Efficient Property Control Department Overview

The Property Control department at Farmingdale State College manages moveable assets, provides services to the college community, and ensures an effective system of internal controls. It is responsible for asset tagging, surplus management, inventory tracking, and conducting physical inspections. Each department designates an inventory coordinator to oversee assets under their stewardship. Detailed procedures are in place for tagging equipment, reporting missing or stolen items, and ensuring compliance with campus property management standards.

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• Property control
• Assets management
• Inventory tracking
• Campus services
• Efficient procedures

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Presentation Transcript

1. PROPERTY CONTROL

2. Mission The mission of the Property Control department is to manage and update major moveable assets, data, and provide related service to the Farmingdale State College Community. This includes tagging, surplus and transferring equipment and furniture, in addition to creating various departmental reports as needed or requested by individual departments, in a timely, efficient and accurate manner. As an agency of the State of New York, SUNY Farmingdale State College has a responsibility to ensure that there is a reasonable system of internal controls governing campus property. https://www.suny.edu/sunypp/documents.cfm?doc_id=601

3. The Property Control department is dedicated to assisting the campus in many areas. All equipment that is self-contained, durable, and has an expected service life of two or more years with a purchase price of $5,000 and above or that is considered a walkable item is required to be tagged and entered into and tracked through the Real Asset Management (RAM) Inventory System. Property Control Department Any assets under the $5,000 value or that is not considered a walkable item and is tagged, will be entered into and tracked through an excel spreadsheet. Property Control will also conduct biannual physical inspection of assets recorded in RAM. Please contact the Property Control Department at 934-420-5122 or via email at propertycontrol@farmingdale.edu.

4. Department Inventory Coordinator Each department is required to maintain control over all assets under its stewardship and must designate an inventory coordinator who will be responsible for reporting inventory in their department. This inventory coordinator must notify the Property Control Department of any new assets, transfers of assets into or out of their department, as well as the identification of obsolete or surplus equipment.

5. If the PCC cannot physically tag an asset, arrangements will be made for the department inventory coordinator to place the decal. Decals should be placed where they will not be damaged and can be accessed for physical inventory. Upon receipt, all state-owned equipment $5,000 and above must be tagged with a SUNY decal containing the asset tag number and the campus name. Tagging Equipment Some property is not suitable for tagging such as software, equipment which may become very hot during operation, or antiques / works of art. For property that cannot be tagged, an asset number must be assigned, and a record created in the PCS. If a decal is missing or damaged, the PCC must assign a new asset tag number and replace the old decal with a new decal that has the new asset tag number.

6. Reporting Missing or Stolen Equipment All actual or suspected missing or stolen equipment must be reported to the University Police Office promptly and assistance given in completion of a crime report. A complete written report must also be made to the Property Control department by the next business day. If items are returned or found, written notification must be sent to University Police and the Property Control department.

7. Changes To Inventory The department inventory coordinator must notify the Property Control department in the following instances: An item is moved from one space to another on a permanent basis within the department. Movement of equipment to another department within the building or off-site. When a piece of equipment become surplus to the needs of the department. When any equipment is transferred from or to another agency or SUNY campus. Any item that is acquired through unconventional means such as a gift, please contact the Property Control department at 934-420-5122 for further instructions.

8. Surplus Property deals with the removal of unwanted equipment and furnishings from many departments and the redistribution of those items to other departments that can use them. The Property Control department coordinates the pick ups and re-distribution of surplus equipment and furniture throughout the campus as well as other "State" agencies. Departments may contact Property Control and a PCC will assist you in tracking down a piece of equipment/furniture needed by your department. Use the surplus form when a piece of equipment is no longer required by a department, but is still in working order and can be used by another department, campus, or state agency. https://aries.farmingdale.edu/property-control/pdf/usable-surplus.pdf Use the disposal form to dispose of broken or outdated/unusable equipment no longer required by a department. https://aries.farmingdale.edu/property- control/pdf/disposal-form.pdf Use the off campus use form for college equipment that will be used off campus. https://aries.farmingdale.edu/property-control/pdf/off-campus- use.pdf Use the equipment transfer form when transferring equipment from one department to another or if changing from one location within the department to another on a permanent basis. https://aries.farmingdale.edu/property-control/pdf/equipment-transfer.pdf When transferring equipment to another SUNY campus or state agency please contact the Property Control Department for assistance. A PCC will submit an Intercampus Asset Transfer Form. Send completed forms to the Property Control department via fax, email at propertycontrol@farmingdale.edu or interoffice mail. Surplus Equipment & Form Links

9. Surplus Equipment If the equipment being surplused contains a hard drive (computer, laptop, tablet, copier, fax, etc.) please contact the IT Department at ext. 2167 prior to the removal of the piece of equipment from your department. Please have all items emptied prior to removal, to ensure safety for both parties. A work order should be entered in the WORKORDER system to the Moving & Trucking department who in turn will pick up the surplus asset(s). The Property Control Coordinator will remove the item/s from the inventory system and adjust the records as needed.

10. The purpose of a physical inventory audit is to verify the accuracy of the existing equipment inventory records. Physical Inventory New York State policy requires that the Property Control Department send out annual inventory lists of all property located in each department to verify its location, and request certification by the department s inventory coordinator that the equipment is in usable condition and that the department acknowledges having custody of the equipment. Property Control is also required to conduct biannual (every two years) physical inspection of assets recorded in PCS. On the off years Property Control will send each department a spreadsheet of all assets that they purchased and will verify any changes that have been made since the last inventory.

11. Erika Murray Manager of Capital Programs and Construction 934-420-2017 Aqueelah Speakes- Property Control Coordinator 934-420-5122 Roseann Berech- Property Control Coordinator 934-420-2018 Angela McLoughlin- Property Control Coordinator 934-420-2242 Email: propertycontrol@farmingdale.edu. Fax: 934-420-5101 Property Control Department Contacts