Accountable Property Useful Links

State Property Accounting Process User’s Guide (June 2004) Texas Government Code Ann. Sec. 403.271
Texas Government Code Ann. Sec. 403.273 The Texas A&M University System (TAMUS) Regulation 21.01.09 Fixed Asset Management

Transfer of Furniture & Equipment

When an accountable property officer assigns personal property to an individual for their use, the accountable property officer and the individual receiving the personal property must complete the applicable university form. These forms must be submitted to the University’s Property Manager. The forms are important in tracking inventory and determining responsibility of personal property in cases where inventory is lost, stolen or damaged. The accountable property officer must also complete the applicable university form to document the movement of this property to another location.

Required Form

Procedure


Reporting Missing or Stolen Property

The Accountable Property Officer is required to submit a Missing or Stolen Property Report to the Property Manager for any damaged, stolen, or missing items. The Accountable Property Officer will notify the Property Manager within 24 hours of identifying missing capital and controlled personal property. Stolen and missing property must be reported to the proper police authorities within 48 hours of identifying a loss of capital personal property or controlled assets.

Required Form

Procedure


Reporting Surplus Property

Accountable property no longer needed by a University department should contact Accounting Services. Prior to transferring equipment as surplus, Accounting Services will inspect the equipment and identify any salvage to be discarded. For capital and controlled personal property, the department must submit an Accountable Property Transfer or Change of Location Form and a Property Additions and Deletions Form to Accounting Services to ensure that the University’s records are updated to accurately reflect surplus property. For items that are not capital and controlled personal property, the department must only submit a Property Additions and Deletions Form to Accounting Services to document surplus property for the University. All computer equipment to be transferred to surplus must first be inspected by ITS to ensure that sensitive University information has been removed.

Required Form

Procedure