The SUNY Fredonia Property Control office is dedicated to ensuring the responsible stewardship of University- and Research Foundation (RF)- owned assets by overseeing their lifecycle, from acquisition and inventory management to reassignment, surplus, and final disposition. Through accurate record-keeping, compliance with state, SUNY, and RF policies, and collaboration with departments, Property Control helps protect University resources and supports efficient, transparent operations.
Property Control is tasked with the maintenance of asset records and the local asset database, issuing property ownership tags, and the timely reporting of qualifying equipment transactions into the SUNY Property Control System (PCS) database application, RAM. The Property Control coordinator is also responsible for conducting an annual inventory of state and RF-owned property, as well as initiating the surplus process.
While the Property Control office is responsible for the management and maintenance of asset records, it is the department of the primary user of the asset that is accountable for the appropriate use and protection of the asset while it is in their custody. Accurate and timely reporting from departments regarding information and changes in location, status, etc. of assets is ESSENTIAL for Property Control to maintain current asset records. Therefore, departments are advised to maintain an internal inventory and appoint an asset coordinator to meet this obligation.
Per SUNY Policy 7595 – The Property Control System Manual
“SUNY campus department heads or other individuals as assigned by the campus are responsible for:
- Reporting acquisitions of property.
- Notifying their PCC of changes in property status and location.
- Notifying the PCC of theft and loss of equipment.
- Providing access to property for tagging and inventory functions.
- Participating in verifying data included in required reports.
- Implementing and following security/safety measures as promulgated by the operating location.”
Asset – Any equipment that has an expected life of over a year and that is not consumed in the course of use.
High-Risk Asset – Any asset that has an original cost of less than $10,000 and is determined to be high risk due to desirability and ability to be easily stolen. Examples include laptops, cameras, and tablets. These will have white, numbered asset ownership tags.
Low-Risk Asset – Any asset that has an original cost of less than $10,000 that is not determined to be high risk. Examples include desks, chairs, and tables. These will have red asset ownership tags.
RAM Asset - Any asset that has an original cost of over $10,000 and must be reported into the SUNY application, RAM. Examples include vehicles, pianos, and some scientific equipment. These will have white, numbered asset ownership tags.
Items of Supply – Any property that is not equipment and is consumable. Examples include pens, paper, folders, and printer toner. Items of supply are not tagged.
Owner – Although title is retained by the funding entity (state or RF), the asset is deemed to be owned by the department to which its primary user is assigned.
The SUNY PCS was created to “facilitate proper and timely reporting of equipment transactions and safeguard against loss” in a manner that is uniform across SUNY. The Property Control System Manual outlines the procedures and requirements associated with the reporting, tagging, inventory, and disposal of state-owned property.
The Research Foundation Property Management Handbook outlines the procedures and requirements associated with the reporting, tagging, inventory, and disposal of RF-owned property.