Sample Tax-Exempt Form UF Asset Management website This directive establishes the proper methods of sending items to UF Surplus using the Surplus Pick-Up Request. The UF Surplus PC shop refurbishes computer equipment to meet UF Information Technology (UFIT) standards. Used when the department no longer wishes to track the attractive property. To gain access to myAssets is a two-step process, requesting myUFL security roles and myAssets contact role. UF HR Toolkit Completing a Requisition in myUF Market, University of Florida UF Surplus, on average, reuses, refurbishes, and recycles over the industry standard of 90% of all surplus property received from UF departments, Direct Support Organizations, Health Science Center Affiliates, and Shands Hospital. Assets can be donated to UF through the UF Foundation from other universities, the Federal Government, other State agencies and private industries, or transferred in with incoming faculty from another university. Select the session, 0009-Online when registering. UF Asset Management Surplus Warehouse can be contacted via phone at (352) 392-0370 for pricing, hours and directions. Refer to this toolkit when purchasing and researching assets in the myUFL system. You may notice the navigation in myUFL is different than what is shown in these training resources. Rest assured, these changes are primarily look and feel differences. University of Florida Inaccessible Locations In this course, participants will complete an overview of the myAssets property system upgrade as of July 2013, designed for departmental property contacts to control their department inventory. Capital assets, sometimes referred to as fixed assets, are resources of the University and are included on the University financial statements. myAssets integrated workflow enables individuals responsible for the property to have up-to-date information to manage the property and submit forms including updates, inventory certifications, transfers, dispositions, and surplus pickups electronically for final approval at Asset Management and then into PeopleSoft (myUFL), the official financial property record for all capital assets. In addition, Asset Management provides oversight of toll charges. The following procedures must be followed for Surplus Pick-up requests that contain Freon: UF HR Toolkit Submit a Surplus Pick-Up Request, University of Florida

A UF Asset Management Surplus Warehouse has a 5.0 Star Rating from 1 reviewers. Department Accountable Officers may use the simulations in this module to research assets in myUFL to verify information in their departments inventory. Required training: PST501 Property 101 and PST502 myAssets, Scanner Enables UF employee to download the myInventory app on an Apple device. The UF Surplus PC shop refurbishes computer equipment to meet UF Information Technology (UFIT) standards. The Board of Governors requires an annual inventory of all capital assets. Additionally, property purchased on federal grants that have closed, but are continuing to support the PIs research, can transfer with the faculty member if the property is not needed at UF. The federal government requires this property to be tracked. UF Surplus auctions generates annually over $500,000 dollars that is used to further the mission of UF. It is the committees role to recommend the final disposition of capital assets. prior to pick-up by UF Surplus. Departments will need to request the disposal of the property from Asset Management for all capital assets or attractive property not sent to UF Surplus. In the case of loss of non-state-owned property that is covered by insurance, the department must notify the Environmental Health and Safety Insurance Coordinator at (352) 392-1591. Please note the following when picking up items from the UF Surplus Warehouse: Departments can also utilize the UF Property Swap Listserv, which is open to all faculty and staff and is used to find a home for unneeded UF furniture. This directive establishes the proper methods of acquiring federal property . Items include: UF Surplus provides an easy way for surplus property to be reused by other departments within the University or repurposed by another entity. Specific provisions in each contract or grant may vary regarding the acquisition of furniture and equipment. If Freon needs to be removed, please follow the steps in the Non-Working Refrigerator/Freezer Units section above. The federal government requires this property to be tracked, so it will have an orange decal AND may also have a white federal decal. Gainesville, FL 32611 This disposal request can only be used for non-mandatory (departmental elected) attractive property. Sample attractive property directive. (352) 392-3261, UF HR Toolkit Approving an Invoice for an Asset, UF HR Receive New Assets in myAssets Toolkit, Decaling and Maintaining Federal Property, The Purchase Requisition must reference the department ID, fund, program, and account, An assigned employee for each department will be responsible for receiving the asset. The Property Custodian will identify Departmental Contacts who will be delegated daily tasks. (352) 392-3261, Asset Relocations, Transfers, and Dispositions, Capital and Attractive Livestock Directive, Sign up for the UF Property Swap Listserv, Environmental Health and Safety Insurance Coordinator, Relocating Capital Assets and Attractive Property, Departments will need to record the disposal of federal property in myAssets, Special allowances are made for property located outside of Alachua County. This listserv includes all