Procurement & Payment Services

Property Control

A. PROPERTY CONTROL DEPARTMENT

The PCS is designed to provide an accurate inventory of assets at The College at Brockport and uniform operating procedures to facilitate accountability, utilization and security. It is the Property Control Department's responsibility to coordinate those efforts with the department.

The Property Control Clerk is responsible for:

Recording all data on campus equipment subject to the PCS after release to the location unit.
Complete all PCS transaction forms.
Transmit all PCS transactions to Central Administration.
Assist user departments with their annual inventory of equipment subject to the PCS as required by Audit and Control.
Performance of an the annual inventory to be accomplished by the user departments with unannounced spot checks conducted by the Property Control office.
Act as liaison with user departments to assure compliance with PCS requirements.

B. OWNER/USER DEPARTMENT

While it is recognized, with a few exceptions, that the title to all assets is held by the State of New York, for the purpose of inventory control and accountability, an "owner/user department" shall be defined as that department entity which is the ultimate user of the asset. Accountability for equipment rests with the user unit head and his/her staff.

C. EXCEPTIONS

Research Foundation assets are the property of the Research Foundation, for use by the Project Director.

Brockport Auxiliary Services Corporation - All assets purchased through the BASC accounts remain the property of the BASC.

The College at Brockport College Foundation - All assets purchased through the College Foundation's account remain the property of the College Foundation.

D. RECEIVING DEPARTMENT

Upon delivery, the Receiving Department will affix sequentially numbered bar-coded or ownership tags (decals) to new campus equipment subject to the PCS prior to release to the user department.

E. LOCATION UNIT

Required to assist the Property Control Custodian in maintaining the PCS. The primary responsibilities are to:

Enforce procedures within the location unit which will provide for required equipment control and reporting.
Notify the Property Control Clerk of all equipment transactions impacting on the PCS. This should be done in accordance with campus procedures and within campus update cycles.
Conduct an annual inventory update of all equipment assigned to their department.

F. SURPLUS PROPERTY OFFICER

Responsible for:

Removing unwanted/excessive property from user department.
Coordinate storage and security of excess property which is being disposed of or transferred.
Provide efficient disposal of unwanted State properties in accordance with State Finance Guidelines.

ANNUAL INVENTORIES

The New York State Accounting System User Procedures Manual directs that each Agency conduct an annual inventory of equipment assigned to the location. Each department is required to maintain control over all assets under its stewardship. The Property Control Office will conduct inventories of selected assets and will notify departments when assets assigned to them are scheduled to be inventoried. Changes affecting property condition or location must be reported to the Property Control Office. The Property Control Office will provide each department with a listing of its equipment.

CHANGES TO THE INVENTORY THAT MUST BE REPORTED TO PROPERTY CONTROL ARE AS FOLLOWS:

New Items:: Any item acquired through unconventional channels (i.e., gift, an endowment to the College, an item abandoned by a vendor, etc.) must be reported as a new acquisition. NOTE: An item acquired via purchase order is automatically reported to this office and need not be reported by your department.
Equipment Movement:: Any item moved from one space to another on a permanent basis.
Change in Condition:: Whenever an item changes in condition, whether it deteriorates or is improved by repair.
Transfer of Equipment to Another Department or Agency:: All transfer of equipment from or to another agency or department must always be conducted through the Property Control Department.
Shared Use of Equipment:: Any inventory item shared by two or more campuses must be reported as being shared. This information can then be used to indicate optimum equipment use by the campus.
Disposal of or Surplus Equipment:: All equipment which has become surplus to the needs of a given department must be reported by completing the Surplus/Transfer Form.