Web Form:
- To begin the DocuSign/RT process click here click here
- Choose Property Disposition in the Reason for Adjustment dropdown menu.
- Choose Item Quantity: Up to 12 or More than 12.
- Click here to check the custodian and approver name for a department in the custodian list. You can also find this list by looking at the useful links on the top right of the DocuSign page.
- Enter names and email addresses.
- Look up the department by the department number or name.
- Click Next.
Docusign Form:
- Requires a chartstring for Workforce pickup:
- Fund Code
- Program Fin (P-fin)
- Department
- Account Number
- Depending on the Fund Code there may also be a required
- Requires a comment regarding disposition
- Requires a signature.
- Requires the Item Description.
- Requires the Serial Number if the item has one.
- Requires the UMBC Tag #.
- Requires the location of Building and Room.
- Original Cost and Purchase Year are required for departmental review only.
Overall Process:
Assets are “disposed” when the workforce picks up the equipment from the department to be stored at the warehouse, until workforce schedules the pickup with the external company. Rarely, a piece of equipment needs external pickup from the departments. These departments use a contracted service.
After the preparer completes the Docusign form, it will go to the custodian for signature and then to the custodian’s approver for signature. The form then goes to Inventory Control for review and approval.
Once the Inventory Control approver has signed, the custodian will receive the form. The next step is for the custodian to determine whether the workforce will pick up the equipment or whether it will be delivered to an E-Cycle event. IMPORTANT: The next action taken on the form is not to be performed until either right after pick up or on the day of the E-Cycle event.
To be picked up by the workforce:
For workforce pickups, the custodian must complete a work order for pick-up by the workforce by putting in a request through the AiM system. When completing the work order in the AiM system, type in the comments section: “Inventory disposal – see attached,” and attach a copy of the Docusign document with signatures. Click here for instructions in how to attach documents to the AiM Customer Request.
After the work force picks up the property, the custodian needs to "complete the recipient information" in the form by selecting the signing group "FS_Inventory-Management-SWF" and then click "COMPLETE AND SEND". The appropriate person in Facilities Management will sign the Docusign form that the property has been picked up. The form then goes back to the custodian to sign that the process is complete. On the right of the signature will be a comment box asking how the equipment was disposed with a drop down menu – choose by workforce. The completed Docusign form will trigger an RT ticket to Inventory Control to update the asset management system. Inventory Control will close the ticket.
To be delivered to an E-Cycle event:
On the day of the E-Cycle event, the custodian needs to “complete the recipient information” in the form by selecting he signing group "FS_Inventory-Management-eCycle" and then click "COMPLETE AND SEND". The custodian will then take the equipment to the designated E-Cycle area and check-in with the Inventory Control Team to verify that the equipment listed on the form matches the equipment being delivered for disposal. Inventory Control will sign the form that the property has been picked up. The form then goes back to the custodian to sign that the process is complete. On the right of the signature will be a comment box asking how the equipment was disposed with a drop down menu – choose by eCycle. The completed Docusign form will trigger an RT ticket to Inventory Control to update the asset management system. Inventory Control will close the ticket.
