• SU.ID tag number
• Description of property
• Model number
• Serial number
• User name (person checking the equipment out)
• Temporary location
• Date checked out
• Estimated date of return
• Actual date of return

Sign-out logs can be maintained in several ways; they can be posted at the door of a lab or maintained by the DPA or other office administrator. The DPA should work with department personnel to create a sign-out process that will be easy to use. The DPA must periodically check the sign-out logs to ensure equipment is being checked in and out properly and that it is being returned on time. For items not returned to its designated location within 30 days, the DPA must contact the equipment user to have the item returned or update the Sunflower record if the move is to extend beyond 30 days. If the item is necessary during an audit, the sign-out log (or equivalent) must be available to substantiate the asset’s location.

If the equipment being moved is sponsor-owned, please ensure the move is allowed by the agreement. A form DD1149 is required to document the move. Contact your PSR for guidance and/or assistance.

Property Changing Locations for 30 Days or More:

The property record must be updated to reflect the new location. Don’t forget to update the custodian or user of the property if that changes as well. If the location change is to a different organization (department) and the accountability of the asset is changing, contact your PSR for assistance.

In addition, if the property is government-owned and the move is off-campus or to a subcontractor’s facility, a DD1149 form is required to document the move. Contact your PSR for guidance and/or assistance.

Stanford Off-Campus Equipment Verification Worksheet

If the equipment will be off-campus for more than 30 days, the Stanford Off-Campus Equipment Verification Worksheet must be completed and kept on file by the DPA. These forms must be updated annually to be considered valid. You can print copies of the form, including instructions for use, on-line from the PMO website. The annual update is to verify the equipment is still in the same location and is in good working order. If there are any changes, please make a note on the off-campus form and also update the property record. Consistent, correct use of sign-out logs will reduce equipment loss and provides documentation for equipment location during Physical Inventory.

It also ensures all employees who need equipment can have fair access to it. When a department uses these forms, they serve as the official University record of movement and equipment location.

When the Physical Inventory Group performs an inventory in your area, they will take a copy of these forms and will use them to facilitate updating those records in SFA. It is important to note that this is a PMO form and the Physical Inventory Group is using the information to assist them in the physical inventory. This will eliminate the need for employees to bring the equipment back onto campus to be scanned.

When you access these forms on the web, you can save a copy to your hard drive. They are in an Excel format; you may share this file or URL with your equipment users as well. The file contains:

• Page 1: The first (and main) page of the form
• Page 2: The instructions for use
• Page 3: Continuation sheet (use as many as necessary for each instance)

Remember to update your worksheets and Sign-out logs if the equipment moves again or is processed for disposal. Auditors and Inventory Analysts review this documentation carefully, so consistent and accurate documentation is important.