Property ControlHours of
operation: The
Property Control Office is located in the PROPERTY
CONTROL POLICIES AND PROCEDURES PROPERTY CONTROL POLICIES AND PROCEDURES |
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b. Procedures |
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e. Disposal |
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f. Trade-Ins |
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(1) Property Control |
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(2) Departments |
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b. Definitions |
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(4) Federal Property |
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Surplus Property
a. Responsibilities: The Property Control
Section is responsible for coordinating the disposal and acquisition of all surplus from/for University departments. This includes all equipment
whether fit for use or beyond repair. University departments must follow
established procedures for disposal and transfer of surplus to maintain
accountability.
b. Procedures: Departments may either bring surplus
equipment to Property Control or request that
ETS pick up the equipment. If bringing equipment directly to Property Control,
ensure that it is accompanied by an Acquisition/Transfer of Equipment Form.
If pick up by ETS is desired, forward a copy of the Acquisition/Transfer
Form to Property Control. They will, in turn, forward a copy to ETS to schedule
a pick up with the department. Surplus equipment not accompanied by proper
documentation may be refused. For equipment not listed on your
departmental inventory, you may submit a work request with Physical Plant for
ETS pick up.
c. Surplus Equipment Pool (located at ETS Warehouse):
Those surplus items in good, reusable condition will be held at the ETS
Warehouse for a reasonable period of time to allow campus departments to
"screen" the material. These items are made available free of charge
to departments and can be screened between 8:00 AM –
12:00 Noon. Any item selected must be tagged with the following information:
individual’s name, department, telephone number, date, and item description.
A Surplus Requisition Form is available on site and must be completed by the
department. Selected items must be picked up within five
(5) working days or the material will again be available for screening
or transferred to the
d. State Distribution
Centers: The State of
Phone: (478) 289-2623
Fax: (478) 289-2627
See a listing of currently available surplus property on our home page.
e. Disposal: Items beyond repair or unusable will be
disposed of only by Property Control in accordance with established policies. Departments
may not cannibalize nor dispose of University owned equipment.
f. Trade-Ins: Departments having equipment they desire to
use as a trade-in when purchasing new equipment should contact the Purchasing
Section of Procurement and Contract Services.
This staff will work with Property Control to determine if a trade-in is
warranted and allowed. Trade-ins are normally only allowed when there is no
reasonable expectation of reutilization amongst state agencies.
Asset Management
(1) Asset Management: The Property Control
Section is additionally responsible for maintaining a perpetual inventory of
all fixed property and movable equipment belonging to the University. This
function includes tagging equipment received (normally performed at Central
Receiving), furnishing required reports, updating the master inventory file,
scheduling and assisting departments in conducting an annual inventory,
conducting spot inventories and assisting departments with questions and/or
issues related to their equipment inventory. The University's master inventory
file is available for periodic inspection by the Department of Administrative
Services (DOAS), State and Internal Auditors and other designated officials.
(2) Departments: Each Department Head designated as the
individual responsible for a departmental budget is designated as the equipment
inventory custodian and as such they are ultimately responsible for maintaining
accuracy of their department's equipment inventory. They are also responsible
for notifying Property Control of any acquisition, disposal or transfer of
equipment in their custody. All reports, correspondence and issues regarding
equipment inventory will be addressed to these responsible custodians.
b. Definitions:
(1) University Property: All equipment
acquired by the institution either by purchase (including use of grants unless
otherwise specified) or gift is considered property of the State of
(2) Inventoried equipment: is defined as those
items having a useful life of three (3) years or more and having an acquisition
value of $3,000 or more. Normally items permanently installed do not qualify as
inventoried equipment. Some equipment with acquisition costs of less than
$3,000 may be selected for tagging using either standard asset numbered tags or
"property of" tags. Currently these include weapons and computers.
Inventoried equipment will be accounted for in a master inventory file maintained
by Property Control. Other non-inventoried equipment may be issued a
"property of" tag for accountability purposes as requested by the
department head but will not be entered into a master inventory file. All items
which qualify as inventoried equipment must be placed on the master inventory
file regardless of source of receipt (see value below). If in doubt as to
whether an item is inventoried or not, please contact
Property Control for advice.
(3) Value of Equipment: Normally the value of
equipment will be based upon the
purchasing and/or accounts payable records of purchase and payment. In the case
of donated property or gifts, the donor must establish the value and furnish it
in writing to the University.
(4) Federal Property: Inventoried items furnished
by the federal government under a grant where title is retained by the federal
government will be treated like University property for accountability and
inventory purposes if they meet University criteria. These items will be given
an additional "Property of U.S. Government" tag.
c. Acquisition of Inventoried Equipment
(1) Purchased Equipment: Inventoried equipment must be
purchased through the Procurement and Contract Services though issuance of a
Purchase Order. Inventoried equipment may not be purchased with a
departmental VISA purchasing card. Equipment items are added to the
departmental equipment inventory list when it is purchased and received on
campus. When such equipment is received in Central Receiving a decal number is
assigned and affixed in a prominent, visible location on the equipment item and
an inventory record established. Inventory locations will initially be the
address where delivered. When equipment is received directly by the department,
the Department Head is responsible for notifying Property Control of receipt so
that a decal may be issued. Simultaneously the equipment is reported to the
Risk Management area of the Controllers office to assure that the item is added
to the institutions property insurance list.
