Property Control - State Buildings (including State, Research Foundation, Binghamton Foundation, and Auxiliary Services)
Responsible Office: Vice President for Operations
Policy Type: Facilities and Property
Policy Number: 401
Last Date Revised: 1/05/17PURPOSE
A. State University of New York (SUNY) Property Control System (PCS) was developed by SUNY-Central Administration to provide uniformity in property accountability throughout the SUNY system, and to be in conformity with regulations as promulgated by the State University Construction Fund (SUCF), the Division of Budget (DOB), and the Office of the State Controller (OSC).
B. These procedures are to provide guidance for Binghamton University and its departments, including the Research Foundation, Binghamton University Foundation, and Auxiliary Services, in establishing and maintaining accountability over equipment as required by governing agencies.Specifically, this procedure shall:
1. Establish objectives and standards of equipment control.
2. Improve accountability to provide better security, utilization, maintenance, and disposal of equipment.
3. Provide a basis for projecting and budgeting future capital replacement and other needs to meet academic standards and objectives of Binghamton University.
DEFINITIONS FOR INVENTORY PURPOSES
A.Campus Property Control Officer (PCO): Individual appointed by the Vice President for Operations who has responsibility for campus adherence to the established SUNY Property Control Procedures.
B. Property Control Custodian (PCC): Individual designated to be responsible for Group III (movable) equipment assigned to them.The PCC will be designated by the respective Departmental Chair or Director.
C. Research Foundation Project Director (RFPD): Individual who is responsible for specific sponsored projects administered through the Research Foundation of the State University of New York.This individual is accountable for all equipment purchased from their sponsor project.
D. Research Foundation Operations Manager: The RF Operations Manager has responsibility for campus adherence to the established Research Foundation and or sponsor Property Control Guidelines as well as authorization for transfer or disposal of RF property.
E. Department: Administrative level within Binghamton University to which the equipment is assigned.
F. Eligible Equipment (Subject to Inventory):1. State Purchased Equipment (including equipment purchased with a combination of State and non-State funds, and Auxiliary Services funds): all equipment that has a value of $5,000 or more and has a useful life expectancy of two or more years.
2. Research Foundation Purchased Equipment: all equipment with a value of $5,000 or more.
3. Binghamton University Foundation: Binghamton University Foundation Agency Accounts will use a value of $5,000 or more. Once purchased, legal ownership of equipment is classified as State University of New York at Binghamton (Binghamton University).
4. Legal ownership of equipment is classified as either State University of New York at Binghamton (Binghamton University), Research Foundation and/or Sponsor Owned Equipment. However, University offices and departments are to be held responsible and accountable for respective equipment, much like an owner. All equipment that has any State funding included in the acquisition will be treated as a State asset.
5. Equipment purchases from the State Capital Budget, State Operating Budget, Research Foundation, Binghamton University Foundation, Federal, Endowment, Income Reimbursable, Loans, Equipment Replacement, or mixed sources or other funds, and equipment received as gifts or grants, are to be included.
G. Utilization of Equipment: If equipment is assigned to a department, it is assumed it has a function of being regularly utilized.Equipment that is not in use due to obsolescence or condition should be declared surplus by the department.Notification should be made to the PCO, or the Sponsored Fund Administration for Research Foundation equipment.This will facilitate the utilization of equipment elsewhere on campus, or the proper disposition of the equipment.
H. Condition of Equipment: For purposes of these procedures, the following condition definitions shall apply:
1. Excellent: Relatively new equipment in no need of repair.
2. Good: Equipment is operable and currently being utilized by department.
3. Fair:Equipment is operable and being utilized by department, but subject to wear and tear, or in need of modest repair.
4. Poor:Equipment is no longer operable and is not being utilized by department.
5. Obsolete/surplus: Equipment is in reasonably good condition, but no longer needed by department.
6. Scrap:Equipment is of no value, including cannibalized items.Needs to be disposed.
I. Startup Equipment: Equipment provided to an individual or department at the commencement of employment or program, are the property and under the ownership of the purchasing entity (i.e. State, Research Foundation, etc.).
J. Trade-In: Generally, State equipment (non-vehicle), Research Foundation, and Binghamton Foundation equipment may be traded in for replacement equipment.In doing so, it is important to discuss this possibility, PRIOR TO THE TRADE-IN, with the Campus Business Office and/or Research Foundation Sponsored Funds office.
A. The PCO is responsible for administering the campus-wide Property Control System (PCS).
B. The Department and Sponsored Funds Administration will be responsible for adherence to established internal departmental procedures pertaining to the campus PCS, including the biennial inventory process.
C. The Department and RFPD are responsible for all equipment assigned to the department or project, and will assist the PCO in administering the PCS.
D. System of equipment identification shall be to affix a tag with a bar code number to each item of eligible equipment. The tag will be utilized to identify ownership, department assignment, and other data necessary for proper inventory control. The inventory tagging process for equipment eligible for inclusion in the PCS will be conducted by the PCO.
E. The department is responsible for insuring that a Binghamton University ownership tag is affixed on equipment costing less than $5,000. Ownership tags will be supplied by the PCO.
F. The campus must take a complete physical inventory of all eligible equipment every year, for the express purpose of verifying and updating the existing inventory records.The PCC and RFPD will assist the PCO in this inventory process. Inventory of equipment that has been assigned to a particular individual will be done by sending an email to that individual for confirmation of equipment status and condition.
