Property Control Office

The Property Control office on campus performs two major functions: Annual physical inventory of existing campus property, and tracking of all newly purchased equipment. This includes items purchased with State funds, ASC, and SURF.

Management of surplus campus property including reallocation of usable items between campus departments, and disposal of unusable items within the prescribed state guidelines.

Contents:

• Tracking parameters
• Inventory process
• Basic equipment control guidelines
• Surplus Furniture
• Confidential Document Shredding
• Forms

Tracking / Control Procedures

A. Tracking parameters:

State: All items $5000 and above. All items within this dollar category are tracked within the NYS Property Control database centrally administered in Albany.

Local: $5000 and above. These additional items are tracked within the local property control database.
 

B. Inventory process:

A comprehensive equipment inventory was conducted between January and August each year using the guidelines outlined above. At the departments request a copy of this inventory is provided to each designated department-level property control liaison.

-Each new departmental property designee is trained to track movement of new and used equipment within their department and to report changes to the Property Control Office

-Annually the Property Control Office contacts each department designee and schedules an annual inventory update. Items not found or accounted for from the previous annual audit are investigated to determine their disposition.

-Following the departmental inventory update, the Property Control Office conducts an audit of 5-10% of department equipment to ensure integrity of the data.

One person in each department should be designated to monitor and report on College property assigned to their department. Primarily this involves an annual inventory and occasional communication with the Property Control Office, usually requiring a total of 2-3 hours annually.

-No tagged College property should be moved to another building or office without the knowledge of the department designee. This person is to report any relocations to the Property Control office using the appropriate form.

-Equipment that is frequently loaned out for short periods, to multiple users should be tracked using a simple system such as a sign out/in sheet.

-Items purchased by the department that are received without a barcode tag should be reported immediately to the Property Control Office. Generally most purchases come through Central Receiving and are tagged, but occasionally items are direct delivered. Someone from the Property Control office will come and tag these items and record the necessary identification information.

-No tagged College property should ever be disposed-of by the department. Property disposal should always be done by, or in conjunction with the Property Control Office, with the necessary signed documentation.

-Most items inventoried include office equipment--computers, monitors, printers, fax machines, copiers, and specialized items such as laboratory equipment or PE equipment that falls within the State price guidelines-- ($5000 or greater) and reasonable risk assessment (portability, desirability, usability, salability, previous theft). Currently, most furniture and consumable supplies are not tracked within this system.

Surplus Furniture

The Property Control Office responsible for storing, redistributing, and disposing of all surplus furniture on campus.

To request surplus furniture for your department/office you can either Email the Property Control Office or call me at extension 2488 to set up and appointment to view the surplus furniture currently in storage.

Confidential Document Shredding

The Property Control Office provides the confidential document shredding service for the campus. The documents are sent out to a Utica company that can handle small to extremely large quantities of documents. Please call the Property Control Office at ext 2488 for details.

Forms

The same property control forms are available here as Microsoft Word documents. In Netscape, if you click the link you will be asked to choose to save the file or to open it. In Internet Explorer, you may save the files to your disk (right click and choose "Save Link As"). If you click these links in Internet Explorer, the documents will display in the web browser.

Equipment Relocation Report Form
Surplus Equipment Removal Form