SECTION 1: to Be Completed by the Acquiring Department

SECTION 1: to Be Completed by the Acquiring Department

/ ASSET MASTER No
ASSET CLASS
PURCHASE ORDER No

AS001 - ASSET ACQUISITION FORM

  • Complete ONE form for EACH new or donated asset. Use only CAPITAL letters. Complete only unshaded areas.
  • Refer to AST001 for asset policy details, PPP02for Threshold values for purchasing & GEN002for the Delegated authority policy.
  • Send the completed form with all supporting documents to the Assets Office, Bremner Building. For urgent acquisitions, scan this duly authorised form and all supporting documents to

SECTION 1: To be completed by the acquiring department:
1.1 / DESCRIPTION OF ASSET:
ITEM NAME (1 word preferred)
ADDITIONAL INFORMATION
MAKER’S NAME
MODEL
SELECT ONE ASSET TYPE(predominant asset use) / T-Teaching / H-Housing / M-Maintenance & admin of property
R-Research / S-Sports equipment / G-General administration
SERIAL No. (if known) / Or enter in Header Text of Goods Movement once received.
DEPARTMENT INVENTORY No.
ASSET MAIN NUMBER (If the new asset is an accessory for an existing asset)
1.2 / ACQUISITION DETAILS: (Complete either 1.2.1 for new assets or 1.2.2 for donated assets)
Either / 1.2.1 / PURCHASE DETAILS: (Attach quote to this form)
AMOUNT EXCLUDING VAT
VENDOR NAME / VENDOR NUMBER (if known)
FUND to be debited(enter only one fund) / COST CENTER
Or / 1.2.2 / DONATION DETAILS: (Attach completed CD006 form and copy of donor letter to this form)
ESTIMATED MARKET VALUE
DONOR NAME
1.3 / USER DETAILS:
DEPARTMENT NAME / ORG unit code
(3 letter alpha code)
BUILDING WHERE HOUSED
ROOM / LAB No.(If known; as on door of room - 8 characters only)
STAFF MEMBER’S NAME
(if the asset is housed at a staff member’s home) / PERSONNEL No.
OWNER’S NAME (non-UCT agency) / OWNER CODE
1.4 / REPLACEMENT DETAILS: (Attachasset retirement form - AS004)
ASSET REPLACED (Department Inventory no.)
HOW DISPOSED
1.5 / FORM COMPLETED BY:
NAME / SIGNATURE / DATE
E-MAIL / POSITION / PHONE
SECTION 2: Financial check (To be completed by the Faculty/PASS finance manager or nominee):
I have checked the fund and cost object are correct.
NAME / SIGNATURE / DATE
SECTION 3: Authorisations (NB Authorisation limits)
Purchased from Preferred vendor / YES / NO / Purchased via ICTS Acquisitions / YES / NO
Cost > R15 000 and < = R100000 / Fund holder or nominee
Cost > R100 000 and < = R2000 000 / Fund holder, or nominee, and the nominee of the Dean/GSB Director or ED: PASS department
Cost > R2000 000 / Fund holder, and the Dean/GSB Director or ED: PASS department and either the DVC Research
(for research-related purchases) or the ED: Finance
Land and Building / Council to authorise a sub committee (VC, Chair of Council, Chair of UFC, Chair of Financial Authority Limits)
AUTHORISATIONS IN TERMS OF DELEGATED AUTHORITIES
3.1 / AUTHORISED BY FUNDHOLDER:
NAME / SIGNATURE / DATE
3.2 / AUTHORISED BY DEAN / GSB DIRECTOR / ED: PASS DEPARTMENT:
NAME / SIGNATURE / DATE
3.3 / AUTHORISED BY DVC (RESEARCH) / ED: FINANCE:
NAME / SIGNATURE / DATE
ADDITIONAL FUNCTIONAL AUTHORISATIONS (if not purchased via ICTS Acquisitions)
3.4 ICTS APPROVAL (ICT RELATED EQUIPMENT AND SOFTWARE)
NAME / SIGNATURE / DATE
3.5 / APPROVED BY PROCUREMENT AND PAYMENT SERVICES
NAME / SIGNATURE / DATE

31 July 2018Page 1 of 1AS001