Property Custodians, Property Contacts, and UF staff members who are interested in property issues. Asset Management uses this listserv to communicate with the campus community on property issues (List Archive is available). Property Custodians and Contacts Text-Only Version, Higher Education Opportunity for Children of TEAMS Employees, Employee Award and Recognition Programs Policy, Course Transfer Evaluation (Undergraduate), UF Directives and Procedures for Asset Management, Division of Sponsored Researchs web site, Explain the differences between assets and property, Identify the different decals UF uses to identify and track department assets and attractive items, Summarize the responsibilities different individuals/groups have for managing and tracking property, Explain the importance of identifying and tracking property, Outline procedures for managing and tracking property, Determine what surplus property is, locate and use the UF Surplus Warehouse, and describe how users are authorized, List some resources they can access for assistance with property management, To shop for an asset(s) in myUF Market, if you are permanent staff or faculty you automatically have the role UF_N_MKT_Shopper and may shop in myUF Market; for non-permanent staff or faculty, obtain the role UF_N_MKT_Shopper_Req, To create a requisition for purchase, obtain the role UF_N_MKT_Requestor to place orders in myUF Market, To receive a purchased item, obtain the role UF_PO_RECEIVER to receive items in myUF, For performing reviewer functions for assets in myUF Payment Solutions, obtain the UF_AP_Reviewer role, For performing approver functions for assets in myUF Payment Solutions, obtain the UF_AP_Approver role, To view Asset Management Images listed on theusers Administrative Menu obtain the roleUF_N_AM_IMAGING_VIEW, To process vouchers, obtain the role UF_AP_VOUCHER_PROCESSOR (DSOs only), To see the Basic Add screen, obtain the role UF_FI_UNIVERSAL_INQUIRY, For information on the ECCN (Export Control Classification Number) used in purchasing an assetthat will leave the country or be used outside of theUS, such as a laptop computer, and policy, pleasevisitthe. Departments should complete the disposal request, including signatures if required, then upload the request in myAssets. This directive establishes the proper methods for donations of property from UF Surplus. Asset Relocations, Transfers, and Dispositions, Foreign Travel Requests and Off-Site Certifications, General Accounting and Financial Reporting. All policies and procedures discussed in these materials are accurate and up to date. Assets can be loaned or furnished to UF by a federal agency or other agencies to be used at the University. It is any property attached directly to land as well as the land itself. Federal property is a special kind of tangible property. If you are having issues with storing your items while awaiting pick-up, please contact the UF Surplus Manager at (352) 392-0370, Submit a Surplus Property Pick-up Request following the steps in that section (below), Contact a HVAC vendor to have the Freon removed from your unit, Print an Equipment Disposal Refrigerant Recovery form and have the contractor sign, certifying Freon has been removed properly, After the form is received, and Freon has been removed, UF Surplus staff will schedule a pick-up or you can drop the item off at the UF Surplus warehouse, List the item on the UF Property Swap Listserv (, If the item is not claimed by anyone on the listserv, then submit a Surplus Property Pick-Up Request following the steps in that section (below). This directive establishes the proper methods of disposing of attractive property. Join the list by completing the form below. Click here to see the items available for donation or visit the UF Surplus warehouse, available to the public Monday Friday from 8:30 am 4:00pm, at 976 Elmore Dr., Gainesville, FL 32611, University of Florida Phone (352) 392-2556 Surplus property which is not claimed by the departments is auctioned to the general public. myAssets is UF property management system, offering a simple web-based system to manage, update and track the life cycle of assets. Please take the time to explore and discover how easy it is to use myAssets. For more information, visit the myAssets Toolkit. (352) 392-3261, General Accounting and Financial Reporting, Instructions for Running Transaction Detail by Account Code Report, Sample of Draft UF Health IT Attractive Property Directive, Sample Procedures for Managing Attractive and Sensitive Property, STAR (Scanning Targeted Auditable Resources) Departments. UF_FI_UNIVERSAL_INQUIRY: Read-Only access to view asset information and run reports. Postings on this web site should include a description of the items and a picture if possible. Any furniture acquired through this web site must continue to serve the UF community and is not available for personal or private use. Freon Form The department will use theDisposal Requestand include: When a department has not disposed of an asset properly, such as throwing it away, theDisposal Requestmust be used. Complete a Purchase Requisition using the UF HR Toolkit Completing a Requisition in myUF Market. By working together, we can support UFs Strategic Plan and achieve the Universitys sustainability goals. Real property is buildings, land, land improvements, and infrastructure. Complete this form for approval from Asset Management to travel abroad with UF equipment. Gainesville, FL 32611 Property Custodians, Departmental Contacts, and Authorized UF Warehouse users. After