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Central Services


New Equipment





Our Mission

The Property Control Department maintains the University’s inventory of equipment records.

As of March 1, 2021, Property Control has instituted new processes for asset management in order to align with SUNY requirements.

There are two areas of tags which Property Control assigns which are Asset Tags and Ownership Tags.

  • Asset Tags

    Asset Tags

    Asset Tags are assigned to equipment and software purchases with an acquisition cost of
    $5,000 or greater. These are the tags we have been using in the past. Asset tags are green and
    white for Hospital funds, red for State funds, and white for Research Foundation funds.

    How it’s done:

    1. Equipment is received at Central Services and the asset tag affixed.

    **Note if decal can’t be affixed or has bypassed the receiving department will be contacted to
    have decal affixed. Hospital asset tags are mailed to the appropriate area.

    2. The SUSB703 Real Asset Management form will be uploaded by the Property Control
    department to Wolfmart for the department to complete building, room, floor, make, model, and serial number sections of the form. For Hospital assets the form may be sent electronically.

    3. Department must complete necessary fields and return the form to the Property Control
    department.

    4. PCD enters and tracks the asset in the SUNY Real Asset Management system (RAM)

    5. Also note if the equipment moves location or is being transferred to another department in the future a PROC0067 Report for Surplus and/or Transfer of Personal Propertyform needs to be submitted to the PCD to maintain an accurate inventory location and auditing compliance.

  • Ownership Tags

    Ownership Tags

    Ownership Tags are assigned to equipment and items that have an acquisition cost less than
    $5,000 but are at high risk for loss or theft (e.g. computers, monitors, printers, refrigerators).
    These tags are blue and white.

    How it’s done:

    1. A requisition is entered on WolfMart

    2. Once the order is approved and placed, PCD monitors orders for high-risk items

    3. Upon receipt of the order, PCD will provide the department withOwnership Decals

    4. PCD enters the item in an SBU tracking system (not required to be recorded in RAM)

    5. Individual departments are accountable for the high-risk items and responsible for affixing ownership tags to their items.

    6. PCD will perform monthly random audits on high-risk item tagged with Ownership Decals (request may also be made by SBU Internal Audit or outside entities)

  • P-CARD Purchases

    P-CARD Purchases

    Purchases with Visa/Amex cards will be assigned an appropriate asset tag or ownership tag
    based on the acquisition cost of the item(s). It is the department's responsibility that is
    purchasing any qualifying items to report and provide documentation to Property Control.

    The following information must be sent to the PC: receipt of purchase, Budget #, Building,
    Room, Phone, and Contact Person. Departments are to contact the Property Control Office at
    (631) 632-6306 to or email Property_Control@stonybrook.edu.

  • Fixed Asset/Physical Inventories

    Fixed Asset/Physical Inventories

    This is the Fixed Asset area of Property Control which deals with equipment having a threshold of $5,000 and above. These piecesof equipment are inspected biennially. All equipment purchased with the proper budget category and with the correct cost threshold is issued an asset number. These numbers represent a tracking system for Property Control, as well as a tracking system for the various auditors when reviewing our equipment inventory for the campus. All assets issued can be tracked through the RAM System.

    Inventories are created from the purchase made and are recorded to a parent account for each department. Many departments have more than one account available for purchases. We will use the "main" account for your equipment inventory. We have found it easier to track these items through one general account rather than several. The exceptions for that rule are Stony Brook University Hospital as well as the Long Island Veterans Home. These are recorded by account of payment.

    Locations and destinations of equipment are essential pieces ofdocumentation. To better  serve the campus community we need your assistance with properly documenting the physical location.

    1. Property Control must be notified, via a transfer form PROC0067 Report of Surplus and/or Transfer of Personal Property, of any equipment that is relocated by a department. This is required so that the system can be properly updated with the new or temporary location of the equipment.
    2. For all RF sponsored equipment being permanently relocated to a site off campus, out of state, or out of the country, OGM approval is required and PC notified via Report of Surplus and/or Transfer of Personal Property Form.
    3. Ownership of all State assets CANNOT be transferred to any entity, other than NYS. PC\ must be notified via Report of Surplus and/or Transfer of Personal Property Form.
    4. All foreign shipments, for any equipment, must have the approval of the Export Control Department. Contact 631-632-1954

 

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