Basic Equipment Control Guidelines

One person in each department should be designated to monitor and report on College property assigned to their department. Primarily this involves an annual inventory and occasional communication with the Property Control Office, usually requiring a total of 2-3 hours annually.

  • No tagged College property should be moved to another building or office without the knowledge of the department designee. This person is to report any relocations to the Property Control office using the appropriate form.
  • Equipment that is frequently loaned out for short periods, to multiple users should be tracked using a simple system such as a sign out/in sheet.
  • Items purchased by the department that are received without a barcode tag should be reported immediately to the Property Control Office. Generally most purchases come through Central Receiving and are tagged, but occasionally items are direct delivered. Someone from the Property Control office will come and tag these items and record the necessary identification information.
  • No tagged College property should ever be disposed of by the department. Property disposal should always be done by, or in conjunction with the Property Control Office, with the necessary signed documentation.
  • Most items inventoried include office equipment-computers, monitors, audio visual equipment, and specialized items such as laboratory equipment or PE equipment that falls within the State price guidelines ($500 or greater) and reasonable risk assessment (portability, desirability, usability, salability, previous theft). Furniture and consumable supplies are not tracked within this system.
  • Individual departments are allowed to track any equipment that they feel ought to be tracked regardless of state and local guidelines. The Property Control Office will provide property tags and also a custom build MS Access or MS Excel database upon request.

Equipment Ownership / Possession Changes

State equipment may be transferred to another state agency or traded-in toward the purchase of a new state asset. Research Foundation (RF) items may be sold, transferred, or traded-in depending on sponsor requirements. State and RF equipment cannot be donated.

Equipment may be removed from the campus only for university business use with an approved Property Removal Authorization Form.

Refer to the Equipment Management Guidelines for more information when considering the following permissible transactions:

Disposition
Options

State

Research
Foundation

Donation

No

No

Loan

Yes

Yes

Sale

No

Non-sponsored - Yes
Sponsored
 - Depends on
sponsor allowability

Surplus

Yes

Non-sponsored - Yes
Sponsored
 - Depends on
sponsor allowability

Transfer

Yes,
if to another
State agency

Non-sponsored - Yes
Sponsored
 - Depends on
sponsor allowability

Trade-in

Yes

Non-sponsored - Yes
Sponsored
 - Depends on
sponsor allowability

Contact Us

Christopher Tucker
Property Control Manager
P.O. Box 2000
Cortland, NY 13045
(607) 753-2488
christopher.tucker@cortland.edu

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