Property Management
University Policies and Forms can be found on the Finance Forms page under Property Management, however the most commonly used are:
- Property Survey Request Form
- Interdepartmental Transfer Notification Form
- Property Manager and Custodian Listing
- Equipment Loss Report
Property Program News
The Equipment Loss Report and Interdepartmental Property Transfer Notification forms have been updated to reflect the University's need to document events involving level 1 data (as defined at http://security.sonoma.edu/current_protected_data.html). If you have the previous versions of these forms stored on a local computer or workstation, please update to the new version, as the Survey Board will not accept reports without the information security responses.
The updated Equipment Loss Report is available by direct link or on the Forms section of the Finance website. The new form requires documentation that the Information Security Officer has been notified of losses that involve level 1 data. More details concerning data security are available at http://security.sonoma.edu/.
The updated Interdepartmental Property Transfer Notification form is now available. The updated form includes a reminder that data must be removed from data storage devices (including computers) by IT before the devices are transferred to a new user. The IT Footprints (Footprints is the program that IT uses to document the computer workstation tasks that they perform) ticket number must be entered on the form when an item with data storage is transferred between users. An IT representative can provide the Footprints ticket number when data is erased.
Mission
Our mission is to provide:
- Excellent communication between our office and your specific department to make sure each department is fully educated on the policies and procedures.
- Excellent customer service to help each department resolve any property issues that may arise.
- Assurance to the management of Sonoma State, to the State of California, and to external auditors, that Sonoma State University is:
- Safeguarding and making the appropriate use of University property.
- Following the policies and procedures that have been developed for acquiring, inventorying, disposing, selling, or transferring property. This includes obtaining and preparing the proper documentation needed to substantiate that we are in compliance with our policies and procedures.
How do we intend to fulfill our mission?
- By providing periodic training and training materials to the department property managers and property custodians
- By helping departments understand the policies and procedures and helping resolve specific property issues that may arise within a department.
- Through implementing University policies and procedures and the many new forms that accompany those policies, the property management department will be able to properly document and substantiate the property transactions that happen within the departments.
Frequently Asked Questions
Q: Why is a Laptop Use Permit required for each laptop computer?
A: The Laptop Use Permit was developed in response to an audit finding by a Chancellor’s Office auditor. The requirement to maintain a file of use permits for all laptop computers was sent to each department’s Property Manager and Property Custodian on July 17, 2008. A copy of the laptop Use Permit is delivered with each new laptop computer that arrives at the campus receiving area, and the Laptop Use Permit Form is also available. The list of managers and custodians for each department is posted in the Property Manager and Custodian Listing.
Q: Why is the Equipment Loss Report distributed with the annual inventory?
A: In the past, a quarterly missing property memo was sent to each department that reported items lost, missing, or improperly disposed during the inventory process. The memo included three questions about missing items (what was done to find the items, what does the department manager believe happened to the items, and what measures have been implemented to prevent future losses) for which the State Administrative Manual (SAM) requires responses. Using the equipment Loss Report to collect this information during the inventory process (rather than weeks or months later) relieves the Property Managers and Property Custodians of the separate report required by the SAM. The Equipment Loss Report should address each lost, missing, or improperly disposed item that was not found during the inventory. Because we recognize that the Equipment Loss Report increases the effort required during the inventory, the timeframe for completing the inventory was increased from 2 weeks to 3 weeks.
Q: Our department would like to have an item tagged with a property number. What documentation is required?
A: In order to assign a property number we must have documentation that the item is University property. This is usually documented by the purchase order, CCP records of the item’s purchase, or the University Gift-In-Kind form (which is processed by the development office). In some cases we can apply a property tag if the department Property Manager provides a written statement that the item is University property and requests the item to be tagged and placed on the active inventory.
Q: When are old or surveyed items removed from our department’s inventory list?
A: Items are removed from the list when the removal of the item is documented in accordance with University procedures, following the Survey Board’s approval. The authorized removal of items is usually performed by the property assistant who records disposals with an official record. Items are also removed from the inventory list when an Equipment Loss Report is submitted and the subsequent survey is approved.
Q: How often does my department have an inventory?
A: Once a year.
Q: How much time does my department have to complete its inventory?
A: Each department has three weeks to perform the inventory and return the completed forms to the Property Management Specialist. There are more than 100 different department inventories that must be completed each year and the property program depends on timely reports from each department.
Q: My department’s inventory is scheduled each year during the busiest time of the year for me. Can we reschedule the annual inventory for a different time of the year?
A: Yes, if your scheduled inventory date happens to come to you during a really busy time, we will be happy to schedule your annual inventory during a slower time of the year. All subsequent inventories will then be scheduled annually based on that date.
Q: Why do I have to go through the cumbersome task of making a survey request to dispose of tagged items that have no value, are broken, or are outdated? Can’t I just throw these items in the trash can?
A: No. The purpose of tagging property is to safeguard and track University property. Documenting the disposal of each tagged item shows management, auditors, and state taxpayers that the University is performing due diligence in safeguarding the scarce resources that are allocated to the University.
Q: Why are there articles in my area that have property numbers, but do not appear on my inventory?
