The following is a description of SUNY Plattsburgh’s work flow for placing assets
in the SUNY Property Control System. (PCS)
Purchase Requisitions (PR) are created by individuals and those PR’s are forwarded
to the Purchasing Department to be converted to Purchase Orders (PO). Research Foundation
PO’s should be sent directly to The Office of Sponsored Research.
Purchasing Department or Office of Sponsored Research:
- Converts the PR’s to PO’s
- If the PO is for a piece of equipment with a value of $2,500 or greater (which includes
shipping, installation costs and any additional software)
- Fill in electronic version of SUNY PCS Transaction Update Form P-101 with the following
information:
- Quantity
- Vendor
- Description
- PO #
- PO Date
- Building
- Floor
- Room
- Transaction Date
- Original Cost/Replacement Cost
- Email the electronic version of the SUNY PCS Transaction Update Form P-101 to the
Warehouse Receiving Department. cc: to the Property Control Coordinator.
- If the Asset is going to be delivered to the Branch Campus in Glens Falls the form
should be emailed to the Branch Campus Equipment Coordinator, Warehouse Receiving
and Property Control Coordinator.
Warehouse Receiving or Associate Dean of Branch Campus:
- Receives the Electronic P-101 form from Purchasing Department
- Receiving Department adds all information from electronic P-101 to Inventory Log regardless
of where asset is delivered
- When the item is received at the warehouse Receiving Clerk puts a white PCS tag (white
label with barcode) on the item. If the Item is received at the Branch Campus the
Branch Campus Equipment Coordinator will fill out electronic P-101 form and make arrangements
with Warehouse Receiving to provide tag to be place on equipment
- On the electronic P-101 form the Warehouse Receiving or Branch Campus Equipment Coordinator
fills in the following information:
- PCS tag #
- Equipment Serial Number
- Acquired Date (date the same as Received Date)
- Condition
- Manufacturer
- Model
- Serial Number
- Warehouse Receiving or Branch Campus Equipment Coordinator then forwards electronic
P-101 to Maintenance and Operation Center Secretary. cc: Property Control Coordinator
Maintenance and Operation Center Secretary:
- Fills in remaining fields on P-101 form
- Fund
- 10 digit Asset #
- Transaction Code
- Class Code
- Group
- Department
- Remaining life in years and months
- Status
- Award Number
- SURF Own
- Split Funds
- N/U
- Off Campus Code
- Project Number (if applicable)
- Forwards electronic copy of P-101 form to Property Control Coordinator
Property Control Coordinator/Purchasing Assistant for RF:
- Receives electronic copy of P-101 from Maintenance and Operations Center Secretary
- Check SMRT and SUIQ until PO is paid to obtain actual Cost
- PCC Enters Replacement Cost
- Once all required information is gathered on electronic copy of P-101 form, PCC will
forward to A/P for entry on PCS
Accounts Payable:
- A/P will enter information onto PCS system
- File P101 form with voucher
Disposal of Assets:
If an item is going to be disposed of, a SUNY Plattsburgh Equipment Disposal Form
(see Forms) should be filled out by the Department level Equipment Coordinator and
forwarded to MOC Secretary. MOC Secretary will be responsible for removing assets
from the CPS and disposing of the asset in the proper OSC prescribed procedure.