 30 days prior to the sale. Inventoried surplus or reserve property may be cannibalized for usable parts where appropriate with permission from the Property Manager. Non-inventoried surplus or reserve property may be cannibalized for usable parts where appropriate with permission from either the Property Manager or the Inventory Control Coordinator.
Procedure
Items determined by a department to be surplus shall be transferred to Property Reserves by use of the Property Transfer Notice. Once an item is received in reserves, it shall be examined to insure that the item still has a residual value. A property removal request must be completed on any item received in Property Reserves determined not to have a residual value or deemed in excess of University needs. Once the property has been approved for deletion, it shall be removed from Property reserves and transferred to Salvage and Surplus for disposal. A listing of University reserve property shall be maintained and provided to campus departments. Property numbers are to remain on property through out the life of the equipment at A&M-Commerce. Property placed in salvage shall be tracked and these numbers reported in sale information for control and verification purposes. If an APO determines an item to be salvage, a property removal request must be completed and approved prior to any actions taken with the property. Once the property manager has approved the item for removal, a property transfer notice should be completed to have the item moved to salvage property. Maintenance personnel should not transfer property (inventoried or non-inventoried) without a property transfer notice. Departments shall request permission to cannibalize property for parts from the property manager by means of the property removal request. Once the removal request has been approved, then the property may be cannibalized for parts. Any residual materials should be transferred to salvage for proper disposal including reference to property numbers where appropriate.
Property may be transferred between agencies with or without reimbursement between agencies. Property may be transferred to another agency only from University reserves and with approval from the Property Manager.
Procedure
Prior to property being transferred to another agency, the property must be declared surplus and placed in the University reserves. Once in University reserves, the property must be listed on the University reserve listing allowing all departments an opportunity to request such property. Qualifying property must be listed on the Coordinating Board web site. Equipment may be transferred to public schools or school districts with preference for low-performing schools or school districts that have taxable wealth per student that entitles the districts to an allotment of state funds under Subchapter F, Chapter 42, Education Code. When property is transferred between agencies, the transfers must be reported to the comptroller and recorded in the State Property Accounting system on the forms prescribed. Property transferred to public schools shall be removed from inventory records upon signed acceptance by a school district representative.
If reimbursement is required, an inter-agency transaction voucher must be processed. The transferor is responsible for completion of this form. The amount must be agreed upon prior to transfer of property.
Property declared surplus by campus departments should be transferred to a Maintenance storage facility. Reserve property may be used or new, but possesses some useful purpose. Property determined to have a residual value shall be listed in Property Reserve Report and available to University departments. APO’s in need of equipment listed in the reserve may view the property at the maintenance facility. Property selected shall be transferred to the requesting department.
Procedure
Items determined by a department to be surplus shall be transferred to Property Reserves by use of the Property Transfer Notice. A listing of University reserve property will be made available to campus departments. After an item has been available for 30 days, it will be posted as required to state web sites.
Surplus and salvage property includes all inventoried (with property numbers) and non-inventoried (without property numbers) property and is deemed as property of the State of Texas. Property transferred to salvage shall have no residual value to the University or must be declared surplus to the University. Once property has been transferred to salvage, it may be disposed of by methods established by the University. The University is exempt from listing property through the General Services Commission as surplus.
Procedure
Salvage property may be sold by public auction, by sealed bid or by public offer meeting or exceeding salvage value. Any salvage property that cannot be disposed of for a value, or that will cost more to sell than revenue generated, may then be discarded.
Accountable Property Officer (APO)
Individual responsible for the physical possession and control of all equipment entrusted to his departments’ activities. The Accountable Property Office is typically the Department Head.
Agency Head
Chief Executive Office of each A&M System Member. Each Agency Head is responsible for the control of accountability for all equipment possessed by the Member.
Alternate APO
Designated by the Accountable Property Office, the Alternate Accountable Property Officer performs the daily functions of property management for his department.
Capitalized Asset
University possessions that meet the property reporting criteria that are a single unit value of $1,000 or greater and an estimated useful life of more than one year.
Controlled Asset
University assets that qualify as personal property but do not meet the capitalization threshold of $1,000 but must be secured and tracked due to the nature of the items.
