12.2.3 Comply with Unit Head Property Custodial Responsibilities

Policy Statement

The duty and responsibility of safeguarding and management of University of Illinois System equipment is delegated by the University of Illinois System President to each unit in custody of system equipment. Unit heads or their assigned delegates are responsible to provide oversight on equipment procurement and record management at the unit level. Schools and colleges may further centralize operations in collaboration with units, but must meet comply with the same standards.

The system is subject to and complies with the Illinois State Property Control Act (30 ILCS 605). Under this act, all system property, regardless of funding source, is considered state-owned and subject to the regulations of the Department of Central Management Services (CMS). Units may not use the system funds to purchase items for personal use or ownership. No one may use any system property for any personal purpose.

Reason for the Policy

To ensure units and unit heads understand their responsibilities and duties for managing and safeguarding equipment in their custody and for oversight of these functions at the unit level.

Applicability of the Policy

All University of Illinois System units.

Procedure

Units do not have legal title to the property assigned to them for their use. Other units may use the property at the same time and for other purposes, as long as their use does not impede the original unit's activities.

Unit heads are responsible for all equipment owned or assigned to their unit.

To comply with unit head property custodial responsibilities:

• When the FABweb unit rep, FABweb approver, biennial unit contact or biennial unit head assignments within the unit change, contact changes, updates to these roles in the FABweb/Biennial Inventory application must be requested and processed through the Unit Security Contact (USC).
• Although unit heads may delegate, they must ensure these tasks are performed:
  • Maintain adequate measures for the security of all equipment assigned to their units (whether or not recorded on inventory records and whether on or off-campus). The system insures buildings only. For insurance on building contents, see 6.4.2 Insure Equipment and/or Building Contents.
  • Keep property records in Banner Fixed Assets up to date and label all moveable items as belonging to the University of Illinois System and the State of Illinois. If the unit relies on a record-keeping system other than Banner Fixed Asset, reconcile the parallel system to Banner Fixed Assets at least monthly. For self-supporting operations this includes ensuring that entity codes are up to date.
  • Complete physical inventories at least biennially.
  • Ensure that faculty, staff, and students know that equipment acquired for a specific individual's use remains system-owned property even if the individual's position is terminated.
• Develop a process to alert the unit property accounting contact about:
  • New equipment purchases
  • Changes to equipment location, custodian, condition, etc.
  • Anticipated transfers
  • Disposals
• Dispose of unneeded equipment according to policy. Ensure that it is not stolen nor used for personal purposes or gain.
• Approve, document, and maintain the appropriate records for loans of system equipment to employees, students, or other institutions.
• Approve, document, and maintain the appropriate records for transfers or changes in custodianship.