Procurement & Payment Services Home Page
Office of the State Comptroller (OSC)
Office of the General Services (OGS)
|
Procurement & Payment Services
Property Control Procedures
Equipment receipt procedures
Equipment acquired by the campus valued over $5,000 with a useful life of two years or more must be recorded on the PCS and "tagged" with a bar-coded label displaying an "asset" number. All equipment recorded on the PCS must be inventoried and accounted for annually.Notification is unnecessary for State owned equipment processed through Procurement & Payment Services. In this case, copies of the purchase orders on file in P&PS are sufficient notification and requires no additional action by the user department. Equipment received outside of the purchasing process such as: donations (or gifts), equipment on loan or transferred from another SUNY agency, State surplus acquisitions, and special grants must be reported. For receipt of these properties, please contact the Property Control Department.
Upon notification of State property being received, regardless of how it was acquired, which qualifies for the PCS (above $5,000) with a useful life of two (2) years or more) the equipment will be "tagged" with a bar-coded asset number and input into the PCS.
Items of equipment that do not meet the cost criteria for inclusion in the PCS should be affixed with a Brockport ownership tag. Ownership tags are available to all campus personnel from the Property Control Office.
Tagging of state property
After the equipment arrives on campus, the Receiving Department (and other authorized personnel), will attach a decal to each item. In general, the tag should be attached to the item so that it can be inventoried without moving the item. Caution should be taken to ensure that the number is not attached to a part of the item that can be easily detached. Assets should be tagged (a) with a decal containing the PCS asset number, (b) a campus ownership tag if serial number is used as PCS asset number, or (c) a campus tag if asset unit cost is below PCS control limit. Also, see SURF Property Management manual for SURF and sponsor requirements.
Tagging of property over $5,000 - items should be tagged with a yellow bar-coded tag.
Tagging of property under $5,000 - asset tag numbers are not required, however a yellow "ownership" decal should be placed on the asset.
When feasible, decals should be affixed as soon as the property is received. A PCS record cannot be made for an item until it has been tagged with a decal.
Decals should be placed so that they are easily visible and accessible for subsequent inventory and audit procedures. Decals should also be placed where they will not be damaged.
Equipment transfer to another campus location
If equipment is transferred on a permanent basis, the new location must be reported to the Property Control Department on a "Surplus/Transfer" Form. The transfer form must be signed by the supervisor, department chair, or the responsible receiving officer. The new location, departmental account, and receiving department's signature, must be noted on the form.
Equipment transfer to another institution
No State purchased asset may be transferred to another non-SUNY unit on a permanent basis. Transfers within the SUNY system are permitted.
Equipment on loan to other institutions
The State recognizes the need and legitimacy to temporarily loan assets to other institutions. Assets placed on loan must be reported to the Property Control Department on a Property Removal Authorization Form. The Removal Form must be signed by the supervisor, department chair, or responsible officer. The "Off-Campus" location, length of time the asset will be "on loan" and the individual who will be responsible for the asset at the "off-campus" location must be noted on the form. The Property Control Department will list the new location directly below the description of the asset on the department print-out.
Equipment transfer from other state agencies
The Office of General Services in Albany controls the transfer of surplused assets from one state agency to another. Departments or individual faculty members who are aware of, and interested in obtaining such assets must contact the Property Control Department for processing of the transfer documents. The Office of General Services will not allow the transfer of assets from one agency to another until acceptance by the receiving agency has been approved.
Equipment as a gift
All gifts of furniture or equipment given to the College must follow the "Gift Acceptance Procedure" (Item 260) and be accepted by the President's Office before inclusion into the PCS.
Equipment no longer needed and to be surplused
The "Surplus/Transfer" Form should be used for State assets which have no further utility within the department for which they were originally obtained. These assets should be reported as surplus by the department holding jurisdiction over the assets. When completing this form, an authorized signature is required in order to declare the asset(s) surplus to the needs of the department. This signature should be that of the department head or his/her designee.
The responsibility for removal of this equipment is that of the declaring department. For REMOVAL of the surplused asset(s), a Surplus/Transfer form should be sent to Property Control who is responsible for preparing a work order for removal of the property.