Consumable Items
Items that will be consumed during use or having a useful life of less than one year.
Equipment
Any possession owned by or entrusted to a Member of the A&M System having sufficient value to warrant inclusion in fixed asset financial reports, or, due to the nature of the asset, is required to have management controls placed on it. Equipment does not include consumable items nor does it include real property. It can be either a capital asset or controlled asset.
Missing
Equipment whose disappearance cannot be explained.
Personal Property
Any possession of the University having sufficient value to warrant inclusion in the fixed asset portion of any official statement of financial condition, or any possession that, due to the nature of the asset, is required to have management controls placed upon it. Personal property does not include consumable items nor does it include real property such as land or buildings.
An equipment item that is highly susceptible to theft, loss or damage due to monetary value, intrinsic value, convertibility to unauthorized use, attractiveness or relatively small size.
Property Manager
Individual responsible for the overall management of the University’s equipment, including the maintenance and control of the central inventory records.
Salvage Property
Personal property, which through use, time, or accident is so depleted, worn out, damaged, used or consumed that it is obsolete, has no value, or can no longer serve the purpose for which it was originally intended.
Surplus Property
Personal property that is in excess of the needs of any department or agency and which is not required for it’s foreseeable need. Surplus property may be used or new, but possesses some useful purpose.
Stolen Property
Stolen property is personal property missing by known theft, whether by forced removal, burglary, theft by employees, or other criminal acts.
Trade-In
Surplus or salvage property that is exchanged for new property of the same general type, which is in the best interest of the State.
Loan Property
Property on temporary loan to an employee with a properly executed documentation.
SPA—State Property Accounting System
The state accounting system for all state property that is administered by the State Comptroller’s Office.
Article 8 was repealed on certification by the comptroller of the implementation of the fixed asset component of the uniform statewide accounting system, pursuant to Acts 1991, 72 Leg., 2nd C.S., ch.8,§ 6.01(d).
403.271 Property Accounting System
(a) This chapter applies to: (1) all personal property belonging to the state ; and (2) real and personal property acquired by or otherwise under the jurisdiction of the state under 40 U.S.C. Section 483c, 484(j), or 484(k), and Section 9.16, State Purchasing and General Services Act (Article 601b, Vernon’s Texas Civil Statutes). (b) The comptroller shall administer the property accounting system and maintain centralized records based on information supplied by state agencies and the uniform statewide accounting system. The comptroller shall adopt necessary rules for the implementation of the property accounting system, including setting the dollar value amount for capital assets and authorizing exemptions from reporting. (c) The property accounting system shall constitute, to the extent possible, the fixed asset component of the uniform statewide accounting system. (d) The comptroller may authorize a state agency to keep property accounting records at the agency’s principal office if the agency maintains complete, accurate, and detailed records. When the comptroller makes such a finding, it shall keep summary records of the property held by that agency. The agency shall maintain detailed records in the manner prescribed by the comptroller and shall furnish reports at the time and in the form directed by the comptroller. (e) A state agency shall mark and identify state property in its possession. The agency shall follow the rules issued by the comptroller in marking state property. Added by Acts 1991, 72nd Leg., 2nd C.S., ch. 8, §2.30, eff. Sept. 1, 1991. Amended by Acts 1993, 73rd Leg., ch. 906, § 2.11.1991 Legislation
Section 7.06 of Acts 1991, 72nd Leg., 2nd C.S., ch. 8 provides:
“The changes made by Subchapter L, Chapter 403, Government Code, as added by this Act, take effect on certification by the comptroller of the implementation of the fixed asset component of the uniform statewide accounting system.”1993 Legislation
Sections 2.12 and 2.14 of Acts 1993, 73rd Leg., ch. 906, provide:
“Sec. 212. (a) The General Services Commission and the Texas Surplus Property Agency functions to the General Services Commission as required by this part. The administrative functions of the Texas Surplus Property Agency are transferred to the General Services Commission to be carried out by staff located in Austin, in accordance with the State Purchasing and General Services Act (Article 601b, Vernon’s Texas Civil Statutes), as amended by this Act. “(b) The transfer of all functions from the Texas Surplus Property Agency to the General Services Commission shall be accomplished as soon as practicable, but not later than the 45th day after the effective date of this part, at which time the Texas Surplus Property Agency is abolished. “(c) The transfer required by this part includes the transfer of all assets, duties, powers, obligations, and liabilities, including contracts, leases, real or personal property, funds, employees, furniture, computers and other equipment, and files and related materials used by the Texas Surplus Property Agency.“(d) A form, rule, or procedure adopted by the Texas Surplus Property Agency that is in effect on the effective date of this part remains in effect on and after that date as if adopted by the General Services Commission until amended, repealed, withdrawn, or otherwise superseded by the commission.
