Employee Assigned Asset Tracking Template

ADVERTISEMENT
Employee Assigned Asset Tracking
DEPARTMENT RESPONSIBILITY: This form should be used to document the assets and system access rights that are assigned to an
employee for authorized business use. The form is maintained in the employee’s home-department personnel file. The home
department should review the form with the employee at the beginning of employment and regularly update the information as
items are added/removed.
INDIVIDUAL RESPONSIBILITY: Individuals are responsible for protecting University assets and are subject to disciplinary action
(including possible termination of employment) and financial liability (including deduction from pay and/or accrued final leave
payout) for the replacement value of assets due to loss of, damage to, or failure to account for and return, the assets. The individual
should initial & date each transaction and keep a copy for their records. The individual must account for and return assets
immediately upon request by the department -- or upon separation from employment and prior to final payout -- whichever occurs
first. All employees are subject to the policy on the
misuse of state
property.
AT SEPARATION/TRANSFER FROM EMPLOYMENT: This Asset Tracking Form should be updated to show the return of assets along
with the companion document, the Separation or the Transfer Checklist available via the HR Forms website. Once completed, the
department should submit a copy of the Checklist to Human Resources prior to the payroll cutoff date for the individual’s final
paycheck.
Employee Name:
Employee Campus ID:
Home Department:
KEY & CARD ACCESS
Description of
Received by
Date
Returned To
Date
Building/Room/Suite #/Item ( e.gl desk, vehicle, locker)
Employee
Received
Dept Rep
Returned
(Initials)
(Initials)
SYSTEMS ACCESS
Description/Access Level
Access Set Up
Date
Access
Access
(e.g. HR System, Financials, SIS, Moodle, PeopleAdmin,
By
Requested
Terminated By
Terminated On
Compass membership, etc.)
(Dept Rep
Dept Rep
(Date)
Initials)
(Initials)
1
Employee Assigned Asset Tracking
DEPARTMENT RESPONSIBILITY: This form should be used to document the assets and system access rights that are assigned to an
employee for authorized business use. The form is maintained in the employee’s home-department personnel file. The home
department should review the form with the employee at the beginning of employment and regularly update the information as
items are added/removed.
INDIVIDUAL RESPONSIBILITY: Individuals are responsible for protecting University assets and are subject to disciplinary action
(including possible termination of employment) and financial liability (including deduction from pay and/or accrued final leave
payout) for the replacement value of assets due to loss of, damage to, or failure to account for and return, the assets. The individual
should initial & date each transaction and keep a copy for their records. The individual must account for and return assets
immediately upon request by the department -- or upon separation from employment and prior to final payout -- whichever occurs
first. All employees are subject to the policy on the
misuse of state
property.
AT SEPARATION/TRANSFER FROM EMPLOYMENT: This Asset Tracking Form should be updated to show the return of assets along
with the companion document, the Separation or the Transfer Checklist available via the HR Forms website. Once completed, the
department should submit a copy of the Checklist to Human Resources prior to the payroll cutoff date for the individual’s final
paycheck.
Employee Name:
Employee Campus ID:
Home Department:
KEY & CARD ACCESS
Description of
Received by
Date
Returned To
Date
Building/Room/Suite #/Item ( e.gl desk, vehicle, locker)
Employee
Received
Dept Rep
Returned
(Initials)
(Initials)
SYSTEMS ACCESS
Description/Access Level
Access Set Up
Date
Access
Access
(e.g. HR System, Financials, SIS, Moodle, PeopleAdmin,
By
Requested
Terminated By
Terminated On
Compass membership, etc.)
(Dept Rep
Dept Rep
(Date)
Initials)
(Initials)
1
EQUIPMENT & MATERIALS
Information Technology and Telecommunications
Description
Authorized
Received
Date
Returned To
Date
(e.g. desktop, laptop, tablet, cell phone, pager, radio,
for home
by
Received
Dept Rep
Returned
software, etc.)
business
Employee
(Initials)
Include CAMS TAG# if Purchase Price $5000+
use?
(Initials)
Transportation, Farm, Construction
Description/Info
Authorized
Received
Date
Returned To
Date
(e.g. car, truck, van, tractor, backhoe, lawn mower,
for home
by
Received
Dept Rep
Returned
tools, etc.)
business
Employee
(Initials)
use?
(Initials)
n/a
n/a
n/a
n/a
n/a
Other Equipment/Materials
Description/Info
Authorized
Received
Date
Returned To
Date
(e.g. library materials, bookstore previews, etc.)
for home
by
Received
Dept Rep
Returned
business
Employee
(Initials)
use?
(Initials)
2
ACCOUNT CARDS & PASSES
Description
Received by
Date
Returned To
Date
(e.g. P-Card, American Express, Phone Card, Parking/Gate Card, Copy
Employee
Received
Dept Rep
Returned
Card, etc.)
(Initials)
(Initials)
UNIFORMS & PERSONAL PROTECTIVE EQUIPMENT
Item Description
Received by
Date
Returned To
Date
(e.g. shirts, pants, gloves, safety glasses, helmet, coveralls, etc.)
Employee
Returned
Dept Rep
Returned
(Initials)
(Initials)
RESEARCH, LABORATORY, CONTROLLED EQUIPMENT & MATERIALS*
Description
Acknowledged
At end of responsibility,
Accounted
Date
(e.g.. specimens, chemicals, lasers, radioactive
by employee
materials have been properly
for by
Accounting
material, biohazardous material, gas cylinders,
(Initials)
handled & accounted for:
employee
Completed
etc.)
Indicate as labeled,
& Dept Rep
transferred to authorized
(Initials)
recipient, and/or disposed of.
*Contact Environmental Health & Safety if needed for proper handling
of controlled materials at 919-515-7915.
3

Download Employee Assigned Asset Tracking Template

288 times
Rate
4.5(4.5 / 5) 14 votes
ADVERTISEMENT
Page of 3