SUNY ESF July 2019 Property Control Office has responsibility for Deb Snyder Asset TrackingControl Procedures amp Audit Inventory Procedures amp OutreachTraining Basic Equipment Control Guidelines ID: 801041
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Slide1
Property Control Designee Manual
SUNY ESF
July 2019
Slide2Property Control Office has responsibility for:
*
Deb Snyder
Asset Tracking/Control Procedures & Audit
Inventory Procedures & Outreach/Training
Basic Equipment Control Guidelines
Policy on lending College Property
Forms and Website update/distribution
Records Management / RAMI and below threshold
Quarterly reporting to NYS Office of State Comptroller
SUNY
Central monthly reporting & compliance
Slide3What is this?
The Property Control System has been devised by SUNY to insure that assets are properly accounted for from the time of purchase or donated until the item is placed into surplus.
Each Department is responsible for the stewardship of department assets purchased by State or RF funds.
This is a step-by-step manual of procedures for property control designees in an effort to establish a uniform process for reporting additions and changes in SUNY ESFs property inventory.
In order to do this, we have divided the manual into three major parts: New Equipment Annual Inventory (Audit), Relocation of Equipment, and Surplus/Scrap Equipment.
Two categories of assets: Over and Under $5000.00
Slide4OVER $5000.00
Slide5What is involved?
It is hoped that by providing step-by-step procedures under each of the these general headings, the property control system can be clarified.
While it is the intention of this manual to simplify the property control process wherever possible, it is understood that all potential problems with property control can not be addressed in a manual of this type.
Any additional questions concerning property control should be addressed to the Property Control Assistant, Deb Snyder.
Slide6Property Control Designee
Keep Property Control Assistant informed about the equipment assigned to their department.
Advise when department a)has received new equipment, b)when equipment is stolen, lost, damaged, or moved, and c) when equipment is no longer needed by the department, d) when equipment is being donated to ESF.
What is my responsibility?
Slide7Property Control Designee
Complete Property Control Form for all equipment valued at $5000 or more and forward to Property Control Assistant
After inspecting the new equipment, the department should notify the Property Control Assistant for an “ownership/inventory” tag.
New Equipment
Slide8Property Control Designee
Review the report provided by Property Control Assistant and verify the equipment. Make note of any changes in status and location, and/or missing equipment.
Investigate status of missing assets and file a lost/stolen/missing report with University Police.
Review condition of equipment and make adjustments as appropriate
Return printout, signed and certified as accurate subject to changes and/or corrections noted by the due date.
The Annual Inventory
Slide9Property Control Designee
Complete Equipment Transfer/Disposal Form if transferred from one department to another within a building or from one building to another. This form is also used to list equipment as surplus or scrap.
If equipment is being used off-campus for class room instruction, faculty/staff will need to “sign-out” equipment through the department designee.
Relocation of Equipment
Slide10Property Control Designee
Facilitate any equipment identified as surplus or scrap with the Property Control Assistant by completing an Equipment Transfer/Disposal Form
Assets purchased with combined RF and State funds is considered
STATE-owned
,
and all state regulations and procedures apply.
Under no circumstances can surplus equipment be sold or removed from campus for personal use.
Surplus/Scrap
Slide11Under $5000 =
“Walkable” electronics highly
suspectable to theft.
Desktop Computers
Printers
Laptops
Drones
Cell Phones
GPS systems
Other per department request (microscopes)
Review Spreadsheet
Identify changes
Communicate to Property Control Assistant
No longer individually track desks, chairs, file cabinets, etc., but ownership property tag must be affixed to fixtures/furniture.
Slide12Donated Equipment
When equipment is being donated to the
College,
or to a specific department,
the Department Designee should perform the following steps before
the equipment can be accepted from the donor:
Contact John Wasiel in Environmental Health & Safety to
coordinate an inspection of
the
equipment.
Contact the ESF College Foundation (Development Office) and provide a description of the equipment,
manufacturer
name, model number, serial number, location to house the equipment, person’s name
responsible
for the equipment and a fair market cost
. Donated equipment cannot be accepted directly by SUNY ESF, and must be received by the ESF College Foundation.
Contact Property Control, Deb Snyder for issuance of tags
Contact Facilities for plumbing and/or electrical connections
Once
the equipment is
accepted,
the ESF College Foundation transfers the equipment via the SUNY Board of Trustees and the equipment becomes State property and all State regulations and procedures apply.