Property Check Out Policy: Now in DocuSign

Please be advised that the Property Check Out Policy / Authorization form, which is used to keep track of University property that is being used at home, has been updated and loaded into DocuSign as a template. There are several changes to both the policy text and the signature boxes. Please review carefully.

If you have any issues or questions, please contact the Distribution and Asset Services Manager, Sonja Bowsky, at 408-924-1592 or and she will address your concerns.

Inventory of University Property

Beginning Monday, April 29, 2019, the University will begin conducting a campus wide physical inventory of all capital assets to verify their existence and location. The inventory will be conducted by HCA Asset Management LLC, and is expected to last through Friday, May 10. The list of assets will be provided to the department contact, who is not necessarily the custodian owner.

HCA employees will wear photo identification badges confirming that they are employees of the vendor. The inventory process will entail HCA using tablets and Bluetooth scanners to record asset bar code labels. They will need access to all capital assets. The HCA agents will have current listings of each department’s capitalized equipment, sorted by building and room. They will look for all listed items, correct any erroneous location codes (building/room number), identify untagged items and identify lost, stolen or missing items.

Refer to HCA Physical Inventory Schedule-2019 for the anticipated dates HCA will be in your area for the initial pass through. Please contact Thomas Lasdavanh of HCA directly by email: or phone: (479) 856-3928, if there are any conflicts.

We appreciate your cooperation during this physical inventory. If you have any questions or concerns regarding this project, please contact the Manager of Distribution and Asset Services, Sonja Bowsky, at 4-1592 or

Please forward this message to any staff or faculty you feel should be notified.


Non-Monetary Gifts Procedures

The Property Office would like to remind departments of the procedures for handling non-monetary gifts.

A non-monetary gift, commonly identified as “gift-in-kind”, is a voluntary contribution of goods or services that can be used to advance the mission of San José State University or can be readily converted to cash and may qualify as a charitable deduction for the person(s) making the gift. A Non-Monetary Gift Acceptance form must be completed with appropriate approval signatures before a gift can be officially accepted by the university.  Instructions for completion of the form, definitions, and the procedure for distribution and approval of the form are included in the form documentation.

Non-Monetary Gifts which exceed $5,000 must have a completed form routed to the university’s Property Office to assure entry into the university’s inventory tracking system.

Please refer to the Property Manual for more information.