Property Control

The Property Control Department assists the campus in many areas. We assign asset-numbered decals for equipment with a purchase price under $5,000 and above. All such assets issued are tracked through the Property Control System (PCS). We will send periodic inventory lists of all property in each department to verify its location and request certification by the department head that the equipment is in usable condition and that the department acknowledges having custody of the equipment. Property Control will also conduct an annual and physical inspection of assets recorded in PCS.

New Equipment

All new equipment (property) refers to procured or manufactured equipment that is self-contained, durable, and has an expected service life of two or more years with a purchase price under $5,000 and above. The new equipment will be issued an asset-numbered decal/tag accordingly. Please contact the Property Control/Inventory Control Department.

The Purchasing Department will notify Property Control Coordinator (PCC) when an item has been purchased and if or when it needs to be labeled with a property control asset tag number.

The JP Morgan Chase (JPMC) Visa Purchasing Card offers the State University of New York campuses an alternative procurement method when making small dollar purchases (under $2,500). When purchasing with a Procurement Card, (P Card) you will then need to fill out a New Asset Receipt Form for the PCC. Purchases made with Purchase Orders (P.O.'s) not including open P.O.'s, will need to be sent to the PCC as well.

If you wish to have access to purchase on behalf of your department, an authorized user form must be completed and submitted to the Purchasing Department.

If equipment is purchased and is a "walkable item" (ie. Laptop, tablet, camera, microscope, etc.), be sure to complete the New Asset Receipt Form and submit it to the Property Control Office.

Surplus Equipment - Procedures

The "Report of Surplus Property" Form is to be completed by the department that needs to dispose of a surplus asset and submits the form to the attention of the Property Control Clerk
If the equipment being surplus contains a hard drive (computer, laptop, tablet, copier, fax, etc.), then you must contact the Information Technology Department at ext. 2167 before the removal of the piece of equipment from your department. IT will determine if the hard drive needs to be removed and destroyed before the property can leave the department. IT will place a tag on the equipment, noting that the hard drive has been removed and destroyed, allowing the Moving & Trucking department to remove the equipment.
The Property Control Clerk forwards a copy of the form to the Moving & Trucking Department, which picks up the surplus asset and returns the completed form indicating its disposition to the Property Control Clerk. The Clerk removes the item from the Property Control System and adjusts the records as needed. If the asset is under the $5,000 value, the adjustment is made into the Excel Spreadsheet. The following Monday of each week, the Property Control Clerk verifies that the equipment has been recorded correctly in the Property Control System or Excel Spreadsheet.
When a requesting department wishes to transfer any assets from one department to a different department or one building to another, the same procedure A and B above is to be followed by completing a "Equipment Transfer" Form in place of a "Surplus Property" Form.

A "Property Status Change Request" Form (see sample) is required whenever any Research Foundation equipment is to be surplused or transferred, and this form is obtainable from the Research Foundation office.
A staff member from the Research Foundation office forwards the form with instructions to the requesting department. Once the form is completed, the department returns the form to Research Foundation for approval. Copies of the approved form are sent to Moving & Trucking and the Property Control Department.
The same procedure is to be followed if the equipment contains a hard drive (1. Farmingdale State, B.)
Upon completion of the request form instructions, Moving & Trucking signs the form, one copy to Property Control Clerk and one copy to Research Foundation. The Property Control Clerk removes the item from the Property Control System if $5,000 and over; if the asset is under $5,000, the adjustment is made into the Excel Spreadsheet. The following Monday, the Property Control Clerk verifies that the equipment has been recorded correctly in the Property Control System Records or Excel Spreadsheet.

Surplus Property Reusable Property

Surplus Property deals with removing unwanted equipment and furnishings (Reusable equipment and furnishings) from many departments and redistributing those items to other departments that can use them. Property Control provides a service to all departments on campus coordinating the pickups and re-distribution of surplus equipment and furniture throughout Farmingdale State and other "State" agencies. What happens during or after the removal process is the distribution of "reusable" equipment. There are many departments in need of various pieces of equipment and/or furnishings for their areas. The departments may contact property control, and we will assist you in tracking down a piece of equipment/furniture needed by your department. We can often provide what is required immediately; other times, we will take the request, and as the equipment/furnishings are received, we will contact you to verify if you are still in need. If so, we will coordinate delivery.

