3.11.1 Control of Physical Resources

Comprehensive Standard 3.11.1: Control of Physical Resources

The institution exercises appropriate control over all its physical resources.

USF Sarasota-Manatee Focused Report Response

The University of South Florida Sarasota-Manatee’s Regional Vice Chancellor, Mr. Ben Ellinor, reviews the inventory annually as demonstrated by the documentation provided at the link below for 2013, 2014, and 2015.

Inventory Review by Regional Vice Chancellor for Business & Financial Affairs

Off-Site Committee Report – Non-Compliance

The state of Florida, the USF System and the USF S-M campus have procedures for the acquisition, recording, inventory and disposal of physical assets. The Sarasota Inventory Database (SID) is used on campus to account for assets annually.

There was no evidence of review by the Regional Vice Chancellor of the four different offices’ annual physical inventories.

USF Sarasota-Manatee’s original submission narrative is shown below.

Compliance Partial Compliance Non-compliance

NARRATIVE

Operational controls established by the state, the Florida Board of Governors (BOG), the University of South Florida (USF) System, and USF Sarasota-Manatee help ensure that the institution manages its physical assets in a responsible manner.

Florida Statute 1001.706(7) sets forth the power and duties of the BOG relating to the acquisition of real and personal property and the sale and disposal thereof, and for purchasing processes. BOG Regulation 1.001(7) delegates to the USF Board of Trustees (BOT) the powers and duties to acquire real and personal property and to establish a purchasing and property program. Florida Statute 273.02 requires the Chief Financial Officer to establish “the requirements for the recording of property in the state’s financial systems and for the periodic review of property for inventory purposes. BOG Regulation 9.001 Definitions, BOG Regulation 9.002 Recording and Marking of Property, BOG Regulation 9.003 Property Inventory, and BOG Regulation 9.0031 Disposition of Property provide direction for recording, marking, inventorying, and disposing of tangible personal property. USF System Policy 5-014 Asset/Property Management and BOT Policy 09-001 Real Property ensure appropriate control over physical resources through multiple strategies.

Tangible Personal Property

In accordance with USF System Policy 5-014 , the USF System Asset Management Services inventory staff, under the USF System Controller’s Office, is responsible for the oversight of the inventory of all USF System equipment having a value of $5,000. Asset Management Services capitalizes and records all assets costing $5,000 or more with a useful life in excess of one (1) year on the financial statements. USF Sarasota-Manatee assists Asset Management Services with the annual physical inventory of items valued at $5,000 or more through the Sarasota Inventory Database (SID). USF Sarasota-Manatee developed the SID to track Other Capital Outlay (OCO) items (those valued at $5,000 or more) and non-OCO items (items of value less than $5,000). The entire USF Sarasota-Manatee Inventory is used to value the contents of USF Sarasota-Manatee buildings for insurance purposes.

The following USF Sarasota-Manatee units are responsible for the annual physical inventory:

Unit Items
Technology Services Computer-related Items
Facilities Planning & Management Classroom Furniture
USF Sarasota-Manatee Office Managers Office Furniture
Purchasing Vehicles and OCO Items

The USF Sarasota-Manatee Regional Vice Chancellor of Business & Financial Affairs reviews the inventory report at the end of the year.

Disposal of Assets

The USF Property Manual documents the official procedures for the disposal of assets. The procedures are in accordance with BOG Regulation BOG Regulation 9.0031 Disposition of Property. OCO records are not removed from the official inventory until a Relief from Property Accountability Form is completed and signed by an accountable officer. If the asset is grant-funded the Office of Sponsored Research must also approve of the disposal.

Real Property

Multiple Florida statutes govern requirements for public property and publicly owned buildings. These requirements are outlined in Title XVIII F.S. Chapter 255. The USF System holds USF Sarasota-Manatee public property and buildings in trust.

Deferred Maintenance

USF Sarasota-Manatee has a systematic management process to identify, prioritize, plan, and establish budgets for capital renewal improvements and replacement that extend the life and usable condition of the facilities, building systems, and equipment. A comprehensive project list identifies the planning, prioritizing, scheduling, and implementation of the Deferred Maintenance Project List. The project list is evaluated and updated by Facilities Management & Planning on an annual basis.

Purchasing

The USF System Purchasing Services Office provides management and oversight to acquire quality commodities and contractual services while promoting fair and open competition in the public procurement process. In accordance with USF System Regulation 4.02000 and USF System Regulation 4.02070, responsible purchasing officials are protected from improper pressures of external political or business interests. The process reduces the appearance and opportunity for favoritism, ensures that contracts are awarded equitably and economically, and establishes effective management oversight in the acquisition of commodities and contractual services in order to preserve the integrity of public purchasing and contracting. Improper pressure may be reported to the USF System Purchasing Director, the USF System Controller, USF System Audit and Compliance, and/or by using the USF Ethics Point Hotline.

A competitive solicitation process, such as a Sealed Invitation to Bid, Invitation to Negotiate, or an approved exemption such as a Sole Source or Emergency Purchase, awards the purchase of commodities or contractual services exceeding $75,000,

Emergency Purchase

As stated in USF System Regulation 4.02040,

when the USF System President or designee determines, in writing, that a delay due to the competitive solicitation process would pose an immediate danger to public health or safety or the welfare of the USF System, including USF System tangible and/or intangible assets, or would otherwise cause significant injury or harm, the USF System may proceed with an emergency purchase. The emergency purchase is limited to the purchase of only the type of items and quantities of items necessary and for only the time period necessary to meet the immediate need.

Risk Management

Florida statutes outline the requirements for risk management for public agencies in Florida Statutes Title XIX, Chapter 284. The USF System Risk Management Insurance Program ensures that the University’s interests are properly protected by providing information and guidance regarding the insurance program and requirements. USF Sarasota-Manatee assets are covered through policies developed by the USF System Environmental Health and Safety Office of Risk Management, including the Certificate of Property/Fire and Extended Coverage and the Certificate of Casualty Insurance Coverage. The USF System is insured under the State of Florida’s self-insurance fund. The USF System Environmental Health & Safety Office serves as the liaison to the State Insurance Trust Fund.

SUPPORTING DOCUMENTATION AND EVIDENCE

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