“(e) All unexpended appropriations made to the Texas Surplus Property Agency are transferred to the General Services Commission. “(f) Notwithstanding Subsections (b) and (e) of this section and Section 2.13 of this Act: “(1) to the extent that changes in law made by this Act are changes that must be approved by the federal government under federal law relating to surplus property as a condition of this state’s full participation in the federal surplus property program, the appropriate prior law is continued in effect until the necessary approval is received; and “(2) if the abolition of the Texas Surplus Property Agency and the transfer of its functions under this Act must be approved by the federal government under federal law relating to surplus property as a condition of this state’s full participation in the federal surplus property program, the Texas Surplus Property Agency and the law under which it performs its functions are continued in effect until the necessary approval is received..” “Sec. 2.14. This part takes effect September 1, 1993, except that: “(1) the amendment to Subsection (a), Section 403.271, Government Code, takes effect when Subchapter L, Chapter 403, Government Code, as added by Section 2.30, Chapter 8, Acts of the 72nd Legislature, 2nd Called Session, 1991, takes effect. . .”§ 403.272 Responsibility for Property Accounting
(a) A state agency must comply with this subchapter and maintain the property records required.
(b) All personal property owned by the state shall be accounted for by the agency that possesses the property. The comptroller shall define personal property by rule for the purposes of this subchapter. In adopting rules, the comptroller shall consider the value of the property, its expected useful life, and the cost of record keeping. The comptroller shall consult with the state auditor in drafting rules. The state auditor shall cooperate with the comptroller by giving technical assistance and advice. Added by Acts 1991, 72nd Leg., 2nd C.S., ch. 8, §2.30, eff. Sept. 1, 1991.§ 403.273. Property Manager; Property Inventory
(a) The head of each state agency is responsible for the custody and care of state property in the agency’s possession. (b) The head of each state agency shall designate a property manager and inform the comptroller of the designation. Subject to comptroller approval, more than one property manager may be appointed by the agency head. (c) The property manager shall maintain the records required and be the custodian of all property possessed by the agency. (d) State property may be used only for state purposes. (e) When an agency’s property is entrusted to a person other than the property manager, the property manager shall require a written receipt from the person receiving custody of the property. When the property of one agency is lent to another agency, the lending must be authorized in writing by the head of the agency that is lending the property. A written receipt must be executed by the head of the agency that is receiving the property. (f) On the date prescribed by the comptroller, a state agency shall make a complete physical inventory of all property in its possession. The inventory must be completed once each year. (g) Within 45 days after the inventory date prescribed by the comptroller, the head of each state agency shall forward to the comptroller a signed statement describing the method used to verify the inventory and a copy of the inventory. (h) The property records prepared by each state agency must accurately reflect the property currently possessed by the agency. The agency must use the methods prescribed by the comptroller to delete property from the agency’s property records. Property that has become surplus or obsolete and no longer serviceable may be deleted from the agency’s records only upon authorization by the comptroller. Property that is missing or that is disposed of directly by the agency shall be deleted from the comptroller’s records on approval by the state auditor. Added by Acts 1991, 72nd Leg., 2nd C.S., ch. 8, § 2.30, eff. Sept. 1, 1991.§ 403.274. Change of Agency Head or Property Manager
When the head or property manager of an agency changes, the new head or property manager of the agency shall execute a receipt for all agency property accounted for to the outgoing agency head or property manager. A copy of the receipt shall be delivered to the comptroller, the state auditor, and the outgoing agency head or property manager. Added by Acts 1991, 2nd Leg., 2nd C.S., ch. 8, § 2.30, eff. Sept. 1, 1991.§ 403.275. Liability for Property Loss
