New HR Executive Seeking Guidance on Asset Declaration Formats – Can You Help?

Hi All, I have joined as an HR executive, and I need to confirm if there is any specific format for employees to hold the company's assets. Please help me with this.

Thanks,
Kavita

Asset Register Maintenance

The asset register is typically maintained by the Accounts/Finance department in most companies, or to some extent, by the Administration department.

General Format

- Fixed Asset Number / Name of the Supplier / Item Description / Invoice No & Date / Quantity / Department (Allotted) / Location / Remarks

- Verification Date:

- Verified by: Name / Sign / Date

- Signature of the User:

To some extent, this may be useful to you. If you want, you can add the cost part and keep space for a change of location. The asset might have been allotted to one particular department at a specific location, and sometimes, due to exigencies or requirements, we may need to shift the asset from one department to another or from one location to another.

Asset Transfer and Control

To maintain good control, an asset transfer note should be generated and duly approved. The necessary changes should be recorded in the relevant asset forms before the asset is shifted.

When an employee leaves the organization, along with the No Due Certificate, the asset handover and takeover formalities should be completed and recorded accordingly.

Thanks and regards,
Kamesh

Regards
Kamesh

Hi Kamesh, thank you for your response. I would like to request details regarding the declaration format that should be provided to an employee if they are in possession of company-issued laptops or mobile devices.

Thanks & Regards,
Kavita

In most companies, this type of record is maintained by the Admin/IT Department. Anyhow, you can create an asset allocation form. The format is as below:

Asset Allocation Form

Name of Employee & Employee ID to whom the asset is being issued:
Name of issuing employee & Employee ID
Sr. No Description Item unique code Quantity Item cost Remarks
Sign Sign Departmental manager HOD/Branch head IT Manager

Thanks,
Akshay Kumar
TKE