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
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:
objectives and standards of equipment control.
accountability to provide better security, utilization, maintenance,
and disposal of equipment.
a basis for projecting and budgeting future capital replacement
and other needs to meet academic standards and objectives of Binghamton
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.
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.
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.
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
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.
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
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).
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.
Department and RFPD are responsible for all equipment assigned to
the department or project, and will assist the PCO in administering
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.
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.
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.
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.
movement of eligible equipment must follow proper procedures as identified
under Section IV below.
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
RFPD with 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:
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.
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,
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.
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.
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.
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.
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".
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.
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.
A - "Transfer/Disposal of Equipment"
Printable Form A - Print form, fill out, and mail via
A - "Transfer/Disposal of Equipment"
(MS Word Document)
A - "Transfer/Disposal of Equipment" (pdf format)