SUNY Property Control Designee Manual Overview
The SUNY Property Control Designee Manual provides comprehensive guidelines for departments to manage assets purchased with State or RF funds. Responsibilities include asset tracking, inventory procedures, equipment control guidelines, and compliance reporting. The manual is divided into sections covering new equipment, annual inventory, relocation, and surplus/scrap equipment, aiming to ensure accurate accounting of assets throughout their lifecycle. Direct communication with the Property Control Coordinator is emphasized for maintaining accurate equipment records.
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Property Control Designee Manual SUNY ESF July 2019
Property 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
What 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
What 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 Coordinator, Deb Snyder.
Keep Property Control Coordinator 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?
Complete Property Control Form for all equipment valued at $5000 or more and forward to Property Control Coordinator. After inspecting the new equipment, the department should notify the Property Control Coordinator for an ownership/inventory tag. New Equipment
Review the report provided by Property Control Coordinator and verify the equipment. Make note of any changes in status and location, and/or missing equipment. Investigate status of missing assets with department, including conversations with Department Chair and/or Directors, and Property Control Coordinator. If the item cannot be located, file a lost/stolen/missing report with University Police by calling x6667 and email Upolice@esf.edu. 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
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
Facilitate any equipment identified as surplus or scrap with the Property Control Coordinator 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
Under $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.
Donated 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.
