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4300 Asset Transfers

DFPS Asset Management Handbook February 2011

Assets may be transferred:

  •  within a DFPS mail code;

  •  between DFPS mail codes;

  •  to other agencies; and

  •  from other agencies.

All DFPS employees are accountable for the proper transfer and custody of DFPS property, whether tracked in SPA or by divisional methods.

When property or equipment is moved or transferred without properly completed paperwork, the custodian of record remains accountable for that equipment. IT and other employees do not accept property transfers with deficient or incomplete paperwork.

4310 Transfers Between Employees

DFPS Asset Management Handbook February 2011

A fully executed HHS-AM01, Individual Inventory and Equipment Transfer, must accompany all assets being transferred from one employee to another.

Employee Transferring the Asset (Current Custodian)

The employee transferring the asset:

  •  completes HHS-AM01 before processing the transaction and obtains signature of receiving employee (new custodian) at time of transfer; and

  •  ensures all participants have a copy of the signed HHS-AM01 for their records, and submits to the receiving region’s Inventory mailbox.

Receiving Employee (New Custodian)

Upon receipt of the property, the employee transferring the asset signs the accompanying HHS-AM01 and attaches a copy to the asset.

Receiving Regional Property Coordinator

The receiving regional property coordinator date stamps the original HHS-AM01 and enters changes into the HHSAS asset management system, including the name of the responsible person (new custodian) and new mail code (if applicable).

Transfers Between Regions

Regional property coordinators are available to provide subject matter expertise and support to transferring and receiving custodians to ensure records are appropriately updated.

4320 Employee Transfer or Separation

DFPS Asset Management Handbook February 2011

When an employee separates from DFPS, transfers to another position, or moves to another location, the employee’s supervisor has a responsibility to locate and collect all property assigned to that employee and transfer it to another custodian via the eMAC automated documentation system. A report of assets assigned to employees will be updated monthly and posted on the reporting website for this purpose.

Supervisors of IT staff must, upon separation or transfer of any IT employee, request a current, official list from DAMU of assets assigned to that employee. This request may be made to the DFPS Inventory mailbox.

4321 Tablet Transfers

DFPS Asset Management Handbook February 2011

The transfer of tablet computers requires an additional tracking step within IT in addition to the HHS-AM01. IT staff are responsible for obtaining completed documentation from custodians.

4322 Transfers to Other Agencies

DFPS Asset Management Handbook February 2011

DFPS assets or equipment may only be transferred to another state agency through the DFPS Asset Management unit, in accordance with SPA requirements. 

Current DFPS Custodian of Record

The current DFPS custodian of record completes Section 1 of HHS-AM06, Interagency Equipment and Transfer Record, and obtains approval signature from the transferring area’s division director/regional director (or designee) in Section II.

Regional Inventory Coordinator

The regional inventory coordinator:

  •  ensures that Section 1 of HHS-AM06, Interagency Equipment and Transfer Record is completed sufficiently and that approval signature is from the transferring area’s division director/regional director (or designee);

  •  obtains the receiving agency’s signature and provides a copy of HHS-AM06 to the receiving agency’s staff for that agency’s asset manager and removes the DFPS tags;

  •  sends the scanned original HHS-AM06 with all signatures to the DFPS asset records coordinators and maintains the hard copy original in the regional files; and

  •  arranges for the physical transfer of the asset. DFPS asset records support must sign the AM06 before the asset is released to the accepting agency.

DFPS Asset Records Support

DFPS asset records support staff:

  •  review the HHS-AM06 to ensure all required signatures are provided;

  •  authorize the transaction by signing the form and faxing a copy to the RIC;

  •  electronically transfer the equipment to the receiving agency; and

  •  remove the equipment from the inventory records when the receiving agency completes the transfer in HHSAS/SPA.

4323 Transfers From Other Agencies

DFPS Asset Management Handbook February 2011

DFPS may only receive equipment from another agency through the DFPS Asset Management unit.

If DFPS is receiving equipment from another state agency:

Receiving Regional Inventory Coordinator

The receiving regional inventory coordinator:

  •  obtains the signature of employee to be responsible for asset on HHS-AM06, Interagency Equipment and Transfer Record;

  •  completes HHS-AM01, Individual Inventory and Equipment Transfer, including the signature of the responsible employee; and

  •  forwards both originals, along with copies of all documentation, to DFPS asset records support.

DFPS Asset Records Support

DFPS asset records support staff:

  •  review the HHS-AM06 to ensure all required signatures are provided;

  •  authorize the transaction by signing the form;

  •  receive the property in SPA;

  •  deliver or mail the asset ID inventory tags, depending on the location of the acquired assets.

Before affixing new DFPS tags, any identifying barcodes tags or labels from the previous agency or department should be removed.

4330 Temporary Transfers or Loans

DFPS Asset Management Handbook February 2011

Texas Government Code §2203.004 states, “A person may not entrust state property to a state officer or employee or to any other person if the property is not to be used for state purposes.”

When state-owned property is assigned to an employee for use overnight or during the weekend at a location other than the employee’s normal official work area, the employee must sign for the property through the appropriate process.

  •  Non-IT equipment owners must maintain a control log to account for temporary issuances. The log must contain a prominent statement informing employees of their financial responsibility for property that is lost, stolen, or damaged due to negligence.

  •  For IT equipment, the employee must sign HHS-AM04, Equipment Loan Receipt.

The employee is responsible for care of the property while it is checked out.

Property may be temporarily transferred to another location or inventory coordinator. The requestor writes “temporary” on HHS-AM04 and enters the expected date of return. If the loaned item is inventoried property, it must be reported in the physical inventory of the loaning business unit.

Upon completion of the assignment or loan period, the inventory coordinator ensures that:

  •  the item is properly accounted for; and

  •  the documentation reflects the end of the assignment and return of the asset.

4331 Asset Loans to Another Agency or Entity

DFPS Asset Management Handbook February 2011

Property loaned to another agency or entity is used for state business only and the following procedures are followed:

  •  the supervisor completes HHS-AM04 for all property loaned to anyone not employed by DFPS;

  •  the Asset Management offices of both agencies approve the loan by signing the HHS-AM04 (a single DFPS employee must be responsible for any property loaned to another entity); and

  •  the regional inventory coordinator ensures that a completed and signed HHS-AM01 is on file.

All property loaned to outside entities will be included in the annual inventory of the originating DFPS business office. The inventory may be accomplished by asking each borrower to complete a new HHS-AM04 certifying that they still have the property. This certification constitutes proof that the property was located. Property lost while out on loan is reported and investigated in the same manner as other agency property.

4332 Asset Loans to DFPS

DFPS Asset Management Handbook February 2011

The DFPS Asset Management unit identifies and tags with the name of the lending organization all property purchased by outside entities and loaned to DFPS.

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