Attractive/Sensitive Items Property Procedure Lost, Damaged, Stolen Property Guidance

John P. Kruczek, University Controller

Attractive/Sensitive Property

Effective February 1, 2003, the University will implement a policy and procedure to safeguard attractive/sensitive property items, costing less than the current inventory level of $1,000.00/each. This is equipment that is easily transportable and highly susceptible to theft. Accountable Officers are responsible for the safe keeping of this equipment as well as items costing over $1,000.00 that appears on each department’s Property Inventory list. The sample list of attractive/sensitive items as well as the University policy for control of these items can be found in the University’s Handbook on Business Procedures, Volume 2, Finance and Accounting Section 2.4.4.1.36 and at the following link. http://admin.ufl.edu/handbook/default.asp?doc=2.4.4.1.36.

A web-driven database is being developed that may be used by departments for recording and tracking attractive/sensitive items. Accountable officers will be notified when this system in available.

Lost, Damaged, Stolen Property Guidance

The following guidance provides a consistent and adequate process to follow-up on all property that has been lost damaged, or stolen.

Each Department Head or Director upon acceptance of appointment as Administrative Director or Head of a unit assumes responsibility for physical assets belonging to or under the direct control of his/her respective unit. The Department Head or Director may delegate accountability for all or any items of University property to responsible individuals in the unit in order to assist in the reporting and safeguarding of University property. When University property is lost, damaged, or stolen as a result of negligent behavior by the staff under the direction of the Department Head or Director, it is her/his responsibility to initiate the appropriate action in accordance with University of Florida Employee Discipline Standards at http://www.hr.ufl.edu/emprelations/standards.htm.

In order to assist Department Heads and Directors in carrying out due diligence for property in their units University Property Services will identify and contact those departments, accountable officers, or individuals when frequent losses occur or unusual circumstances result in the loss, damage, or theft of University property. Contact will include a letter from the University Controller to the Department Head or Director to report that a loss has occurred and request that she/he conduct an internal review of the circumstances leading to the loss, damage, or theft. In addition, the Department Head or Director will be reminded to take the appropriate disciplinary action, if warranted, as outlined by University of Florida Employee Discipline Standards and inform the University Controller of such actions taken. Report copies will be sent to the respective Vice President or Dean of the unit affected and University Police Department when suspicious loss or theft occurs.

Should you have any questions, please contact Matt Alday, Accounting Coordinator University Property Services @ 352-392-2556 Ext 404.