Proper Procedures

Funding:

Assets may be purchased or acquired through any of the following funds: State operating funds, Research Foundation grants, Income Fund Reimbursable (IFR) accounts, Dormitory Authority funds, and items received as gifts to the college. All assets, regardless of funding or means of acquisition, need to be tracked by the Property Control Office.

Receiving Equipment:

• 1. The State of New York holds ownership of all equipment, however for inventory control, all state equipment is assigned to the department account for which it will be utilized. Accountability of any equipment assigned to a department lies with the department chair.


• 2. When tagging equipment it is necessary to place the barcode sticker where it can be scanned readily during the inventory process. Barcode stickers need to be attached to a permanent area on the equipment.


• 3. While tagging equipment, it is imperative that the correct information is recorded on the Inventory Data Needed form (i.e., serial number, location, manufacturer, etc.) and that this form is returned to Lois Valentine in Property Control immediately.


• 4. When items are delivered directly to your department and are not processed through Central Receiving first, you MUST notify the Property Control office of such acquisitions.

Correspondence with the Property Control Office:

• 1. Informing the Property Control Office of any location changes of your equipment is pertinent to the inventory process. Please notify Lois Valentine of these types of changes so the necessary modifications of the PCS can be made. Please address any questions regarding equipment to Lois as well.


• 2. Informing the Property Control Office of other changes regarding your equipment (off campus for repair, lost/stolen, trade-in) can be communicated by using the Condition/Status Change Form.

Removal of Equipment:

Equipment can be removed from it’s assigned department for disposal, surplus, or transfer to anther SUNY institution, etc. This process is accomplished by completing the Equipment Transfer Form in full.

• 1. If your department has equipment in working condition that you no longer utilize:
  • Advertise the item for other departments on campus that could use the item.
  • If no other department finds use for the item on campus, the item becomes a surplus. In this case, other State institutions may bid on the item and upon removal from the SUNY Fredonia campus, the item is retired as a campus asset.
• 2. If your department has damaged or obsolete equipment:
• Contact Lois Valentine so proper disposal and storage procedures are followed.
• 3. If your equipment is being removed from campus the Temporary Loan of Equipment Form must be completed in full and returned to the Property Control Office.