Edit, Download, and Sign the Hand Receipt Form for Temporary Equipment Use
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How do I fill this out?
Filling out this form is simple and straightforward. Begin by entering your personal and department details. Follow the guidelines provided for each field to ensure accurate submission.
How to fill out the Hand Receipt Form for Temporary Equipment Use?
1
Enter your preparer's information.
2
Indicate the location code and department name.
3
Provide the equipment's E-number and description.
4
Sign and date the form.
5
Submit a copy to Property Management Inventory.
Who needs the Hand Receipt Form for Temporary Equipment Use?
1
Department Heads need this form to track equipment usage for departmental business.
2
Equipment managers use it to oversee the issuance and return of university assets.
3
Faculty members must complete it to take equipment off-campus for official use.
4
Administrative staff require it for internal record-keeping related to equipment.
5
Property Management offices utilize this form for inventory management and audits.
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What are the instructions for submitting this form?
To submit the Hand Receipt Form, complete all fields accurately. Send a copy of the completed form to Property Management Inventory via fax at 601-979-9315 or via email at propertymanagement@jsums.edu. Maintain the original in your departmental files for future reference and audits.
What are the important dates for this form in 2024 and 2025?
The Hand Receipt Form must be updated annually. Ensure compliance with departmental policies and submit any necessary renewals by the end of each fiscal year.
What is the purpose of this form?
The Hand Receipt Form serves as a formal agreement between the university and personnel for the temporary use of equipment. It ensures that all parties are aware of their responsibilities regarding the borrowed items. By maintaining accurate records of equipment placement and status, the university can effectively manage its resources.
Tell me about this form and its components and fields line-by-line.
- 1. Preparer Information: Includes the name and contact information of the person filling out the form.
- 2. Location Code: A unique five-digit identifier for the department.
- 3. Department Name: The name of the department requesting equipment use.
- 4. Department Inventory Representative: The designated person responsible for equipment management.
- 5. E-Number: The specific equipment number assigned for tracking.
- 6. Item Description: A brief description of the equipment being borrowed.
- 7. Serial Number: Unique identifier assigned to each piece of equipment.
- 8. Cost/Value: The monetary value of the equipment for inventory purposes.
- 9. Employee's Name: The person taking possession of the equipment.
- 10. Signature: Required acknowledgment from the employee borrowing the equipment.
- 11. Expected Return Date: The date when the equipment is expected to be returned.
What happens if I fail to submit this form?
Failing to submit this form may result in disciplinary action and accountability issues regarding missing equipment. It is essential to maintain proper records to ensure that all equipment is accounted for. Departments may face inventory discrepancies and loss of resources if this form is not utilized.
- Loss of Equipment: Without proper documentation, lost equipment may not be recovered.
- Financial Liability: Departments could face costs for unaccounted university property.
- Disciplinary Action: Failure to follow protocol may lead to disciplinary measures for involved staff.
- Inventory Issues: Record-keeping discrepancies could arise from incomplete submissions.
- Misuse of Assets: Lack of oversight can lead to unauthorized use of university property.
How do I know when to use this form?
- 1. Off-Campus Use: When equipment is needed for business outside departmental premises.
- 2. Repairs: For documenting equipment sent for repairs or maintenance.
- 3. Inventory Management: To keep track of university assets during usage.
- 4. Employee Transition: When an employee transitions out of a department, their used equipment needs a return record.
- 5. Daily Use: Documenting day-to-day usage of shared equipment.
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