Loaner equipment

Policy: Strict procedures must be followed when loaning out a Mailman-managed asset.

Procedure for Sign-Out:

Communicate to the person taking possession of the loaner equipment (temporary custodian) that his/her department is financially responsible for any loss of or damage to the asset, and obtain from him/her a FAS account number

With the temporary custodian, set a time limit – up to 2 months – for the loan of the asset

Sign out the equipment, recording the following information:

o    Date
o    Item description, manufacturer, and condition at time of loan
o    Planned location of loaned asset
o    Name and contact information of the temporary custodian
o    FAS account code
o    Time limit for the loan

Procedure for Extending the Loan Period:

Review the list of loaned equipment on a monthly basis

If the time limit for the loan has been exceeded, contact the temporary custodian and request return of the equipment or agree upon a new time limit for the loan

If the time limit is extended, not the new time limit in the sign-out tracking system

Procedure for Sign-In:

Sign in the asset, recording the date and the condition of the asset (excellent, good, poor, damaged beyond repair, or lost)

If the asset has been lost or damaged in a way that repair expenses should be charged, complete the paperwork to charge the FAS account code of the department that borrowed the item