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Property Control Policy and Procedure


Provides guidance and guidelines governing the campus’ policy on property control.

Policy Information

Policy Number Policy Owner
5004.2 Property Control
  • 4.0 Policy

    All property acquired by the College whether through procurement, donation, or fabrication is considered the property of the State of New York. The Research Foundation for the State University of New York holds title to all RF property. Property of other entities (e.g. the Childcare Center, College Auxiliary Services, or the Student Association) is not subject to this policy.

    In order to facilitate the effective management of property and ensure reasonable internal controls, the College has developed the following property classification system:

    • Property: Any tangible, personal (as opposed to real) property acquired by the College or by the Research Foundation whether through procurement, donation, or fabrication. Property includes Items of Supply and Equipment.
      • Items of Supply: Any Property that is not Equipment.
      • Equipment (Asset): Any Property of a durable nature with an expected life of more than one year that is not consumed in the course of use. Equipment includes RAMI Assets, High-Risk Assets, and Low-Risk Assets.
        • High-Risk Asset: Any Equipment with an original cost of less than $5,000 and deemed to be high risk due to being highly desirable AND easily taken without permission.
        • Low-Risk Asset: Any Equipment with an original cost of less than $5,000 that is not a High-Risk Asset.
        • Real Asset Management Information System (“RAMI”) Asset: Any Equipment with an original cost of $5,000 or more excluding antiques/works of art.
    Type Subtype Examples
    Items of Supply

    N/A

    Paper, Pencils, Binders, Folders
    Equipment

    Low-Risk Assets

    Chairs, Desks, Filing Cabinets, Tables
    Equipment

    High-Risk Assets

    Laptops, Tablets, Digital Cameras, Smart Phones
    Equipment

    RAMI Assets

    Commercial Washing Machines, Grounds Equipment, Pianos, Portable Generators, Printers, Scientific Equipment, Servers Treadmills, Vehicles

    While all Property regardless of classification must comply with general property control expectations (see below), the College has developed specific procedures to mitigate risk of loss or misuse for Property of greatest risk (i.e. RAMI Assets and High-Risk Assets). A summary of the College’s property control classifications and requirements is shown below.

    Property Classifications


    Classifications represented as two circles within the center of two larger circles, showing property control program's primary focus areas are high-risk assets and RAMI assets

    Property
    Definition: Any tangible, personal (as opposed to real) property acquired by the College or RF whether through procurement, donation, or fabrication.

    Requirements:

    • Must be acquired in accordance with applicable College policies
    • May only be used for legitimate College or RF business
    • Personnel are expected to exercise reasonable oversight of property
    • Must be disposed in accordance with applicable College/RF policies

    Note: Property that is not equipment is considered an Item of Supply. An Item of Supply does not need to be tagged nor inventoried and must be discarded by throwing in the garbage.

    Equipment
    Definition: Any property of a durable nature with an expected life of more than one year that is not consumed in the course of use.

    Requirements: In addition to meeting requirements listed for property, must be discarded by throwing in the garbage.

    Note: Equipment that is not a High-Risk Asset nor a RAMI Asset is considered a Low-Risk Asset. A Low-Risk Asset does not need to be tagged nor inventoried and must be disposed of by throwing in the garbage.

    High-Risk Assets
    Definition: Any Equipment with an original cost of less than $5,000 and deemed to be high risk due to being highly desirable and easily taken without permission.

    Requirements: In addition to meeting requirements listed for equipment:

    • Must have a high-risk (red) tag.
    • Should be inventoried by department on a high risk log.
    • Must be disposed using the surplus disposition process.

    RAMI Assets
    Definition: Any Equipment with an original cost of $5,000 or more.

    Requirements: In addition to meet requirements listed for equipment:

    • Must have a White (RAMI) Tag
    • Must be entered in RAMI
    • Must be included in a physical inventory on an annual basis
    • Must be disposed using the surplus disposition process.

    General Expectations


    Regardless of classification, the following general expectations govern all Property.

    • Property must be acquired in accordance with applicable College and RF policies
      • All Property must be purchased in accordance with SUNY’s Purchasing and Contracting Policy and College Purchasing Policies (See Appendix)
      • Donations of Property to the College must conform with the College’s Acceptance of Gifts in Kind Policy (See Appendix).
    • Property may only be used for legitimate College or RF business
      • Consistent with longstanding New York State Policy, all College Property and resources, including, but not limited to, campus letterhead, college dumpsters, computers, fax machines, office supplies, postage, photocopying machines, telephones, and washers and dryers, is the property of the State and may not be used for non-state purposes (whether personal or for the benefit of other entities). Removal of items from the dumpster is also prohibited.
    • Employees are expected to exercise reasonable oversight of Property
      • Each employee has a general obligation to safeguard and make appropriate use of College and RF Property. This obligation includes but is not limited to:
        • Exercising reasonable care in use to prevent damage and maintain good condition
        • Exercising reasonable security measures to prevent theft or misuse
        • Reporting lost or stolen Property to University Police
        • Notifying their department’s Equipment Coordinator of any potential acquisition, relocation or disposal of High-Risk Assets and RAMI Assets before it occurs
        • Notifying their department’s Equipment Coordinator of any Property that is not being used or reasonably anticipated to be used so that it can be transferred to another department or disposed.
        • Refraining from relocating Equipment off campus without prior authorization from the Vice President for Administration and Finance or Designee
    • Property must be disposed of in accordance with applicable College and RF policies
      • New York State only permits Property to be disposed of in one of four ways:
        • Trade-in
        • Transfer to other State Agency
        • Sold through the New York State Office of General Services
        • Discarded
      • New York State does not permit the donation of College Property for personal purposes nor selling Property directly to third parties.
      • RF Property should be disposed of in accordance with RF Procedures.

    In addition to these general principles, it is expected that employees will comply with any specific procedures outlined in Section 7.0.

For additional information about this policy, please contact the Policy Owner listed above.

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