The property custodian is the person within the department who is responsible for those property items assigned to that department.  At the beginning of the fiscal year, each department must forward to Property Management a copy of the Designated Property Custodian form PRP-6A noting the property custodian for that fiscal year.  The property custodian is the primary contact for Property Management issues and correspondence, and is also responsible for reporting any equipment believed to be stolen to the UH Police Department and Property Management. The property custodian may designate a person within their unit who will be responsible for verifying the annual inventory and updating the information in PeopleSoft Asset Management.

Every employee having university property in their care should safeguard it to the best of their ability. 

Annual Inventory Audit

UH Property Management generates inventory reports identifying capital and controlled assets by department codes and UH inventory tag numbers for annual distribution to the Colleges. At the Bauer College of Business, Research and Instructional Computing Services (RICS) is in charge of coordinating the inventory process. Once the inventory report is received by the college it is distributed to the property custodians of each department. Property custodians or designee must perform the physical inventory, verifying that the information recorded in the university’s system is accurate.  Once the physical inventory has been completed, the property custodian must update information in PeopleSoft of any necessary changes, or by completing the necessary forms in the event that the item is obsolete, stolen, missing or moved.

RICS will be in charge of all equipment in labs, classroom, and all other general inventory in the building that otherwise is not under any specific department or center.

General Guidelines

• Form PRP-1A:  Must be completed with Property Management approval before any inventory is transferred to another department.  If transferring to storage, also complete form PRP-16B for each item being sent to surplus storage.
• Form PRP-2:  Must be completed with Property Management approval before any inventory is taken off campus (this form must be renewed every fiscal year.)
• For each inventory item, a UH property tag will be provided by Property Management.  This tag must be affixed to the equipment and its associated tagging form must be completed and forwarded to Property Management.

Most of the college’s inventory is computer equipment.  RICS will coordinate annual inventory with all units with in the college. They will provide assistance to all departments with inventory issues throughout the year.  A copy of all completed Property Management forms should be forwarded to RICS for record-keeping purposes.

SBDC will have a separate policy.

Links 

Property Management Forms                      

Property Management Overview (MAPP)