ࡱ> BDA bjbj]W]W 4"?=?=p bb8$(0@VVVV1>o ((((((($)c,R&(11&(VV;(aaaVV(a(aa% `'VPThMB&'Q(0(&,, `'`',t'xa&(&(a(,b : Work of Art Physical Inventory Process Overview Working with the Contemporary Art Museum to reconcile USF owned Works of Art purchased or Transferred to USF via PECO, USF Funds or Transferred to USF. USF implemented and committed to inventoried annually Art Work. We complete the first Art Work Physical Inventory. In 2012 we uploaded pictures of each piece and attaching the image to the Asset Record in FAST Tagging New Art Work Acquisitions Asset Management Services will photograph the newly acquired Art Work with a value of $5,000.00 or greater, attach barcode to the photograph. Place the photograph with the affixed barcode in the Art Work Binder. Performing an Annual Inventory Asset Management Services contact the University Galleries. To identify new locations for Art Work which were moved since the last scanned date. The Property Department conducts the inventory as follows: Scan the barcode on the photograph of the Upload the scanned information in to FASTPro. Update the hard copy of the excel spreadsheet After the initial inventory, the Management Services sends the Accountable Officer an unscanned item report with instructions to locate the equipment and report back to the Management Services by a due date included with the list. Accountable Officers are responsible for providing assistance to the Management Services representatives in the reconciliation of unscanned equipment in their areas and designating a contact person that the Management Services representative will call to set an appointment for scanning the equipment on the list. The unscanned item report is considered complete when the Accountable Officer completes the following processes: 1. The equipment is found and scanned. 2. An updated off-campus form (USF Form #6028) is submitted to the Management Services . 3. A transfer form (USF Form #3009) is submitted to the Management Services . 4. An unlocated/stolen form (USF Form #3010) is submitted to the Management Services . 5. A write-off form (USF Form #3008)is submitted to the Management Services. (These forms are available on the Asset Management Services website by clicking  HYPERLINK "http://usfweb2.usf.edu/purchasing/" here or navigating to http://usfweb2.usf.edu/uco/assetmanagement/ Art Work that is still unlocated at the end of the yearly inventory cycle will retain an in-service status on the department id. The Accountable Officer is responsible for submitting the proper forms associated with the unlocated assets/property. The assets/property will remain on the property master file until the proper form(s) has been submitted to the USF Property Department, signed by the Accountable Officer and the Division of Research Grants Associate VP if the property is grant-funded. At the end of the yearly inventory cycle, all unlocated property will be reported to the USF administration and state and federal auditors if requested. This data is also considered public record in the State of 91. V. 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