A: Several cases lead to this situation. The most common are:
- Items which included in the SSUITE (Sonoma State University Information Technology Enterprise) program. These are included on the SSUITE inventory rather than the using department inventory, and these items should have a blue SSUITE label (with the wording “Sonoma State University SSUITE Program”) in addition to the SSU property number.
- Items that are property of the IT department, which are also not included on the using department's inventory, but remain on the IT inventory.
- Items that were purchased and tagged when the “tagging threshold” was lower than $500, and subsequently removed from the active inventory when the "tagging threshold" was raised to $500.
- Items that have been moved, but not reported to the Property Management Specialist as transfers to your department.
- Items that were not located during previous inventories and have been surveyed as missing. These items should be reported found, and will be returned to the active inventory.
- Items that are owned by another department that shares space with your department.
Q: Why does it take so long for property to be removed after I request a survey?
A: The disposal process has several steps that must be completed and documented in the proper sequence. An incomplete or inaccurate initial request will always delay the process while the correct information is being sought. The University Controller and the two members of the survey board must authorize each survey. After a survey is approved, arrangements are made to remove the items. The items will be removed by the Property Assistant or through a work request for the campus movers to remove the surveyed property. The timing of the removal depends on the workload at the time; the moving crew works for the facilities department and reply to many other campus work requests, and the Property Assistant works part-time and must arrange to move items when the survey requestor is available to meet him. The disposal process is required to be completed and documented in the correct sequence in order to demonstrate compliance with the various property control requirements, and survey records are subject to regular audit.
Q: What if a member of our department accidentally disposed of an item in a manner that is not in accordance with the property control procedures?
A: If an item is disposed in a manner other than through the established procedures, the circumstances of its disposal must be documented with an Equipment Loss Report in order for the item to be surveyed and removed from the inventory.
Q: Can I purchase University property?
A: Probably not. The various property control requirements with which the University is required to comply contain explicit guidance that employees may not have any advantage over the general public in opportunities to purchase unused property. Sales are made through a sealed bid auction process that is intended to ensure that the university complies with this requirement.
Q: How can our department sell its unused equipment so that the funds can be used for other purposes?
A: The procedures for a sealed bid auction are posted in our policies and procedures document on the web. In addition, the forms and detailed guidelines are also posted on the web and include:
- Sealed Bid Property Guidelines
- Sealed Bid Property Checklist
- Sealed Bid Due Diligence Form
- Sale of Surplus Property Delivery Receipt
Q: Is surveyed property recycled?
A: In most cases, yes. The university has been required to dramatically reduce the amount of material that is sent to the landfill. Electronic devices are disposed through a contract with a certified electronic waste recycler that is administered by the campus Environmental Health and Safety department. Facilities Services maintains contracts for other refuse services, including recycling for metal, wood, and other material.
Q: Can property be donated to another organization?
A: Yes, property can be donated to a public agency, public school, or a registered 501(c) (3) non-profit organization. Property that is to be donated must first be surveyed if it has a property number, and to document the disposition of the property we are required to file a signed official letter on organizational letterhead that lists the property numbers of the items accepted, and a copy of the IRS Statement of Determination, which is provided by a non-profit organization.
Q: How do I dispose of items that do not have property numbers?
A: You can contact Customer Services to have a work request written for the campus moving crew or custodians to dispose these items. The Property Management Specialist can also assist you.
Q: Why is the original purchase price indicated for each item on my department's inventory?
A: Because it is required by the State Administrative Manual (chapter 8600, 8621).
Q: How do I visit the furniture warehouse?
A: Schedule an appointment with the Property Management Specialist or Student Assistant. The warehouse is located at the east end of Laurel Drive, between the greenhouses and Petaluma Hill Road
Q: What items are kept in the furniture warehouse?
A: Mainly furniture and other types of equipment that are deemed likely to be useful to other departments in the short term. For example, used bookcases, file cabinets, desks, chairs, tables, etc. Computers, monitors, and other items with property numbers are not stored in the furniture warehouse.
Q: Can my department store items in the furniture warehouse?
A: There is very limited space that is assigned for the storage of surplus furniture. This space is used store surplus furniture that is meant to be redistributed to other departments in the short term, and the Property Program Coordinator cannot authorize storage of other items in the warehouse.
Q: Does the property program provide the service of erasing sensitive data from computers that are being surveyed?
A: When computers are disposed by the normal survey process, they are taken to the IT Help Desk where data or data storage components are removed or destroyed before the computer is delivered to the Recycling Center. Your department may also contact IT to have sensitive data removed from computers. You can visit Safe Computing at SSU or contact your IT representative.
Q: Can our department write a work request to have inventoried items disposed?
A: No, the University is required to establish and maintain a procedure for safeguarding and surveying inventoried property, and all disposals of current inventory items must follow the established procedure. The University is audited regularly to verify compliance with established procedures.
Q: Why are duplicate inventory lists sent to each department’s Property Manager and Property Custodian?
A: The lists are sent to the Property Manager and Property Custodian in order to ensure that the Property Manager is aware that the inventory has been sent and of the due date for the completed inventory papers.