youve registered for training, your current enrollments display in the Training list found on the Dashboard page. (352) 392-3261, Departmental Online Shopping and Equipment Request Website, Transfer (Receive) Property from UF Surplus. Items are verified by an annual physical inventory. Gainesville, FL 32611 submits an Equipment Request using the Online Shopping website for furniture and equipment. Asset Management maintains two listservs to assist the UF community with asset management. Transfer (Receive) Property from UF Surplus, Departmental Online Shopping and Equipment Request Website. UF_N_AM_MYASSETS_DEPT_ADMIN: Required access for PC, DC, IT, and alternates. If the department is unable to upload the request, the disposal request can be e-mailed to property@admin.ufl.edu. The UF community uses this listserv to find a home for unneeded UF furniture. This listserv is open to all staff. Gainesville, FL 32611 Below are different methods and procedures for disposing of attractive assets: In support of UF Strategic Plan and UFs sustainability initiative, when attractive property is no longer needed, all property should be sent to UF Surplus to be reused, refurbished, or recycled. The myInventory app is the easy to use tool to complete physical inventory. It can be downloaded on many different types of Apple devices including iPhone, iPads, and iPods. myInventory app can be used by any UF employee. myInventory app can be downloaded by anyone with the Property Custodian, Departmental Contact, IT Contact, or Scanner role in myAssets. , departments can request that items currently for sale by action to be removed from auction and transferred to the department.

The UF Surplus warehouse is available to UF Departments Monday-Friday from 8:30am to 4:00pm and is located at 976 Elmore Dr., Gainesville, FL 32611. Fill out body of email with information about your item, including number of items, size/dimensions, color, condition, etc. When a faculty member transfers from UF to another University, the property purchased on grants or contracts that are transferring with the faculty member will transfer to the new University. Required training: PST501 Property 101 and PST502 myAssets, Alternate Departments are encouraged to have alternates for both the Property Custodian and Departmental Contact in case the primary PC or DC are unavailable. Gainesville, FL 32611 Remember to post that Items have been claimed!. Gainesville, FL 32611 the UF Surplus Operations Manager to end the auction. Gainesville, FL 32611 After completing this course, participants will be able to: PST502 myAssets Examples of capital tangible property are furniture and equipment, livestock, library resources. Items available for departmental transfer from UF Surplus. All Custodians must be a full-time EXEMPT employee with direct knowledge of the operations of the department. Schools and non-profit organizations can enroll in our donation program. Attractive Property is property that costs less than $5,000. Directive Statement This directive establishes the proper methods for transfer of property from UF Surplus. (352) 392-3261, Equipment Disposal Form - Refrigerant Recovery, Departmental Online Shopping and Equipment Request Website, Transfer (Receive) Property from UF Surplus, When requesting the disposal of equipment that may be biohazardous, radioactive or chemically toxic, the department must ensure compliance with all Environmental Health and Safety regulations and obtain any required certifications, which can be found at, Move surplus items stored on high shelving or obstructed by other obstacles so they are easily accessible for the UF Surplus staff, Surplus items located in a facility that is deemed inaccessible can be denied for pick-up, Dismantle any items that are attached to a building or otherwise require dismantling (such as desks that are assembled as work stations, shelving that is bolted together, or laboratory equipment that is assembled with other laboratory equipment) so that they are easily accessible for the UF Surplus staff to efficiently remove, For heavy or cumbersome surplus items, if the UF Surplus staff is unable to remove the items safely, the department will be referred to Facility Services Work Management or an outside supplier to remove the items and deliver them to UF Surplus, Remove all sensitive data from hard drives of computer equipment, Remove oil, liquids, and chemicals for the safety of UF Surplus staff and in accordance with the policies of the Facilities Services Recycling Yard before completing a Surplus Pick-Up Request, Surplus property made of glass or containing large amounts of glass cannot be picked up for the safety of UF Surplus staff, Surplus property must be in an area that does not propose a health hazard or safety issue for the UF Surplus staff. Equipment located in an area not serviced by UF Surplus may work with their local recycler to dispose of equipment, Select Appropriate Listserv Group (UF-PROPERTY-SWAP-L), Add Photos by browsing for file & attaching any photos. Purchasing equipment, software, books and furniture for UF Departments requires additional information entry into myUFL because many of these items qualify as assets owned by the University. Asset Management provides support services to the University community to facilitate the management and disposal of tangible personal property UF possesses. Information about updating asset locations, transferring assets between departments, and disposing of assets. The titles ownership remains with the agency. Surplus storage and sales also