Proper Procedures:
Assets Acquired Through FredMart
Purchase orders are reviewed regularly by the Property Control coordinator (PCC). If it is determined that an asset tag is necessary, one will be sent to the employee in the “SHIP TO” field of the PO. If this is incorrect, the employee should forward the packet to the proper individual.
When tagging packets are received, the recipient should fill out the required information and return it to the Property Control office ASAP. It is imperative that data is returned quickly so that inventory records are up-to-date and acquisitions can be reported to SUNY’s RAM system if necessary. Any inventory tags included with tagging packets should be immediately affixed to the asset in a permanent area that is clearly visible and can be easily read for inventory purposes.
Assets Acquired Through Procurement Card
Purchases made with a procurement card must be reported ASAP to Property Control by completing the Procurement Card Purchase Data form. The PCC will determine if tags are required and, if necessary, will issue tagging packets.
Assets Acquired Through Donation
Any donated assets must be accepted by the Fredonia College Foundation. Please contact them for a donation form.
Any changes with asset status must be reported to Property Control by completing a Condition/ Status Change form. Using this form, you can report condition changes, assets that are off-campus for repair, assets that are lost or stolen, and assets that are being traded-in as part of a new purchase.
Any changes with asset location or department assignment must be reported to Property Control by completing an Equipment Transfer Request form. Using this form, you can report transfers to new users within or outside of the department, as well as submit an item for surplus.
If a department suspects that an asset is lost or stolen, it must be immediately reported to University Police. Lost or stolen assets must also be reported to Property Control ASAP by completing a Condition/ Status Change form.
Lost or Stolen assets with an original cost over $1,000 will be reported to the Office of the State Comptroller (OSC) and SUNY per OSC policy XII.10.E Reporting the Theft, Loss or Misuse of State Assets.
Any equipment being taken off campus, whether it has a property tag or not, must be reported to Property Control by completing a Temporary Loan of Equipment form. This form must be on record before the equipment is removed from campus.
If the equipment remains off campus over a year, Property Control must be notified by completing a Temporary Loan of Equipment – Annual Review form.
When loaned equipment is returned to campus, Property Control must be notified by completing a Temporary Loan of Equipment – Annual Review form.
If items of supply (paper, pens, folders, etc.) in your department are no longer needed, they should first be offered to the campus community via listserv so other departments have the opportunity to claim and use them. If there is no interest, departments should contact the Purchasing office to have their supplies added to the surplus supply inventory.
If your department has equipment other departments can potentially use, it should be offered to the campus via listserv. If no departments express interest in surplus equipment, or if surplus equipment is specialized and not usable by other departments, an Equipment Transfer Request form must be completed and submitted to Property Control. Property Control will arrange to have the item moved into storage and initiate the surplus process by offering equipment to other SUNY campuses and state entities. If there are no interested parties, the equipment will be listed on GovDeals by the NYS Office of General Services (OGS). If the asset sells, Property Control will arrange pickup and removal with the buyer. If the item does not sell, the equipment can be disposed of once OGS issues Local Disposition Authority.
Surplus IT equipment, such as computers and printers, will be collected by ITS and evaluated for potential reuse.
- SUNY Fredonia is not permitted to sell surplus assets directly to employees or outside parties. Individuals interested in purchasing surplus items may check GovDeals for available listings.
Property Control conducts an annual physical inventory of all State- and RF‑owned assets during summer break to ensure compliance with state and federal requirements. Student workers perform the initial inventory by building and department, then follow up on any items not located in the first pass. Email notifications will be sent to building occupants prior to inventory to give the opportunity to address any questions or concerns in advance.
Department heads, or their designees, are responsible for assisting in the search for assets that cannot be located. As stated in the SUNY Property Control System Manual, “department heads are responsible for providing access to property for tagging and inventory functions, and participating in verifying data included in required reports.” Since state and federal guidelines mandate these procedures, prompt responses to asset related requests from Property Control are required. Any unresolved inquiries related to missing assets will be escalated to the department head and/or applicable division Vice President.
After the physical inventory is complete, Property Control will send reports of unlocated assets to campus department heads. Department heads or designees must make a final attempt to locate missing assets. If the items still cannot be found, they must be reported to Property Control as lost or stolen by submitting a Condition/Status Change form.
If low-risk, high-risk, or RAM assets are found without tags during inventory, please report the location, manufacturer, model, serial number, and any other information to Property Control so that a tag can be issued.