Reallocate Asset

Overview

All property and equipment purchased with university funds (including unrestricted funds, grants, endowments or gifts), donated to the university, or acquired for the university through other means are the property of the University of Alaska and title remains with the university at all times until asset disposal. The following describes the procedure for updating an asset record when it is transferred between of any university department/group.

Non-controlled property may be transferred among departments with no other documentation other than updating the asset record. All controlled (tagged) items must have a University of Alaska Property Transfer Report initiated by the disposing department and completed by the receiving department with authorized signatures required from both. The completed form is then attached to the asset record, as well as submitted to the applicable campus property group (i.e. UAA General Support Services) for processing. This form is to be used for transfer between university departments only. This includes items being transferred into Surplus, with a Property Transfer Report required for all tagged items.

What materials do I need?

• Web Browser
• Privileges within the UA ESM system to the Asset/CIs module
• Assets with UA Property Tags require a University of Alaska Property Transfer Report

How do I use this technology?

1. Click the Assets/CIs tab.
   
   
    
2. Locate the existing asset record.
   • See the KB article Search for an Asset for tips and suggestions on searching the asset database.
   • Alternatively, scan the Asset QR code if so equipped. If the Asset QR code is scanned, skip to step 4.
3. Click the Asset ID of the asset you will be transferring.
   
   
   
   A new window will open with the asset details.
4. Click the Edit button in the menu bar of the record.
   
   
    
5. Click the Location field.
   
   
    
   1. In the search box, enter text representing the building where the asset will be relocated to.
      
      
       
   2. Click the desired building name from the results.
   3. The Location Room field will now be displayed.
      
      
       
   4. Click into the Location Room field.
   5. In the search box, enter text representing the room the asset will be located in.
      
      
       
   6. Click the desired building room from the results.
6. Click the Owning Acct/Dept field.
   
   
    
   1. In the search box, enter text representing the department that the asset is being transferred to.
      
      
   2. Click the desired department from the results.
7. If the asset will be assigned to a specific person, click the Owner field.
   1. Click the search box, and enter the UA Username of the person that asset will be assigned to.
      
      
       
   2. Click the desired person from the results.
8. At the top of the window, click the Save button.
   
   
    
9. Click To Detail button to exit edit mode.
   
   
    
10. Assets with a UA Property Tag must complete the following steps.
    1. Click the Attachments tab.
       
       
        
       You can either click the Attachment button, or drag and drop the desire file(s).
       
       
        
    2. Attach the completed and signed University of Alaska Property Transfer Report form.
       • If the asset has been previously transferred the existing UA Property Transfer Reports must be retained.
    3. After the file is uploaded, the asset record should look something like the following.
       
       
        
11. When finished updating the asset record, close the asset detail browser window.

Need additional help or have issues

For support, requests may be submitted anytime by Requesting Support for the Enterprise Service Management service. Support Requests are worked by Priority based on the Impact and Urgency of need as well as the order they are received by the IT Employees with the knowledge and permissions to assist with the request.

For immediate assistance please review the Contact Us page for ways to contact the appropriate support group.