this building has the NCCER training courses also inside for staff. Gainesville, FL 32611 Assets become decaled and asset tracking at UF is done using hand-held scanners that read bar codes from UF Property decals. Join the list by completing the form below. You can also access myTraining from myUFL using the following navigation: Freon should be removed from equipment, for the safety of UF Surplus staff, in accordance to the policies of the Facilities Services Recycling Yard and to comply with EPA regulation section 608. to grow your business. Gainesville, FL 32611 The UF Surplus employee responsible for fulfilling the Equipment Request will first fulfill the order from available items with a status of in warehouse or warehouse, If there are no items in the warehouse that currently meet the need of the department, the UF Surplus employee will review items currently on auction. Therefore, if the facility contains asbestos, toxic chemicals, or known insect infestation, the Surplus Pick-up request may be denied since it poses a liability and health risk for the UF Surplus staff, For the safety of all the UF community, please do not store surplus property in hallways while awaiting pick-up. The Property Custodian will approve all requests for pre-authorization. myAssets integrated workflow enables individuals responsible for the property to have up-to-date information to manage the property and submit forms including updates, inventory certifications, transfers, dispositions, and surplus pickups electronically for final approval at Asset Management and then into PeopleSoft (myUFL), the official financial property record for all capital assets. The Department Contact and Property Custodian can request unneeded furniture and equipment to be picked up from their department with a Surplus Pick-up Request in myAssets. Gainesville, FL 32611 Directive Statement This directive establishes the proper methods for donations of property from UF Surplus. To begin an online course, click the green Start button. No property, including attractive assets, may be given to an individual or thrown away without prior approval from Asset Management. In support of UFs Strategic Plan and UFs sustainability initiative, UF Surplus, on average, reuses, refurbishes, and recycles 97% of all surplus property received from UF departments, Direct Support Organizations (DSOs), Health Science Center Affiliates (HSC), and Shands Hospital. UF Surplus donates furniture and equipment for community, non-profit, and educational use to support the communities in which we are present. Otherwise, UF Surplus staff will schedule a pick-up of your item, Click on SURPLUS ->Submit Surplus Pickup, The request will be submitted to the Property Custodian to approve, Once the request has been approved, you will be notified by e-mail that the request has been scheduled it will be picked up within 14 days, Or, you can drop the item off at the UF Surplus Warehouse at 976 Elmore Drive Gainesville, FL 32611 Hours of operation are Monday-Friday 8:30am 4:00pm. To register for online courses in myTraining, navigate to mytraining.hr.ufl.edu. In addition, UF Surplus recycles end-of-life surplus property that cannot be used by other departments within the University or repurposed by another entity to reduce or eliminate the waste that is placed into landfills. UF Surplus provides the electronic media secure disposal service for the University of Florida and Shands for electronic equipment being disposed of or transferred. Review the Capital and Attractive Livestock Directive for information on dispositions of livestock. STAR (Scanning Targeted Auditable Resources) Departments This course is designed to provide all UF employees with basic knowledge of how to identify and responsibly manage capital assets and attractive property at the University of Florida. University of Florida Contact name, phone number, and email address for everyone who is authorized by the organization to pick donated items up from UF Surplus. Required training: PST501 Property 101 and PST502 myAssets, IT Contact (IT) Manage the departments IT property within myAssets. If the item that is currently on auction may meet the needs of the department, the UF Surplus employee will contact the department to, will fulfill their request by looking at the auction detail. Off-Site Certifications are required for property which is removed from UF owned, leased, or used locations. (352) 392-3261. Lists and descriptions of all UF security roles may be found on theIdentity & Access Managementwebsite. Whenever it has been discovered that Attractive Property has been lost or stolen, the University Police Department must be notified immediately to obtain an incident or police report, whichever is applicable. University of Florida (352) 392-3261, Transfer (Receive) Property from UF Surplus, the University has first claim on any surplus property at UF Surplus. University of Florida The annual inventory cycle begins July 1st and ends March 31st. Main Menu > My Self Service > Training and Development > myTraining. Instructions for Running Transaction Detail by Account Code Report PeopleSoft is the universitys Enterprise Reporting Planning (ERP) system. Items available for departmental transfer from UF Surplus, Departmental Online Shopping and Equipment Request Website, Equipment (computers, laptops, monitors, and printers), All surplus property deemed viable will be available for 14 days to allow other departments the option of acquiring the property before it is sold or recycled, To provide equal opportunity