Gentlemen:

    Below are some thoughts on a portion of a departmental policy on
the handling of property. This relates to the receipt of newly purchased
property. 

    First though, let me mention why I did not write up a formal policy
yet. It seems to me that it will be more effecient if we propose policies
first in outline form. Should any of us draft a detailed proposal that
has no support, then the time doing so would be wasted. After some
discussion of a proposal, the proposer can then write up a formal
version incorporating any changes/additions suggested by a majority
of the commiteee. 

Anyway: 

__________________________________

I. Receipt of Property

Rationale:

    Current practices in this area are non-uniform and result
in 1) the potential loss of property due to theft or misplacement,
2) an unreliable paper trail documenting the delivery of the
property in question and 3) delays in the processing of payment.

    A clear, enforced, departmental policy would substantially 
improve this situation. 

Current Policy:

     There is no formal, written, policy in this area.   
 
Current Practice:

     Property is ordered via GREETS or IDR and generally delivered to
253 LOV, though some faculty have been known to have property delivered
elsewhere. It is unknown what procedures are followed when property is
not delivered to 253 LOV. Upon arrival at 253 LOV from Receiving, one
of the students signs the receiving report as "Received but not checked"
as this person is not qualified to determine if the property received
is, in fact, what was ordered. The property, regardless of worth, then
sits in the common area awaiting pickup by the end recipient, who is
notified by email. In some cases, property sits in the common area for
days.   

    Property ordered by the Systems Group is picked up and signed for
by the Network Administrator (only, unless unavailable), who checks the
package, signs the receiving report and gives it to Jennifer for processing
(while keeping a copy). 

    Property ordered by others is often picked up without signing the
receiving report and without any real action to ensure that the
person picking up the property is the person who is entitled to do so.

    Without a receiving report signed by the ordering individual, the
invoice cannot be paid by the department. In addition, in the event of
a dispute as to delivery, condition etc. the paper trail ends with the
student worker who has no real knowledge of the situation, but who has
signed as receiving the property and could come under suspicion if the
property was lost. Jennifer (or Susan) is then forced to locate the
responsible person and convince them to sign the report (assuming they
are available - our faculty are often away).

______

Suggested points to include in a policy (locations could vary):

1. All property ordered (any budget) must be delivered to 253 LOV.
2. Staff members who receive property must sign "Received but not Checked"
   in a place other than the signatory line (which indicates that the
   property has been check and is all there etc).
3. Received property is to be stored in 260 LOV (behind the printer) which will
   be locked. Keys to this will NOT be generally available. (Note: some other
   method of dealing with cartlap will have to be devised).
4. The adminstrative staff will allow the pick-up of property ONLY upon the
   signing of the receiving report by an authorized individual. This must be
   during normal office hours. A copy of the report is to be given to the
   recipient of the property; the original to the appropriate budget manager.
5. (Possible) If the property is software, a copy of the receiving report is
   to be transmitted by the staff to the Software Licensing Officer.


wes

 
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              Wayne E. Sprague, Network Administrator
        Dept. of Computer Science,  Florida State University
                sprague@cs.fsu.edu  -  850.644.4290 
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