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Overview

Custodial Department Transfers can be made by updating the custodial chart string in Asset Management. Departments also have the ability to change the custodian (end user), location (building/room), and off-site status for inventory items.


When this paperwork is properly completed several important goals are accomplished.

  • The department has a written notification of the new location of the equipment in question.
  • The IT Professional has documentation of the location of that equipment.
  • It ensures that the equipment information is correct in the Property Control database.
  • If the items are being sent to surplus they can be moved from the original departmental inventory to Franklin OIT's inventory during this process.
  • If the items are being retained by the department but are being re-purposed to a different user this form will update the departmental inventory as well as act as documentation of the change in location and user of the items in question.


When transferring equipment between locations or departments, it is important to complete all of the necessary steps listed below. This will ensure that the equipment is properly accounted for and can be located during the physical inventory count.

Procedure

  1. Please list the department name and date of the request on the top of the form.
  2. On each line it is important to fill out each of the required fields.  The departmental inventory contact (AICO) will be able to answer any questions about the required information for each field.  In the Franklin College Dean's Office, that person is the Franklin OIT Administrative Specialist.  For other departments please contact Property Control for the name of the individual responsible for departmental inventory.
  3. If the equipment is only changing locations within the same department then the departmental account information will remain the same.
  4. Obtain signatures from the individual requesting the transfer and the individual receiving the transfer.  This must be two different people.
  5. Once the form is signed by all parties a copy should remain with the department as well as Franklin OIT.  The original should be sent to Property Control.
  6. For further information, please review the Property Control Policy and Procedure.

External Resources

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