for all departments to choose the most valued surplus property available from UF Surplus, departments may be limited on the number of items each department can obtain from UF Surplus during a specified time period. UF Surplus provides an easy way for surplus property to be reused by other departments within the University or repurposed by another entity. retail food refrigeration, freezers, etc.) UF Surplus recycles end-of-life surplus property that cannot be used by other departments within the University or repurposed by another entity to reduce or eliminate the waste that is placed into landfills. UF acquires federal property several ways. University of Florida Note: Computers cannot be listed on Listserv. UF Surplus is responsible for picking up, transferring, recycling, donating, and selling by public auction all surplus property for the University of Florida. Federal property is a special kind of tangible property that is purchased with a federal grant or contract, loaned to UF from a federal agency, or donated to UF by a federal agency. UF Asset Management Warehouse, 994 Elmore Drive. Example of a letter that may be provided to Asset Management Services to authorize an employee to sign and pick up items from UF Surplus on behalf of their organization. Asset Management is the only department authorized to obtain and keep license plates, titles, or registrations for all UF vehicles, vessels, trailers, or aircraft from the Department of Motor Vehicles (DMV) and Federal Aviation Administration (FAA). Please note, departments must identify corrective actions to prevent future property loss. Just type the course name, course ID or a keyword and then click Search. myAssets is an intuitive and easy to use online property management system for capital assets, attractive property, and surplus property. This directive establishes the proper methods for transfer of property from UF Surplus. If the department states that it will fulfill their request than the UF Surplus employee will note the conversation and auction number on the printed equipment request form and request from. The Surplus Pick-up Request requires a description, location, condition, and tag(decal)number, if applicable.

Federal Property can be purchased with a federal grant or contract, loaned to UF from a federal agency, or donated to UF by a federal agency. Should approval be granted, then the Operations Manager will end the auction and a transfer form will be completed for the item. Note: Federal Property should never be purchased unencumbered through myUF Payment Solutions or purchased with a PCard. Completing PST501 Property 101 is required prior to attending this course. The course also discusses inventory policy and explains workflow of requests to department approvers and Asset Management for final approval and processing in myUFL. Address: 116 Elmore Hall, University of Florida Departments will need to request approval from Asset Management using a disposal request for all of the disposal methods below. Gainesville, FL 32611 In accordance with Section 273.05, Florida Statutes, the University has appointed a Property Management Committee to review all dispositions information for UF owned capital assets. These items are verified annually through the space inventory and allocation system (SPIN). To adhere to Section 273.05, Florida Statutes, and other regulations. Example of a document that is needed for an entity to be exempt from payment of Florida sales and use tax for purchases of items or services. List of Property Custodians and Contacts. List of departments that have demonstrated exemplary property practices and their respective Department IDs. Training materials will be updated to reflect the new look and menu of myUFL. UF Surplus recycles end-of-life surplus property that cannot be used by other departments within the University or repurposed by another entity to reduce or eliminate the waste that is placed into landfills. Departments need to document on the Disposal Request: By submitting this disposal request, the department is certifying that the asset will be dismantled and no longer used. Its mission is to establish uniform directives and procedures for accountability, control and disposal of state-owned and government-owned equipment entrusted to the care of University employees, and to provide quality support services to its customers in a responsible and accountable manner. Asset Management works closely with Departmental Property Contacts and Property Custodians to facilitate the management of property. Fax (352) 392-4587 Required training: PST501 Property 101 and encouraged to take PST502 myAssets, Departmental Contact (DC) Handles the day-to-day operations related to the management of departmental property. A report is available in Enterprise Reporting that will provide departmental expenditures, including PCard charges, for the account codes used for purchasing attractive and sensitive property. In many cases, prior approval must be received. It is provided to the University, but it is not owned by the University. Foreign Travel Equipment Authorization The Departmental Contact must initiate a request to pre-authorize a UF Warehouse User in myAssets. From the myTraining Dashboard, you can search for courses using the Activity Search field in the upper left hand corner. The course shows how to obtain a listing of department assets and submit property status change requests to Asset Management, including updating property, completing inventory, creating reports of survey, and requesting surplus equipment pickup.