Apartment Manager Procedures Manual
Effective stewardship and accountability of property, both Stanford- and sponsor-owned, are essential. Property is accountable to designated departments, each of which is responsible for the day to day management, use, care, record-keeping, and disposal of those assets. Each member of the Stanford community has a general obligation to safeguard and make appropriate use of property owned by or accountable to the University.
This includes property either assigned for individual use, or as part of a common area. This obligation includes but is not limited to:. notifying the appropriate Department Property Administrator (DPA) of the acquisition, movement or disposal of property. exercising reasonable care in use to prevent damage and maintain good condition.
exercising reasonable security measures to prevent theft or misuse. reporting lost, stolen, damaged or otherwise impaired property to appropriate parties, including but not limited to a direct supervisor or common area manager Stanford is one of the largest research universities in the country. Because the federal government and other granting agencies often sponsor funding for research, management of this property has high visibility and may be subject to greater scrutiny and audits. Also, if your department receives donated equipment, there are additional rules and regulations to follow. See Chapter 2.5 for information on how to handle donated property. Accurate recording of all equipment, whether sponsor-funded or not, directly impacts indirect cost recovery requirements and other reporting requirements. Accurate and effective management will benefit individual departments and Stanford as a whole.
For assistance, departmental staff should contact their Department Property Administrator (DPA). Dynamics ax 2017 r2 manuals rrhh. DPA’s requiring assistance should contact their University Property Administrator (UPA). The financial systems at Stanford University are integrated as of 9/1/2003. Property systems are part of the financial systems; Oracle Financials contains several inter-related modules. The final repository of all financial transactions and balances is the General Ledger.
The following systems, working in conjunction with each other, make up the “official” property record. Each member of the Stanford community has a general obligation to safeguard and make appropriate use of University and sponsor-owned property and equipment either assigned for individual use or part of a common area. Each department must ensure that there are reasonable security measures implemented in their areas to prevent theft, damage or misuse of equipment.
The Department Property Administrator (DPA) must play an integral role relative to these issues. Please review Section 3.6 for detailed information on security. The PMO resides within the Office of Research Administration (ORA). The PMO develops and implements policies, procedures, and a system that enables effective property management for the University, and works closely with the Controller’s Office (CO) in the development and implementation of policies for capital equipment. The PMO also maintains close communications with the Office of the Dean of Research in the development and implementation of policies for managing sponsor-owned equipment.
Property management issues are coordinated between the PMO and the local-area Department Property Administrator (DPA). The functional responsibilities of the DPA role may be distributed among several individuals within a department. The distribution of duties may vary depending on the size and complexity of the property management needs of the department or sponsored project.
When distributing the responsibilities, the department must ensure that adequate checks and balances exist to ensure adequate process and data integrity are maintained. The DPAs carry out the day-to-day responsibilities within their respective departments and provide guidance to department personnel concerning property matters such as acquisition, coordination of transfers, equipment at sub-recipient locations, maintenance, physical inventory, and disposal. The PMO will provide guidance and direction to departments where distribution of the DPA responsibilities is needed. The Board of Trustees has delegated to deans, department chairs, directors, principal investigators and other University officers the responsibility for management of their funds. See Administrative Guide Memo 36. On June 9th, 1997, the Provost and Chief Financial Officer issued a memorandum supporting effective property management from every member of the Stanford community, starting with the officers. These officers are responsible for ensuring that policies and practices applicable to the work of the University, including instruction, research and public service are carried out, and those standards, policies and regulations are consistent with sponsor and donor expenditure restrictions.
The following organization chart shows how the roles and responsibilities flow down.
Apartment Property Manager Procedures Manual
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