INDIVIDUAL RESPONSIBILITY.
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1 ASSET TRACKING FORM THIS FORM may be kept in the employee s home-department personnel file and be used to track University assets that are assigned to the individual for authorized business use. The home department should regularly update this information. The individual should initial & date each transaction, and should keep a copy for their own records. The individual must account for and return assets immediately upon request by the department -- or upon separation from employment, prior to final payout -- whichever comes first. INDIVIDUAL RESPSIBILITY. Individuals are responsible for protecting the University assets assigned to them and are subject to disciplinary action (including possible termination of employment) and financial liability (including deduction from pay and/or accrued final leave payout) for the replacement value of assets due to loss of, damage to, or failure to account for and return, the assets. AT SEPARATI FROM EMPLOYMENT. This Asset Tracking Form has a companion document, the Separation Clearance Checklist. Sections of the Checklist must be completed at the time of separation from employment by The individual The designated supervisor The home department s HR/Payroll liaison The Department Head / Director Please use the latest version of the Separation Clearance Checklist, available via the HR Forms website. Once completed, the department should submit a copy of the Checklist to Human Resources prior to the payroll cutoff date for the individual s final paycheck. Employee Name Campus ID Home Department Date Last Updated: HR Asset Tracking Form: 02/09/05
2 2 KEYS KEY TYPE, for use below THIS KEY OPENS A Room Only Individual office door only, or other single secured room, such as storage or lab room B Room + Suite Individual office door + door of suite/work area in which individual office or room is located C Room + Suite + Building Individual office door + door of suite + external door(s) of building D Room + Building Individual office + external door(s) of building E Suite Only Suite / work area shared by multiple occupants F Suite + Building Suite / work area shared by multiple occupants + external door(s) of building G External Building Only External door(s) of building but no internal doors H Building Master Offices, suites, work areas, storage areas, and/or external door(s) of one building J Multi-Building Master Offices, suites, work areas, storage areas, and/or external door(s) of multiple buildings K Supply / Filing unit Filing or supply cabinet, or similar storage unit L Locker Individual storage or locker space M Furniture Desk, credenza, or similar office furniture N Window Key-secured window(s) P Vehicle Key-secured or key-activated vehicle. Describe in LOCATI. R Equipment Key-secured or key-activated equipment. Describe in LOCATI. S Other Other key. Describe in LOCATI ITEM # KEY TYPE (A-S) KEY CODE # LOCATI (or other description) BUILDING / ADDRESS ROOM / SUITE # Authorized Dept Rep
3 3 ACCOUNT CARDS & PASSES Purchase Card (P-Card) American Express Card Diners Club Card Phone Calling Card Gas Credit Card Campus Copy Card Parking Gate Card Parking Gate Opener Parking Pass(es): Vendors Parking Pass(es): Visitors DESCRIPTI / INFO SYSTEMS ACCESS NCSU Financial System NCSU HR System NCSU Student System Remote Internet Access DESCRIPTI / INFO / ACCESS LEVEL ACCESS SET UP BY ACCESS TERMINATED ACCESS TERMINATED BY
4 4 EQUIPMENT & MATERIALS DESCRIPTI / INFO Include CAMS TAG # if Purchase Price $5000+ Auth for Home Use? INFORMATI TECHNOLOGY EQUIPMENT Computer: Desktop Computer: Laptop or Notebook Computer: Handheld Computer: Other Computer peripheral: Printer Computer peripheral: Speakers Computer peripheral: Other Software Other IT equipment Other IT equipment TELECOMMUNICATIS EQUIPMENT Cell phone Pager Radio or Walkie-Talkie Other communication equipment Other communication equipment TRANSPORT & RELATED EQUIPMENT Vehicle (car, truck, van, etc) Farm Equipment (tractor, etc) Construction Equipment (backhoe, etc) Service/Maintenance Equipment (riding lawnmower, etc) Other transport equipment LIBRARY & RELATED MATERIALS Library books or materials Bookstore materials (preview books, etc) Other materials MISCELLANEOUS EQUIPMENT & MATERIALS (see next section for research / lab equipment)
5 5 RESEARCH / LABORATORY EQUIPMENT & MATERIALS IS INDIVIDUAL RESPSIBLE FOR: ACKNOWLEDGED BY AT END OF RESPSIBILITY, MATERIALS HAVE BEEN PROPERLY HANDLED & ACCOUNTED FOR: Specimens Labeled Chemicals Labeled Lasers Labeled Radioactive Material Labeled Biohazardous Material Labeled Gas Cylinders Labeled Other Controlled Material Labeled Other Controlled Material Labeled Other Controlled Material Labeled ACCOUNTED FOR BY ACCOUNTING COMPLETED
6 6 UNIFORMS DESCRIPTI / INFO TOOLS DESCRIPTI / INFO
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