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Below is a list of the most commonly used Property Office forms, with a brief description of each. Should you require another form or have any questions, please contact any of the Property Office Representatives.
Annual Off-Campus Receipt.pdf--Should be completed for all assets that are removed from campus for research, teaching or work. The receipt must be renewed each year. The form must be filed prior to the asset being removed from campus. Once the asset is no longer taken from campus the returned section of the form should be completed and turned in to the Property Office.
Calibration & Repair Receipt.pdf --Should be completed for all assets that are sent off campus for calibration, repair or maintenance. Once the asset has been returned the Property Office should be notified.
Cannibalization Request.pdf--When an asset owned by the Institute fails and it is determined that it is not economically feasible to repair, written authorization to cannibalize the asset and reutilize the parts on other assets may be granted.
Interdepartment Loan of Assets.pdf --This form is used to loan property form one department to another. At the end of the loan, the property is returned to the loaning organization.
Inventory Asset Additions.pdf --Any items that do not appear on the list and are found within the departmental space, should be added to the list by executing the Inventory Asset Additions form and providing a copy of the executed form to the Property Office.
Long-Term Storage Request.pdf --Placing items in long-term storage requires written justification; more specifically, the responsible department must identify the specific need for which the property is to be kept, before placing the item in long-term storage.
Loss Damage Destruction & Theft.pdf--Reporting lost, damaged, destroyed, or theft of property, or otherwise impaired property, to appropriate parties, including but not limited to a direct supervisor. The Department is responsible for providing a written narrative outlining the nature of the LDD&T. A copy of the completed report will be sent to the Property Office for the appropriate action.
Pickup Disposal Request.pdf--Must be completed and submitted to notify the Property Office of surplus assets and arrange a time for the assets to be picked up or delivered to the Property Yard.
Property Movement form.pdf--This form is intended to be used for property relocations lasting longer than 30 days. This form should be used to notify the Property Office that property has been moved to a different location and/or office. Once received, the Property Office will update the property database.
Small Asset Tagging Confirmation.pdf--When the PCN or other identification cannot be attached to the item because the property is too small, delicate, temperature-sensitive, or the tag otherwise would interfere with use or operation of the property.
Sponsor Owned Disposition.pdf--Complete and submit to the Property Office before assets are returned to the sponsor or awarding agency. Only one sponsor may be indicated per form. A digital picture must be taken of each asset prior to shipment and kept on file with the department, and a copy forwarded to the Property Office.
Surplus Property Transfer Form.pdf--Once approvals have been received to remove property form the database, the property can be transferred to another institution as defined in NMSA 13-6-1.
Surplus Reutilization.pdf--This form is used in the event a Department can reutilize existing property that that has been turned in to the Property Office Surplus Yard.
Trade-In & Exchange.pdf--Must be completed and submitted prior to an asset being used for a trade in or as an exchange item.
Transfer of Assets.pdf--Is used to transfer assets between departments, people or location.
Warranty Replacement form.pdf--When an item under warranty must be replaced, the department needs to notify the Property Office as soon as possible, and the office will help to fill out the warranty repair/replacement form. The form and related shipping documentation will serve as a basis for documenting the location of the equipment.