(2) Donated Equipment: Equipment acquired by
donation must follow a similar process. When equipment is received by donation
the Property Control Office should be immediately contacted by the department
to inspect the equipment item to see if it meets inventoried equipment
criteria. If so, a decal number is assigned and the equipment item is added to
the equipment inventory list at its fair market value. This value should be
stipulated in a letter submitted to the University or Foundation by the donor.
Subsequently the item is also added to the property insurance listing. It is
imperative that departments receiving donated property notify Property Control
to ensure that the equipment be properly recorded on inventory and to ensure
that the item is covered by property insurance.
d. Maintaining Inventoried Equipment
(1) Property Control Office is responsible for updating the Asset Management System with the following transactions:
1.
Recording all transactions reported on Acquisition/Transfer forms and providing
departments with a “receipt” copy of the form once the transactions have been
posted.
2. Updating all inventory records upon receipt of a police report involving
stolen property.
3. Scheduling departmental annual inventory counts utilizing property control
scanners or other means. These inventory counts must be conducted annually.
4. Reporting results of departmental inventory counts to Department Head and
applicable University administration.
5. Scheduling and conducting periodic sample inventory counts of departmental
equipment inventories.
6. Reconciling the Asset Management System to the institutions financial system
used to report equipment assets.
7. Conducting departmental training sessions to review the requirements and
practices outlined in this policy and procedure.
8. Maintain the Surplus Equipment Property at the same degree as is required
for departments maintaining equipment.
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(2) Departments are responsible for:
1. Submitting Acquisition/Transfer forms when transferring equipment to another
department, turning equipment in to Surplus Property or relocating equipment to
another room and/or building within the same department. Until the inventory
file is updated, the equipment “officially” belongs to the department listed on
the master inventory file.
2. Maintaining a file with completed Authorization for Off Campus Use forms for
departmental equipment located off campus for other than a temporary (less than
one work day) basis. Board of Regents policy allows for removal of inventoried
equipment off-campus on a temporary basis provided the removal is approved by
the Department Head and the “Authorization for Off-Campus Equipment Use” form
is submitted to Property Control. Department Heads may approve off-campus use
of equipment temporarily only if the equipment is to be used by University
faculty or staff to complete work related tasks.
3. It is necessary at times to have equipment inventory permanently assigned to
an off-campus location. This typically occurs in academic situations where
instruction is being offered at a teaching center or research is occurring at
an off-campus location. When this situation occurs the Property Control Office
must be contacted to establish a new location code for assignment of the
equipment location. An Acquisition/Transfer form must be completed to transfer
the equipment item to the new location.
4. Whenever the loss or theft of equipment is discovered, the custodian should
immediately report the loss to Division of Public Safety and Property Control.
All pertinent information should be provided including decal number of
equipment, location etc. Public Safety will, after investigation
submit a copy of the case report to Property Control. The items will not
be deleted from the department’s inventory listing until all investigative
action has been completed and all attempts to recover the item have failed.
While Property Control receives copies of Public Safety reports of stolen
property, it is strongly recommended that departments contact Property Control
to provide a report of stolen property to ensure proper documentation. The
University’s insurance policy does not cover loss or theft of equipment
5. Departments shall maintain their own inventory files. At a minimum these
files should contain copies of purchase orders acquiring assets, all transfer
and off campus use forms, any correspondence both internal and external
regarding asset accountability as well as copies of inventories.
6. Conducting and reporting results of the annual inventory (see below).
7. Contact Property Control when replacement decals are required.
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e. Annual Asset/Computer Inventories
Each fiscal year the University is required to conduct an inventory of assets and computers (CPUs). The exact date(s) of these inventories will be published in advance of the inventory by Property Control along with any additional information needed to complete the inventory. A due date will be given for completion of the inventory. These due dates will be observed except that a department may request an extension to the inventory by sending an email to ghorn@georgiasouthern.edu indicating how long an extension is needed and why. Generally, extensions beyond thirty (30) days will NOT be granted except for special circumstances.
In order to allow departments continuous access to their asset inventory, departmental inventories (less computers) were placed on Business Objects and each department can gain access to this information. The inventory contains all departmental assets greater than $3,000 unit price with a useful life of at least three (3) years. Currently, Property Control maintains an Access file with all departmental computers on file.
Access to the Business Objects report is as follows:
- Go to the
- Click on “Faculty and Staff”
- Under Campus Services, Click On “Controllers”
- Under Other Links of Interest, Click on “Business Object Reports”
- Click on “ # 2 A Logging into “Business Objects”
- Enter USERNAME/Password the click on “Log On”
- Click on + “Public Folders”
- Click on to “Assets/Inventory”
- Click on “Departmental Inventory Report”
- Enter USER ID and Banner USERNAME/Password then
click “Finish”
- Enter department number (i.e. 0340601, 0151001 etc)
- Click “OK”
Once you see your asset inventory it can be exported to Excel using the following procedures:
- On the extreme upper left corner
margin of the departmental inventory
“left click” and select “Export
Report”.
