The University of Texas at Arlington

Property Management

All state agencies are required to manage the inventory property owned by an agency. The Property Management Office at UT Arlington oversees the methods utilized to manage inventory property and provides procedures and services to ensure that all state and federal requirements are met.

General Information regarding property Management 

The primary Inventory management activities performed by Property Management are:

• Annual Inventory Management program for both controlled and capital assets
• Receiving purchase orders, including controlled, capital, and U.S. Government-owned equipment, and delivery of shipments received by Property Management to departments
• Issuance of inventory tags and maintenance of the system used for tracking inventory property
• Administration of the Annual Inventory and reporting program for all of UT Arlington
• Managing the university’s surplus inventory location and hosting surplus inventory auctions
• Document destruction and hard drive destruction processing
• Event support, including table and chair rental and set-up
• Departmental furniture and equipment moving services
• Business Continuity Plan support team

Property Management Processes

Inventory management procedures are written for two categories of property; property owned by UT Arlington, and property owned by the U.S. Government in the possession of UT Arlington operating in the capacity of a research and development contractor. Correct handling of the property after receipt of goods or completion of service to tangible items is a department responsibility and is covered by procedures as follows:

Inventory Property owned by UT Arlington

• Inventory ownership and tracking accountability reside within all departments using that inventory property. Reference Inventory Management System (Procedure BF-PM-PR1) for levels of delegation of accountability and requirements for tagging of inventory property.
• Inventory ownership records are maintained by each department owning property. Reference Departmental Property Records (Procedure BF-PM-PR5) for definitions and information on how to maintain property records.
• The movement of inventory into and out of a department location requires updating departmental inventory records. Reference Disposition of University Property (Procedure BF-PM-PR3).
• Movement of inventory property out of a department location on a temporary basis (e.g. repair or use off campus) requires documentation to be created and kept on record. Reference Removal of Equipment from University Campus (BF-INV-F6) for requirements.
• A complete physical inventory of property in department locations is required at least once each year. Reference Inventory Management System (Procedure BF-PM-PR1) for requirements.

Inventory Property owned by the U.S. Government

• Inventory property tracking accountability resides within all departments using that property. Reference United States Government-Owned Equipment: Responsibilities, Care, Maintenance, Utilization, Identification, Disposition, and Records (Procedure BF-PM-PR7) for levels of delegation of accountability and requirements.
• Inventory property records are maintained by each department using Government-owned property. Reference United States Government-Owned Equipment: Responsibilities, Care, Maintenance, Utilization, Identification, Disposition, and Records (Procedure BF-PM-PR7) for definitions and information on how to maintain property records and property tags.
• Inventory property that may be created to meet unique project requirements must also be tracked with assigned cost values and tags. Reference Fabricated Equipment (United States Government-Owned Equipment (Procedure BF-PM-PR8) for definitions and information on how to evaluate the property and apply tags.
• Inventory property that needs maintenance or repair may need prior permission from the government before proceeding. Reference United States Government-Owned Equipment: Responsibilities, Care, Maintenance, Utilization, Identification, Disposition, and Records (Procedure BF-PM-PR7) for information on how to proceed in different situations.
• Special procedures are required to scrap, salvage, or transfer government-owned inventory. Reference United States Government-Owned Equipment: Responsibilities, Care, Maintenance, Utilization, Identification, Disposition, and Records (Procedure BF-PM-PR7) and Records of Scrap and Salvage (Procedure BF-PM-PR9) for information on how to proceed.
• It is recommended to track consumable materials and supplies on all federally funded projects to ensure the correct allocation of resources. Reference Records of Materials and Supplies Consumption (Procedure BF-PM-PR10) for information.

Additional Services provided by Property Management

• Moving services for minor moves for university departments. Reference Distribution Services: Supply and Equipment Receipt, Moving Services, Table and Chair Setup, and Document Destruction (Procedure BF-PM-PR6) for information.
• Providing pick up and disposition of documents identified by departments for destruction. Reference Distribution Services: Supply and Equipment Receipt, Moving Services, Table and Chair Setup, and Document Destruction (Procedure BF-PM-PR6) for information.

Additional Property Management Information Resources

• Additional information regarding shipment receiving, equipment tagging, and payment authorization may be found at Buying Goods and Services.
• More information regarding Annual Inventory and surplus inventory auctions may be found in Frequently Asked Questions.
• A list of all the asset management procedures may be found at policy.uta.edu/. On the page, click Business & Finance > Property Management.
• A list of all the forms referenced in the asset management procedures may be found in the Business Affairs Resources Forms index.