Equipment Management Policy
|Chief Operations Officer
|Equipment Management Coordinator
|first draft of policy 7/20/2021, previous drafts printed in a handbook 3/30/2016
|computers, laptops, off campus use, procurement, inventory, assets, capital assets
Historical versions of this policy, last revised in 2016, were not official university policy. The 2021 revisions bring the policy up to date and follow the official university procedures for policy creation.
The New York State Government Accountability, Audit and Internal Control Act (ACT) requires that all state agencies institute a formal internal control program. This system of internal controls is designed to ensure that the University and its campuses meet their mission, promote performance leading to the effective accomplishment of goals and objectives, safeguard assets, provide for the accuracy and reliability of financial and other key data, promote operational efficiency and effectiveness, and encourage adherence to applicable laws, regulations and prescribed policies and practices. This policy provides internal controls over the equipment owned by SUNY Empire.
Off-Campus Use (OCU)- items used at locations other than campus locations.
Real Asset Management (RAM) – a data management system used by SUNY to track state-owned equipment over $5,000.
ServiceNow (SN)- a data management system used by SUNY Empire to track equipment.
In compliance with the rules and regulations of the Research Foundation and the State University of New York (SUNY), the office of Equipment Management (EM) at SUNY Empire maintains records for certain owned assets. For this purpose, asset tags are assigned to state-owned equipment costing $5,000 or more (including installation costs) that have a life expectancy of one or more years. Though not required by SUNY, tags are also assigned to assets costing less than $5,000 that have a life expectancy of one or more years and are considered high-theft risk, such as PCs, laptops, tablets, and other personal electronics. Tags are not assigned to building equipment, such as plumbing and electrical systems. Tags are maintained for SUNY Empire, Research Foundation, and SUNY Empire Foundation equipment. There are two databases maintained by EM. All equipment that has been tagged by the university is maintained in the Service Now (SN) database. This database is used to record when an asset is purchased and brought into the university, when it gets moved, who the item is assigned to, the final disposition of the item, and the reason it is no longer a university asset. Any item with an initial value over $5,000 must also be tracked in SUNY’s Real Asset Management (RAM) system. This system keeps similar information to SN, but is accessible by SUNY for auditing purposes. The goal of EM is to provide an accurate accounting of the campus-based inventory of assets and reconciling the campus records with SUNY System Administration’s records. The EM Office is responsible for the tagging of all equipment arriving at any SUNY Empire campus, whether done by that office or any other office in the university. Annual physical inventories are performed at all locations in order to verify accuracy of records.
When an item is purchased that will need to be tracked, the Procurement Office sends a copy of the purchase order to EM. When the item(s) arrive, an asset tag is attached to the item, and the item is entered into SN, and if necessary, SUNY RAM. The item is then either sent to the appropriate location or stored at one of the SUNY Empire stockrooms until needed. For items that are sent directly to locations other than Saratoga Springs, an asset tag will be sent to that location to be put on the item. In some situations, the asset tag is already attached by the vendor.
Items that will be removed for use away from a SUNY Empire location (laptops, iPads, etc.) need to have an Off-Campus Use (OCU) form filled out annually by the person responsible for the item (Appendix A). This form confirms their responsibility for the item while in their possession, and for the return of the item if they depart the university. A reminder for renewing the OCU form will be sent out when the due date arrives each year.
When an item is moved to a new location, or is transferred to a new owner, the transfer gets entered into SN (usually by an ITS Tech).
When an item is no longer needed by the university, or is no longer functional, it is disposed of following SUNY guidelines. The EM receives notice of the item that is no longer needed and determines the most appropriate form of disposal. The EM documents the specific reason the item is no longer needed in SN and updates the documentation for that item. The process involves the possible transfer to another SUNY university, sale through NYS OGS (eBay), trade-in, or recycling. Donation of state property is permitted only though the CREATE Program. If any employee becomes aware that university-owned property is missing, or may have been stolen, they must report the loss to Office of Safety and Security and the EM office.