If you need to surplus any equipment, complete the surplus form and mail it to Property Control in the Service Building. All equipment leaving a department requires completing the "Surplus form" or the "Transfer form” to ensure removal from your department inventory.

Including equipment/furnishings: chairs, computers, copiers, desks, fax machines, filing cabinets, etc.

Please have all items emptied before removal to ensure safety for both parties.

Equipment Disposals Unusable Equipment

Equipment disposal deals with the removal of equipment deemed unusable. Please use the designated Equipment Disposal Form especially designed for this process.

Any piece of equipment that is deemed unusable, the department head must sign off on the Disposal Form that they are aware this piece of equipment can not be salvaged and is therefore unusable.

There are specific areas of concern for the Property Control Department when dealing with any of the equipment dispositions. All equipment leaving a department requires completion of the Disposal Form.

If the equipment is a computer of some sort, a staff member from the Information Technology Department must deem it unusable before it can be disposed of. Please contact the Information Technology Department at ext. 2167. If they declare it unusable, they must sign off on the Disposal Form. If it can be used or salvaged, then it must be surplused.

The same procedure must be followed for the disposal of equipment with hard drives as surplused equipment with hard drives (see above).

Assuming refrigerators being discarded are broken and/or unusable, before contacting the Property Control Department, please contact Facilities Operations to remove the Freon in the refrigerator. The Facilities Operations will assist you with a licensed contractor, and the requesting department will be liable for all charges.

The Report of Surplus Property Form is to be completed by the department requesting a pickup. The form has Hazard Codes (Radiation, Chemical, Bio-hazardous and not applicable) on the lower right for each item being surplused. If a Department is disposing of an item that qualifies as a hazardous code, they are to contact the Department of Environmental Health & Safety at ext. 2105 and specify what hazardous materials are involved with the piece of equipment.

Any cellular device should be submitted to the Property Control Coordinator with the completed Surplus Form indicating they should be recycled.

Off Campus Use of Farmingdale State Property

The individual’s Manager or Dean is required to authorize off-campus use of Farmingdale property. It is expected that laptops will be the primary area where the property is used off campus. In such instances, the department head should complete the off-campus use form. This form also provides an authorized signature certifying the equipment was returned in good condition and should be signed by the department head or their designee.

Inventories

All new equipment purchased with the proper budget category will be issued a numbered decal/tag and will be included in an annual physical inventory. These numbers represent a tracking system for Property Control and a tracking system for the various auditors when reviewing our "equipment inventory” for the campus. All such assets issued are trackable through the Property Control System (PCS). Property Control may send periodic inventory lists of all property in each department to verify its location and request certification by the department that the equipment is in usable condition and that the department acknowledges having custody of the equipment. Locations and destinations of equipment are essential pieces of information and essential documentation. To better serve the campus community, we need your assistance with property documenting the physical location.

An annual inventory of all assets will be conducted once a year.

The Office of the State Comptroller (OSC), Guide to Financial Operations directs that each state agency conduct inventory of State-owned equipment. In addition, as required by OSC, campuses will be required to conduct inventory of a portion of the equipment at least annually.

The PCC will be notifying each department chairman a list of their inventory items to then direct the list to their inventory coordinator to confirm if items are in their possession.

A physical inventory of all assets will be conducted once every two years.

This is consistent with the federal governments Office of Management and Budget Circular A-110 regulations. It is the Property Control Coordinators responsibility to ensure procedures are communicated to campus departments to facilitate the physical inventory process. The inventory process should identify equipment on RAM that is missing, disposed of, or transferred, as well as equipment location or condition changes, and missing or damaged decals.

The PCC will be notifying each department chairman a list of their inventory items to then direct the list to their inventory coordinator to confirm if items are in their possession.

Theft or Loss of State Assets

Any loss of assets, including theft or vandalism, should be reported immediately to the Dean, Director, Department Chair, and the University Police Department. A copy of the police report should be sent to the Property Control Clerk.

When making a report, if at all possible, please have the following information available:

Asset Number (PCS)
Quantity
Item Description
Location (Building, Room)
Department
Cost (Value)

Forms