Equipment with a research foundation decal to be surplused
The requesting department, of grant, must obtain permission from the Research Foundation using a F110 form. When permission is received, the Research Foundation will forward the form to the Office of Facilities and Planning for removal.
Note:
All state-owned assets, regardless of unit cost, condition (except poor or scrap condition) or fund source, must be processed through the Office of General Services (OGS).
Surf-owned assets are not processed through OGS but through surf disposition procedures.
Under no circumstances are assets under the jurisdiction of The College at Brockport to be permanently removed, scrapped, cannibalized or destroyed without prior written permission from the office of general services and the property control department. This includes all assets located on campus or at any of its affiliated sites.
Equipment being traded in
When College property is being traded in on the purchase of new equipment written notification must be sent to the Property Control Department. The information should include: a description of the item(s), decal number, serial number and condition of the item. The decal numbers of the items being traded, should also be referenced on the purchase order. It will be the user department's responsibility to make arrangements for removal of the equipment with the supplier. The item(s) will be retired from your departmental inventory and the new item(s) will be added to the PCS if they meet the PCS criteria.
Removal of equipment from the campus (chapter 830.02)
College property is purchased exclusively for use by College employees, at their job site, in the performance of their job related responsibilities.Department chairs and unit heads have items of equipment assigned to their department. As officers of the College, they are responsible for the security and accountability for each item in their care. It is the duty of each department chair and unit head to be knowledgeable of the location and condition of each item of equipment in his/her care.
No item of College property shall be removed from the Campus except as set forth below:
Except as noted below in connection with portable personal computers and electronic communications equipment, a Property Removal Authorization form (signed by the individual requesting permission, the director/dean and the appropriate vice president, if applicable) must be completed and distributed as indicated on the form before any College property can be removed from Campus, even if such property appears to be abandoned, trash, not useful, or no longer needed, including anything in a dumpsite located on College property. This also includes all property that is being borrowed for off-campus official use by employees.The Property Removal Authorization form expires on the day of Commencement each year. A new form must be submitted to the Office of Property Control or the equipment must be returned. All discrepancies will be reported.
Employees may borrow College property for official College use only. A Property Removal Authorization form must be completed. In the case of long-term removal (more than ten working days), the form must be signed by the requestor, the dean/director/unit head, and the appropriate vice president. In the case of short-term removal (ten working days or less), the form must be signed by the requestor, and the dean/director/unit head. the completed Property Removal Authorization form must be distributed as set forth on the bottom of the form prior to the removal of the equipment.
Portable personal computers and electronic communications equipment: The College official to whom the portable personal computer and/or electronic equipment is assigned responsibility must maintain a record of the item(s) loaned, to whom the equipment was loaned, the effective dates for use, and the date the equipment was returned. College officials will be required to account for such items as such time as the Office of Property Control conducts an audit of equipment.
Any removal of College equipment or property in violation of this policy is a form of employee misconduct and will lead to disciplinary action.
Reporting missing or stolen equipment (chapter 830.03 faculty/staff handbook)
The Office of the State Comptroller Accounting Bulletin #A-78 (10/24/83) "Reporting Theft/Loss of Assets of the State and Auxiliary Organizations" states that the actual or suspected loss of equipment must be reported to the Office of the State Comptroller promptly.
All actual or suspected missing or stolen equipment must be reported to University Police, 395-2226, promptly and assistance given in completion of a crime report. A complete written report must also be made to the Property Control office (395-2546) by the next business day (forms available for reporting). If items are returned or found, written notification must be sent to University Police and the Property Control office. Departmental inventories will reflect status change of equipment.
Equipment to be reported should be, but are not necessarily restricted to include: machinery, computers, typewriters, camcorders, etc. Your departmental inventory will be updated to reflect this status change. The asset will remain as "unaccountable" until the asset is located or re-inventoried. In the event that the asset is not located, within a six (6) month period (from the date of reporting), it will then be retired from your departmental inventory as lost or stolen.
