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RELEASE OF PROPERTY ACCOUNTABILITY FORM Used for annual physical inventory only Accountable Department Chair/Director Date Department Name Department Code The above referenced Accountable Department Chair/Director requests relief from accountability for property described below. The Accountable Department Chair/Director is required to receive Environmental Health Safety certifications when items are contaminated or pose health hazards and certify their safety prior to removal* Item No* Property...Tag No* Description Cost Disposition Number DISPOSITION 1. 2. 3. 4. 5. 6. 7. 8. 9. M issing Current Inventory L Stolen Issuer must attach a copy of Campus Police Report. Damaged or Destroyed Advise details by attachment. Removed by Environmental Health Safety Replaced by Other Equipment. Was item traded in Yes No PO /Bid Ref Cannibalized Equipment Attach copy of Inventory Request Form Surplus Equipment Transferred Equipment Not Owner of Equipment Belongs to Department Specify other I hereby...certify that the above is a true and complete statement of reasons for the above request. The Accountable Department Chair/Director is required to receive Environmental Health Safety certifications when items are contaminated or pose health hazards and certify their safety prior to removal* Item No* Property Tag No* Description Cost Disposition Number DISPOSITION 1. 2. 3. 4. 5. 6. 7. 8. 9. M issing Current Inventory L Stolen Issuer must attach a copy of Campus Police Report. 2. 3. 4. 5. 6. 7. 8....9. M issing Current Inventory L Stolen Issuer must attach a copy of Campus Police Report. Damaged or Destroyed Advise details by attachment. Removed by Environmental Health Safety Replaced by Other Equipment. Damaged or Destroyed Advise details by attachment. Removed by Environmental Health Safety Replaced by Other Equipment. Was item traded in Yes No PO /Bid Ref Cannibalized Equipment Attach copy of Inventory Request Form Surplus Equipment Transferred Equipment Not Owner of Equipment Belongs to...Department Specify other I hereby certify that the above is a true and complete statement of reasons for the above request. The Accountable Department Chair/Director is required to receive Environmental Health Safety certifications when items are contaminated or pose health hazards and certify their safety prior to removal* Item No* Property Tag No* Description Cost Disposition Number DISPOSITION 1. 2. 3. 4. 5. 6. 7. 8. 9. M issing Current Inventory L Stolen Issuer must attach a copy of Campus...Police Report. Damaged or Destroyed Advise details by attachment. Removed by Environmental Health Safety Replaced by Other Equipment. 2. 3. 4. 5. 6. 7. 8. 9. M issing Current Inventory L Stolen Issuer must attach a copy of Campus Police Report. Damaged or Destroyed Advise details by attachment. Removed by Environmental Health Safety Replaced by Other Equipment. Was item traded in Yes No PO /Bid Ref Cannibalized Equipment Attach copy of Inventory Request Form Surplus Equipment Transferred...Equipment Not Owner of Equipment Belongs to Department Specify other I hereby certify that the above is a true and complete statement of reasons for the above request.
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Understanding the Accountability Form
What is the accountability form?
The accountability form is a structured document designed to track and manage the use, condition, and status of assets, whether they are tangible items like equipment, tools, or office supplies. This form helps organizations maintain oversight on these items, ensuring that they remain secure, accounted for, and properly managed throughout their lifecycle.
When to Use the accountability form
The accountability form should be utilized in various circumstances. It is primarily used when items are being transferred, damaged, or disposed of. Additionally, it is essential for keeping records during annual inventories or when certain equipment is repurposed or replaced. By filling out this form, departments can ensure that they are compliant with organizational policies regarding asset management.
Key Features of the accountability form
This form includes several key features that enhance its utility. It typically contains fields for listing property tag numbers, item descriptions, costs, and disposition reasons. Included options allow users to specify if an item is damaged, stolen, or transferred, which helps in maintaining a clear audit trail. The accountability form also serves as a certification document to confirm the accuracy of the information provided.
How to Fill the accountability form
Filling out the accountability form involves several steps. First, ensure all relevant items are listed, along with their details such as item numbers and descriptions. Next, indicate the current status of each item, choosing from options like damaged, stolen, or removed. Finally, signatures from authorized personnel such as department heads may be required, confirming the form's accuracy and integrity.
Common Errors and Troubleshooting
Users often encounter common errors while completing the accountability form. These may include missing item numbers, incorrect signatures, or neglecting to attach required documentation. To avoid these issues, reviewing the form for completeness and correctness before submission is essential. Having a checklist of required items can further minimize errors and ensure compliance.
Frequently Asked Questions about accountability form sample
What types of items require an accountability form?
The accountability form is typically used for office equipment, tools, supplies, and any assets that need tracking and management within an organization.
Who is responsible for filling out the accountability form?
The responsibility usually falls on the department head or a designated staff member who oversees the management of the assets being documented.
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