Asset Move Requests
Each department will input work requests via the
iService Desk web site at http://tmatalk.kutztown.edu/
to have assets moved, surplused or scrapped. .
If you have not attended training on the iService Desk system,
please contact the
The Office of the Chancellor has defined the system’s Capital Assets to be items with a unit cost of $5,000 or greater. Minor assets are all assets under that unit cost. Please remember that each department is responsible for all departmental assets and should use assets only for university business. Most movable assets have KU identification tags. If you do not have KU tags on assets in your department that are less than $5,000.00, and/or you wish to acquire KU tags for your tracking needs, please contact Wilson Dagaye at x34135.
For those who have had the basic iService Desk
training, please follow the guidelines below for submitting work requests
for asset moves (other than computer and computer-related assets). Computer moves will be processed via the
IT Help Desk.
The following information on the iServiceDesk – Work Request Form will remain the same for ALL work requests.
Name:
Enter your name here
Phone Number:
Enter your phone number here
E-Mail Address:
Enter your e-mail address here
Repair Ctr:
Choose “Physical Facilities” from the drop down arrow or type
“p”
Account Number: Enter your
department’s cost code center number
Tag Type:
Skip over – should remain “Asset”
Tag #:
Skip over – should remain “blank”
Department:
Enter your department’s name
The only information that will change on the
iServiceDesk – Work Request Form will be “Please select your
building”, “Area” and “Request”.
Please follow the detailed examples shown below for various types of asset moves:
1.
Moves of Assets
within a department OR between departments……………………Page
2
2.
Moves of Assets
TO the surplus storage…………………………………………………Page 2
3.
Moves of Assets
FROM the surplus storage……………………………………………..Page 3
4.
Scrapping of
Assets………………………………………………………………….Page 4
5.
Moves of Assets
out of a department simultaneously with assets being brought in...Page
5
6.
Computer and
computer-related asset moves……………………………………….Page 5
7.
Other Asset
Moves
A. Assets being moved temporarily for a project…………………………………..Page 5
B. Lost or Stolen Assets….……………..…………………………………………..Page 6
C. Trade-Ins or Sales of Assets……………………………………………………..Page 6
1.) A Move Within A Department OR A Move From One Department To Another Department
At “
When submitting a work request to have assets moved from within a department or from one department to another department, ALWAYS select the destination of the asset (the name of the building where the asset is going to) from the drop-down menu where it says, “Please select your building”.
At “Area”:
Select the room number (where the asset will be delivered) from the drop-down menu.
At “Request”:
Use the exact format below and fill in the bolded and italicized information to customize your move when submitting a work request for assets moving from within a department or from department to department. .
Type: Please
move the following assets from Department Name, Building Name, and Room
Number to Department Name, Building Name, and Room
Number.
Type the quantity and a detailed description of the items here. See examples below.
(1) BC 011135, desk chair, swivel dark gray frame, burgundy fabric, with arms
(7) No ID Numbers found; stackable chairs, red, vinyl with metal legs
(2) KU #13589 and KU#13590, blue-gray chairs, without arms
Then type:
***Please see and/or call (Person’s Name/extension) for exact location of items.***
Type your name.
Submit the request. After a work request number appears, print the screen for your records.
At “
When you are moving assets TO surplus storage, ALWAYS select “North Water Tower” from the drop-down menu where it says, “Please select your building”.
At “Area”:
Select “300” from the drop-down menu.
At “Request”:
Under request, use the exact format below and fill in the bolded and italicized information to customize your move when submitting a work request for assets being moved to surplus storage.
Type: Please move the following assets from Department Name, Building Name, and Room Number to surplus storage.
Type the quantity and a detailed description of the items here. See examples below.
(1) BC 011135, desk chair, swivel dark gray frame, burgundy fabric, with arms
(7) No ID Numbers found; stackable chairs, red, vinyl with metal legs
(2) KU #13589 and KU#13590, blue-gray chairs, without arms
Then type:
***Please see and/or call (Person’s Name/extension) for exact location of items.***
Type your name.
Submit the request. After a work request number appears, print the screen for your records.
At “
When you are moving assets FROM surplus to your department, ALWAYS select the destination of the asset (the name of the building where the asset is going to) from the drop-down menu where it says, “Please select your building”.
At “Area”:
Select the room number (where the asset will be delivered) from the drop-down menu.
At “Request”:
Under request, use the exact format below and fill in the bolded and italicized information to customize your move when submitting a work request for assets being moved to surplus storage.
Type: Please move the following assets from the surplus to Department Name, Building Name, and Room Number.
Type the quantity and a detailed description of the items here. See examples below.
(1) BC 011135, desk chair, swivel dark gray frame, burgundy fabric, with arms
(7) No ID Numbers found; stackable chairs, red, vinyl with metal legs
(2) KU #13589 and KU#13590, blue-gray chairs, without arms
Then type:
***Please see and/or call (Person’s Name/extension) for exact placement of items.***
Type your name.
Submit the request. . After a work request number appears, print the screen for your records.
Please use the following format to input a work request for
assets being scrapped.
At “
When disposing of assets from your department, ALWAYS select “Multiple Buildings Exterior” from the drop-down menu where it says, “Please select your building”.
At “Area”:
Select “EXTERIOR – Exterior Building-EXTER” from the drop-down menu.
At “Request”:
Under request, use the exact format below and fill in the bolded and italicized information to customize your move when submitting a work request for assets being scrapped.
In ‘Request’ area:
Type: Please
scrap the following assets from Department Name, Building Name, and Room
Number.
Type the quantity and a detailed description of the items here. See examples below.
(1) BC 013531, IBM Typewriter – broken beyond repair
(1) No ID Number Found, Honeywell Film Projector, Serial #000111222, - obsolete
Then type:
***Please see and/or call (Person’s Name/extension) for exact location of items.***
Type your name.
Submit the request. After a work request number appears, print the screen for your records.
PLEASE NOTE that the
State Adverse Interest Law does not allow any university employee to
purchase or receive state property.
In addition, please note that surplus items should not be
placed in hallways, stairwells, or otherwise hinder emergency egress in
buildings while you are waiting for items to be picked up.
If an asset needs to be disposed of via an outside vendor, please contact Linda Grim, x34135, for assistance.
Sometimes assets are being moved out of a department simultaneously with assets being brought in either from surplus or an outside source. You must specify on each work request IN DETAIL what needs to be done. You may type this in the body of the request….usually the last sentences. For example:
After you have typed the body part of the request. Then add:
Please remove these items on (date)April 30, 2002, since new furniture will be arriving on (date) May 1, 2002.
Please do this work request with work request # fill in number.
6.) Computer and
Computer-Related Assets to be Moved, Surplused, Or
Scrapped
When you need to move, surplus or scrap computer and/or
computer-related assets, simply call the
PLEASE NOTE:
Sometimes computer moves and asset moves will coincide and both will need
to be done simultaneously. In that
case, you will need to contact the
There will be no work request needed for temporarily moved assets. The project manager will be responsible for returning the items to the department after the completion of the project. The project manager will need to inform the department where the assets are being located and advise the department to keep a listing of all furnishings being moved for their auditing purposes. All temporary assets need to be marked as such (including the department name) with labels and shall only be stored for the interim of the project.
If assets are lost or stolen, please contact Public Safety immediately and provide them with detailed information. Then contact the Capital Asset Tracking Office at x34135.
If assets are disposed via a trade-in or sale (for example, a vehicle), please contact Wilson Dagaye at x34135 to report this information.