Property Inventory

Outlines the process of conducting an inventory of college-owned property.

Procedure Information

For more information on this procedure, contact Management Services.

1.0 Purpose
2.0 Related Policies
3.0 Revision History
4.0 Units & Persons Affected
5.0 Definitions

Equipment Coordinator: An employee responsible for coordinating compliance with the Property Control Program at the departmental level.

High-Risk Asset Tag (“Red Tag”): A red property control tag that marks High-Risk owned by the College and used exclusively for High-Risk Assets.

Owner: The department which is the ultimate user of the asset.

Property Control Coordinator (“PCC”): The person designated by the Campus Administration to ensure that the Property Control System and High-Risk Asset Logs are maintained and current to ensure that the campuses assets are documented.

RAMI: The Real Asset Management Information System, a database maintained by SUNY System Administration whereby the campuses are required to enter RAMI Assets.

RAMI Asset Tag (“White Tag”): A white property control tag with a barcode that marks a RAMI Asset owned by the College and used for RAMI Assets.

Date	Version Number	Change Description	Referenced Section
12/2/19	1.0	New Document

6.0 Process

A summary of property inventory process is outlined below.

Types	Subtypes	Inventoried?	Annual Inventory Required
Items of Supply	N/A	Not Required	Not Required
Equipment (Asset)	Low-Risk Assets	Not Required	Not Required
Equipment (Asset)	High-Risk Assets	Should be included on Department's High-Risk Asset Log	Not Required
Equipment (Asset)	RAMI Assets	Must be included in RAMI	Required

Types

Subtypes

Inventoried?

Annual Inventory Required

Items of Supply

N/A

Not Required

Equipment (Asset)

Low-Risk Assets

Not Required

Equipment (Asset)

High-Risk Assets

Should be included on Department's High-Risk Asset Log

Not Required

Equipment (Asset)

RAMI Assets

Must be included in RAMI

Required

RAMI Assets Annual Inventory

Annually, the college will conduct an inventory of RAMI Assets following this process:

The PCC shall distribute a list of RAMI Assets to equipment coordinators. The communication of this requirement will include a deadline for responding.
Equipment coordinators shall review the list and conduct a physical inventory to locate the RAMI Assets.
1. If the RAMI Asset is verified to be in the location listed, the equipment coordinator should note “Found” AND any change to the asset’s condition.
2. If the RAMI asset is in a new location, the equipment coordinator should complete an Asset Relocation/Disposition Form AND indicate the new location of the list.
3. If the RAMI asset has been disposed, the equipment coordinator should complete an Asset Relocation/Disposition Form AND put “Disposed” on inventory.
4. If the RAMI Asset cannot be located, the equipment coordinator should note “Not Found.”
5. If there is a piece of equipment with a suspected value of $5,000 or more in the room but not on the list, list the equipment on the bottom of the list with all available information. Please provide purchase order number whenever possible.
Once all departmental RAMI Assets have been determined, the equipment coordinator should send the completed list and any forms to the PCC.
The PCC will update RAMI to account for relocations, disposals, and acquisitions of new RAMI Assets.
The PCC will investigate RAMI assets that cannot be located to determine if the equipment has been disposed or need to be reported as missing.
1. Missing RAMI Assets should be promptly reported to University Police and PCC so it can be reported to the University Controller and Office of State Comptroller.
Vice presidents and deans will assist the PCC with any departments that do not respond in a timely manner.

7.0 Forms
8.0 Appendix