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California State University, Long BeachCalifornia State University, Long Beach

Loan and Use of Property

When used for University business, University property may be loaned to University employees or another campus department to use on- and /or off-campus.

Types of Loan and Documentation Required

Department “Shared” Loan

For an item that is shared among the department and is used for business travel purposes, a Department Property Check-out log is used to document and record the loan of property. The log is maintained by the department record keeper and is to be available for inventory and audit purposes as requested by the Property Management Office.

“Off-Campus” Loan

For an item that is designated ‘off-campus’ and is used for other than business travel (ie., home use), an off-campus loan form is required to be approved by the appropriate administrator (Level 3). The department record keeper verifies the due date by initialing the form. The approved form is to be maintained by the department record keeper and is to be available for inventory and audit purposes as requested by the Property Management Office. A copy is to be provided to the borrower. Upon return of the loaned item, the department record keeper acknowledges receipt on the Off-Campus Loan form.

“On-Campus” Loan

For an item that is designated “on-campus” and assigned to a specific individual, documentation is not required. The item is assigned as a specific individual's University main work resource, not a supplemental work resource.  (For example, a laptop assigned as an individual's main workstation used on- and/or off-campus.) No documentation is required by the PMO.

Campus department equivalent documentation is permitted upon prior approval of the PMO.

Type of Loan Type of Loan Description Required Documentation Signature Authority
Department Shared Item is shared among the department and is checked out by various individuals. Item is used for business travel purposes. Department Property Check-Out Log The log is maintained by the department record keeper. Dept Record Keeper
Off-Campus Item is designated for off-campus use. Item is used for other than business travel purposes, ie. home use. Off-Campus Loan Form The approved form is maintained by the department record keeper and a copy is provided to the borrower. Loan approval: Appropriate Administrator (Level 3) Due Date Verification: Department Record Keeper Return Acknowledgement: Dept Record Keeper
On-Campus Item is assigned to a specific individual as the individual’s University main work resource, not a supplemental work resource.  (ie, a laptop assigned as an individual’s main workstation used on- and/or off-campus.) Not Required Not Required

Responsibilities

Loan of property is a decentralized process.  The responsibilities are delegated to campus departments by the Property Management Office (PMO). 

The appropriate administrator (Level 3) is responsible for approving all “off-campus” loans of property where the property is used for other than business travel (i.e. home use). 

The department record keeper is responsible for:

  • Processing and maintaining records for the loan of property (department property check-out log and off-campus loan forms), including the signing-off on department shared loans and acknowledging  the return of loaned property;
  • ensuring all loaned property is returned on or before the due date;
  • confirming all loaned property is returned in good working order and condition; and
  • providing all loan of property records to the PMO upon request for audit and physical inventory purposes and signing-off on any required Physical Inventory Certification forms.

The borrower (University employee or campus department) agrees to the following terms and conditions and signs the appropriate documentation based upon the type of loan:

  • to use the property in the best interest of the University and for University business purposes only;
  • to assume responsibility for the custody of the property;
  • during the physical inventory process, to either bring in the property for physical view by the Property Management Office (PMO) or to acknowledge the item is in their possession and in good working condition by signing-off on the Physical Inventory Certification form as required by the type of loan;
  • to replace the property if it is lost, stolen or damaged as a result of negligence;
  • to immediately report to the University Police Department and the PMO should the property on loan become lost, stolen or damaged; and
  • to return the property by the agreed upon due date on the loan documentation (department property check-out log or off-campus loan form) or upon separation from the University, whichever occurs first.

Employee Clearance

Upon separation from the University, an employee is to return all property. The department is responsible for ensuring all University property that has been issued to an employee is returned. The PMO recommends that the appropriate administrator review the Department Property Check-Out log and Off-Campus Loan forms to confirm all property has been returned by the individual prior to signing-off on the Clearance Certificate.


Please contact the Property Management Office at 562 /985-4889 or property@csulb.edu if you have any questions.