Property Control

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.

• The "Report of Disposal/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 "Property Control Transfer Form"  in place of a "Report of Disposal/Surplus Property Form" .

• A "SUNY RF 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.

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. 

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 tags.

The PCC will send each Department Head a list of their inventory items to then direct the list to their designee to confirm the items are in their possession.