The liability prescribed by this section may attach on a joint and several basis to more than one person in a particular instance. A person is pecuniarily liable for the loss sustained by the state if: (1) agency property disappears, as a result of the failure of the head of an agency, property manager, or agency employee entrusted with the property to exercise reasonable care for its safekeeping; (2) agency property deteriorates as a result of the failure of the head of an agency, property manager, or agency employee entrusted with the property to exercise reasonable care to maintain and service the property; or (3) agency property is damaged or destroyed as a result of an intentional wrongful act or of a negligent act of any state official or employee. Added by Acts 1991, 72nd Leg., 2nd C.S., ch. 8 § 2.30, eff. Sept. 1, 1991.§ 403.276 Reporting to State Auditor and Attorney General
(a) If a head of an agency has reasonable cause to believe that any state property in the agency’s possession has been lost, destroyed, or damaged through the negligence or fault of any state official or employee, the agency head responsible shall immediately report the loss, destruction, or damage to the state auditor and to the attorney general. (b) The attorney general shall investigate a report of loss, destruction, or damage to state property. (c) If the investigation discloses that a property loss has been sustained by the state through the fault of a state official or employee, the attorney general shall make written demand on the state official or employee for reimbursement to the state for the loss sustained. (d) If the demand made by the attorney general for reimbursement for property loss, destruction, or damage is refused or disregarded by the state official or employee on whom such demand is made, the attorney general may take legal action to recover the value of the state property as the attorney general deems necessary. (e) Venue for all suits instituted under this section against a state official or employee is in a court of appropriate jurisdiction of Travis County. Added by Acts 1991, 72nd Leg., 2nd C.S., ch. 8, § 2.30, eff. Sept. 1, 1991.§ 403.277. Failure to Keep Records
If a state agency fails to keep the records or fails to take the annual physical inventory required by this subchapter, the comptroller may refuse to draw warrants or initiate electronic funds transfers on behalf of the agency. Added by Acts 1991, 72nd Leg., 2nd C.S., ch. 8, § 2.30, eff. Sept. 1, 1991.§ 403.278. Transfer of Personal Property
(a) A state agency may transfer any personal property of the state in its possession to another state agency with or without reimbursement between the agencies. (b) When personal property in the possession of one state agency is transferred to the possession of another state agency, the transfers must be reported immediately to the comptroller by the transferor and the transferee on the forms prescribed. Added by Acts 1991, 72nd Leg., C.S., ch. 8, § 2.30, eff. Sept. 1, 1991.AA Item located as recorded
AB Item located, location change
BB Transaction In Progress (see attached document)
MA Missing: proper reports completed with inventory
MM Missing: Missing or Stolen Report previously filed
MN Missing: possible negligence by employee, report previously filed
MH Missing: hold for future action(approval of Property Mgr.)
SA Stolen: proper reports completed with inventory
SS Stolen: reports previously filed
SN Stolen: possible negligence by employee, report previously filed
This form is completed by the property custodian when there is reasonable cause to believe that university property in their possession is missing, destroyed, damaged, or stolen. If reporting stolen property, a copy will be sent to the local police department. If applicable, a copy of the police report will be sent to the State Auditor. Keep a copy for your records. If reporting missing or stolen property due to employee negligence, a copy of the form and police report will be submitted to the Attorney General’s office by the property manager.
Date Of Report—Fill in date report submitted.
Place of Occurrence—Fill in the city and county of occurrence.
Name of Police Agency Notified—Fill in the name of the police agency contacted.
Police Report Offense No.—Fill in the number of the report completed by police.
Estimated Value At Date of Loss—Write in the value of the item at date of loss.
State Property Number(s)—Write in the property number of the item.
Serial Number—Write in the serial number of the item.
Description of Item(s)—Write in a complete description of missing item(s). Use reverse side for additional space.
Location of Item(s)—Write in where item(s) were located before disappearance.
Person(s) Responsible For Asset(s)—Write in the names of all people responsible for missing asset(s).
Report in Detail—Describe circumstances surrounding disappearance of item(s).
Quick Reference
The university is required to track and report any non-real property meeting the capitalization threshold, along with certain items falling below the threshold.
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