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UF Health University of Florida
PHHP Resources College of Public Health and Health Professions
Governance Overview

Attractive Property Identification and Management

PURPOSE: To ensure proper accounting and safeguarding of all Attractive Property (AP) within the College.

DATE CREATED:  April 21, 2022

EFFECTIVE DATE: TBD

Directive Statement

This policy establishes the proper methods of acquiring, identifying, decaling, maintaining and disposing of Attractive Property (AP) in the college.  AP is defined as tangible personal property that cost less than $5,000 at time of purchase, can be characterized as “walk away items”, is not a capital asset, and of interest to the university and/or college to track for various reasons including: contains sensitive data, prone to theft or loss, or is required to track.  All AP should be recorded and tracked in myAssets.

Reason for Directive

As employees of the university, we have the shared responsibility stewarding and safeguarding all assets that belong to the university.  Our focus on identifying and managing AP is to minimize risk due to theft or loss, meet regulatory compliance and reporting standards, maximize property usage, and support UF’s sustainability efforts.

GOVERNING PRINCIPLES and PROCEDURE

Items that are required to be tracked as mandatory Attractive Property

1. Computing devices

Computing and storage devices may contain sensitive information.  Tracking these devices will aide in complying with requirements set forth by HIPAA, FERPA, HITECH, and Export Control.  Examples of computing devices include, but are not limited to, desktop computers, laptops, tablets and smartphones.

All computing devices should be identified within myAssets as attractive property.  All mobile computing devices should be marked as off-site (see Off-Site Certification Directive), unless the department can annually demonstrate and document the business purpose for devices not being categorized as off-site.  A complete list of mobile computing devices can be found on the UFIT website.

2. Off-Site Property

Property which is removed from UF owned, leased, or used locations (as identified in the UF Space Tracking and Reporting System, STARS) must have the Off-Site Certification completed.

These items must be:

  1. Tagged as being UF Property
  2. Assigned to an individual
  3. Have an address identified in myAssets
  4. Approved by the Property Custodian

3. Vehicles, vessels, trailers, or aircraft that are titled, licensed or registered with the Department of Motor Vehicles or Federal Aviation Administration

This would include cars, trucks, trailers, boats, ATVs, and golf carts costing under $5,000.

4. Any item on the United States Munitions List (USML) or in the 600 series on the Commerce Control List

Items included in the USML or in the 600 series of the Commerce Control list have military applications (firearms, night vision goggles, Geo-synchronous mapping).

If assistance is needed in determining if an item is controlled by the International Traffic in Arms Regulations (ITAR) or a 600 series item, contact Asset Management at property@admin.ufl.edu for assistance.

5. Items purchased with Equipment-Use Fees (Fund 163)

Departments are responsible for following the requirements set forth in the Equipment Use Fee Equipment Management Policy for all items purchased using Equipment Use fees.

Reporting and Recording Entry of Attractive Property into myAssets

Entries of AP into myAssets should, at minimum, include the following details item description, procurement information (chartfield, voucher, purchase amount), department/unit, responsible user, location information and photo (if possible).

Additional Items that the college will track as Attractive Property

The college and departments may additionally designate and track other items as AP due to its attractive, sensitive and/or walk away nature.  These items shall be identified in myAssets and treated in like manner as mandatory AP.  Examples of additional items that the college and departments might deem AP are cameras, computer peripherals, virtual reality headsets, lab equipment, medical equipment, and equipment to be loaned out to other departments.

These items will be identified in the following ways:

  1. At time of purchase, the requestor (fiscal assistant)/end-user of the new asset should communicate the need to identify the item as AP due to any of the conditions previously listed
  2. Following the normal procurement and disbursement process, a weekly expense transaction detail report for all department IDs within the college shall be delivered and reviewed by the college’s Asset Specialist for review and subjective consideration of the need to track an item as AP. This report will include all expense transactions for the following account codes:
    • 729900 Fax/Phone Equipment <$5,000
    • 731700 Medical Equipment <$5,000
    • 731800 Audio/Visual Equipment <$5,000
    • 731900 Lab Equipment <$5,000
    • 732900 Office Equip & Furniture <$5,000
    • 734800 Computer Equipment <$5,000
    • 734900 Computer Peripherals <$5,000
    • 739400 Other Equipment <$5,000
    • 739700 Small Handtools <$5,000
    • 739800 Musical Equipment <$5,000
    • 739900 Firearms <$5,000
  3. The subjective consideration should consider the appropriateness of tracking procured items regarding their perceived attractive or sensitive nature while determining the feasibility to track in the spirit of stewardship of personnel resources.
    1. Guiding Principles for subjective assessment
      • Initial purchase price >$500
      • Items that required a sole source justification
      • Arduous procurement effort required
    2. Items that are not routinely suggested for tracking as AP unless a unique circumstance applies:
      • Monitors
      • Webcams
      • Scanners
      • Printers (laser, inkjet, 3D)
      • Non-network connected computer peripherals
    3. The Weekly transaction detail report will be retained as a running log to note the decision to include new items as AP by fiscal year.
    4. It is expected that the Asset Specialist will communicate with the Department Administrator and/or Fiscal Assistant from each department should questions arise about the nature or details of unusual items.
      1. Should the need present, it is expected that the Asset Specialist will schedule a visit to view the item in question to make a final determination with regard to its attractive or sensitive nature.
    5. Should a determination be made that an item should be tracked as AP, the college’s Asset Specialist will enter the item into myAssets, request the decal and upon receipt place the decal onto the AP.

References