Guidelines Procedures: Asset Maintenance
Biennial Inventory
Each Chair or Department Administrator should keep Property Accounting advised of the contact person for equipment-related matters within their department. Property Accounting will survey each area annually to confirm the current contact person, but recommends they be notified when changes occur.
Prior to the start of the inventory, equipment downloads showing the information currently contained in the Fixed Assets System records will be provided for review. If changes are required, the electronic file should be modified to show those changes and returned to Property Accounting within seven (7) working days. This will ensure the inventory crew is provided with the most current and accurate data when performing the inventory.
Assigned department personnel must be available to accompany the inventory crew member(s) in all restricted areas or provide access as required. It is the responsibility of the department coordinator to disclose the contents of, or open for inspection, any locked or inconspicuous areas during the inventory.
Equipment downloads will be provided to each department upon request after the inventory is complete. Additionally, equipment downloads are available upon request at any time during the year.
Reporting Changes
Moving Equipment
If the location of a piece of equipment will change for longer than 30 days, the move must be reported to Property Accounting. The possible situations are:
- For equipment remaining on-campus, email fascard@rice.edu the following information: PTag #, original location, and new location
- Equipment should not be removed from campus unless an Authorization to Remove Property or Equipment from Rice University form (PDF) has been signed by the requesting faculty/staff member and the appropriate department head/approving authority, and submitted to fascard@rice.edu.
If the condition of a piece of equipment renders it unable to perform the function for which it was acquired, the item is eligible for disposal and the Guidelines and Procedures for a disposal should be followed: Link disposals guidance here
Asset Security
Each department or administrative area should develop procedures to ensure that equipment and property are protected from loss or damage, such as:
- Promptly notifying Property Accounting of availability to affix the appropriate ID tag.
- Preventing unsupervised access to sensitive or fragile equipment and property by unauthorized person
- Locking doors or otherwise denying access to vacant areas containing movable equipment