- A Export Report Viewer Export box will appear and select as follows:
- Click on drop down
arrow to select “File Format”
- After selecting a
file format, assign a file name
- Click on “OK”
- You will then be asked if you wish to open the file.
- Select “Yes”.
- You will then be able to print the file. This print out will be used to conduct the inventory and is referred to hereafter as the “Inventory Report”.
The print out (Access file) of departmental computer inventories will be furnished by Property Control to each department and will be referred to hereafter at “Computer List”.
The following forms will be used in conducting the departmental inventory. These forms can be found on the Procurement and Contract Services homepage.
- Authorization for Off Campus Use Form
- Acquisition/Transfer of Equipment
v Go to the
v Click on “Faculty and Staff”
v Click on “Controllers”
v Click on “Procurement and Contract Services”
v Click on “Forms” on the bottom right hand side of the page.
v Scroll down to “Property Control Forms”
v The forms are as titled above.
Forms can be printed out for use.
Conducting the inventory, the department should start with the inventory report printed from Business Objects and the Access file of departmental computers provided by Property Control.
Instructions for completing the inventory:
- Conduct a physical inventory for all items listed on the asset inventory and the computer inventory
- All changes made to reports must be done in RED INK.
- Items listed on the Inventory Report/Computer List but not found:
- If items are missing then mark them as “Missing” in the “Remarks” block on the Inventory Report.
- If items were stolen the mark them as “Stolen” in the “Remarks” block on the Inventory Report. For each item listed as stolen a copy of the police report must accompany the inventory upon turn in.
- Items listed on the Inventory Report/Computer List missing but found:
- Items listed with an “L” in the “Status” block on the Inventory Report are items currently listed as “Missing”.
- For items that are found update the Location/PO ID section of the Inventory Report with the current location of the asset.
- Items listed on the Inventory Report/Computer List as missing and still missing:
o Leave as listed.
- If an inventory decal is missing or unreadable:
- Furnish the serial number and a brief description of the equipment in the “Remarks” block on the “Inventory Discrepancy Form”. Also write in “new decal required”.
- Items belonging to your department but not listed on the Inventory Report/Computer List:
o Examples of these kinds of entries may include the following:
§ Departmental VISA purchases
§ Gifts/donations not reported to Property Control
§ Transfers of equipment from other departments.
o Report these items on the “Inventory Discrepancy Form” using columns 1 to 6 and 8.
o NOTE: Documentation is required to all new acquisitions not obtained via purchase order. Please include a copy of the award letter for donations/gifts and packing list or invoice for prior departmental VISA purchases.
o Equipment received via a transfer from another department should be reported on the Inventory Discrepancy Form using columns 1 to 4 and 6. Provide a copy of the Acquisition Transfer Form signed by each department head.
- Items listed on your Inventory Report/Computer List which have been transferred to another department:
- Indicate “Transferred” in the “Remarks” block on the Inventory Report and fill out columns 1 and 7 on the “Inventory Discrepancy Form”.
- Provide a copy of the Acquisition/Transfer Form signed by each department head.
- Items listed on your Inventory Report/Computer List which are currently not on campus:
o All assets must be “physically” inventoried meaning those residing off campus should be returned to the campus for inventory. The only exceptions are those returned to a vendor for repair or those residing out of state.
o In the latter case, it is the department head’s responsibility to make every effort to verify that the asset is still located at the remote site.
o For all assets residing off campus, an “Authorization for Off Campus Use Form” should be on file in the department. The forms are valid for one fiscal year and should be renewed each fiscal year.
- Items listed on your Inventory Report/Computer List have an incorrect serial number:
- Indicate the new serial number using blocks 1 to 4 on the “Inventory Discrepancy Form”.
General Inventory Instructions:
- Leading zeros in decal numbers may be disregarded.
- Any decal prefix such as “P”, “M” or “C” must be included.
- All locations containing a suffix of “99999” must be changed to a valid room number. If a room number does not exist then use the departmental office’s room number.
- All assets must be identified using a building name and room number for location.
- All vehicle locations for Georgia Southern University vehicles (license plated, street legal vehicles; not golf carts) use PHYPL1036A as a vehicle location regardless of the department.
Inventory Submission Procedures:
- Inventories will be
submitted to Property Control (
- The following items will be turned in to Property Control:
- Inventory Report
- Computer List
- Inventory Discrepancy Form(s) (as required)
- Authorization for Off Campus Use Form (as required)
- Acquisition/Transfer Form (as required)
- Inventory Cover Sheet with signature of Dean or Division Director . All blocks on the Inventory Cover Sheet must be filled in prior to submittal.
f. Disposal of Inventoried Equipment
When equipment is no longer functional or needed, it
must be transferred to the Property Control Office for on-campus reutilization,
delivery to the State's
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Last updated February 2008 |