Equipment Inventory Control Policy
| Policy Category | Issuing Authority | Responsibility | Publication Date | Next Review Date |
|---|---|---|---|---|
| Administrative | Administration & Finance | Administration & Finance | 06/15/2026 | 06/15/2029 |
Policy Statement & Background:
Property Control maintains Stony Brook University’s inventory of equipment records. University equipment items are physically identified annually, and the information pertaining to each item is updated in the SUNY “Real Asset Management” system.
Policy:
Property Control will assign asset numbers to equipment for inventory and tracking
purposes.
For equipment purchased prior to July 1, 2025 Property Control will assign asset numbers
to equipment over the $5,000.00 threshold for inventory purposes and continue to maintain
these equipment records until disposition and record retention schedule is satisfied.
For equipment purchased on or after July 1, 2025 Property Control will assign asset numbers to equipment over the $10,000.00 threshold for inventory purposes and maintain these equipment records until disposition and record retention schedule is satisfied.
Ownership decals will be provided to any high-risk equipment valued at $500.00 or
more with an acquisition cost below $10,000.00.
Departments are responsible for notifying Property Control when there are equipment
acquisitions or a change in equipment status (i.e., transfers to other departments,
changes in location, loss, theft, destruction and/or disposal).
Campus departments are responsible to review/update inventory lists on an annual basis.
Definitions:
Property: For purposes of this policy, property refers to procured, manufactured, fabricated, donated, or otherwise acquired equipment that is self-contained, durable, non-expendable, and has a probable useful life beyond one year.
Contact:
Additional information about this policy is available here:
Property Control
Central Services Building
Stony Brook, NY 11794
(631) 632-6306
Property_Control@StonyBrook.edu