G. Departments will be responsible for all eligible equipment not located during the physical inventory. A report will be prepared by the PCO after the inventory, identifying all equipment not located.Each department PCC and RFPD must then report the status of the unlocated equipment, within four weeks of the date of the report, to the PCO.For equipment not located, the PCO will forward a status report to the appropriate Dean and/or Department Chair, campus Senior Administration, the Department of New York State University Police, the Director of Internal Audit, and Sponsored Funds Administration for Research Foundation owned equipment for further review. Equipment not located will be reported as lost or stolen and be removed from the Property system.
H. Physical movement of eligible equipment must follow proper procedures as identified under Section IV below.
I. The campus inventory system will continue to utilize the existing SUCF computerized departmental inventory.The PCO will be responsible for the appropriate data input to the SUCF system.
The following procedures provide the department PCC or RFPDwith specific guidelines regarding the movement and inventorying of eligible equipment. The processing of the noted form allows the PCO to update the inventory record, provide an authorized pass to departmental personnel for temporary loan or repair of equipment, and assist the PCC or RFPD in maintaining an accurate record of equipment condition and location.
A. New Equipment:
1. All new equipment over the threshold dollar amount identified in Section II above must be placed on the campus inventory system. (See item I below regarding equipment traded-in on replacement equipment). The appropriate Business Office (State, Research Foundation, Auxiliary Services, and Binghamton University Foundation) will forward, to the PCO, a copy of a receiving document for all eligible equipment received on campus.Based on this document, the PCO will arrange for the tagging of the equipment.In cases of special or sensitive equipment, the PCC or RFPD should assist the PCO in locating and gaining access to the equipment.
2. For equipment under the threshold dollar amount: upon request, departments will be provided with University property tags from the PCO. Departments will be responsible for the utilization and control of items below the inventory threshold. We recommend that departments know who has such equipment, along with the equipment description (serial number, make, model).
B. Permanent Equipment Transfer Within Department, Within Same Building: "Form A-Transfer / Disposal of Equipment", is required. It is recommended a departmental internal record be maintained for ease in updating the inventory record at the time the physical inventory is conducted.
C. Permanent Equipment Transfer Within Department, But Outside Building: When moving equipment permanently within a department, but from one building to another, the PCC or RFPD must complete Form “A” and forward copies as noted on form.If there are a large number of pieces of equipment to be transferred, the PCC or RFPD should contact the PCO for a copy of the appropriate computer printout to ease the recording process.
D. Permanent Equipment Transfer Outside Department: When moving equipment permanently from one location to another, outside the department, the PCC or RFPD must complete Form “A” and forward copies as noted on form.If there are a large number of pieces of equipment to be transferred, the PCC or RFPD should contact the PCO for a copy of the appropriate computer printout to ease the recording process.
E. Equipment on Loan: When equipment is on loan to an individual for off-campus use, the PCC or RFPD must complete Form “A”.For Research Foundation equipment, the RFPD should submit the original Form “A” to the PCO through the Sponsored Funds Administration Office.Copies of the form should be distributed as noted on the form.Also, a copy must be attached to the piece of equipment.All University personnel must have a completed Form “A” in their possession when removing University-owned equipment from the campus.New York State University Police officers are authorized to confiscate any University-owned equipment in the possession of a person when not accompanied by a Form “A”.Although the loan is a temporary transaction, the regulations direct the campus to amend the PCS accordingly.
F. Routinely Transferred: When equipment, such as a laptop or projector, is routinely transported off campus, a Form "A" must be on file. All University personnel must have a completed Form "A" in their possession when removing University-owned equipment from the campus. Again, New York State University Police officers are authorized to confiscate any University-owned equipment in the possession of a person when not accompanied by a Form "A".
G. Permanent Disposal: When equipment is damaged, inoperative, obsolete, no longer in use by the department or RFPD, or scrapped, the PCC or RFPD must complete Form “A” and forward copies as noted on the form.The PCO will make the equipment available to other departments, other State agencies, sell under sealed bid procedures, or dispose through appropriate channels.
UNDER NO CIRCUMSTANCES SHOULD STATE UNIVERSITY, RESEARCH FOUNDATION, OR BINGHAMTON UNIVERSITY FOUNDATION PROPERTY BE SOLD, DONATED, REMOVED, OR DISCARDED BY DEPARTMENTAL PERSONNEL OR RFPD, REGARDLESS OF CONDITION, unless authorized by the PCO, or RF Operations Manager in the case of RF owned assets.
The Office of the State Controller mandates that all State-owned equipment (non-vehicle) is disposed of by being traded in, declared surplus, or locally disposed as determined by the PCO.
H. Lost or Stolen: When equipment is believed to be either lost or stolen, the PCC or RFPD must immediately notify New York State University Police. Also, the PCC or RFPD must complete Form “A” and forward copies as noted.Please note that in cases of lost or stolen State-owned equipment, it is necessary to obtain the Department Chair or Director signature on Form “A”.
I. Trade-in:When existing equipment is traded in for the replacement of new equipment, the PCC or RFPD must complete Form “A” and distribute as noted.The inventory tag must be removed by the PCO BEFORE the equipment physically leaves the campus.
Web-Based Form A - Fill out form and submit electronically.
Printable Form A - Print form, fill out, and mail via intracampus mail.
Form A - "Transfer/Disposal of Equipment" (MS Word Document)
Form A - "Transfer/Disposal of Equipment" (pdf format)