Asset Management

 

ASSET MANAGEMENT

Location: Corporation Yard, Rm. 113a. Mail Room

 


PROPERTY POLICY

Definition
    In accordance with state and CSU directives it is required that any program, project, or agency that uses state assets or resources provide adequate procedures to account for, dispose of, maintain records, utilize, and safeguard assets and resources.                      

    Accountability for all personal property is vested with the Asset Manager who is under the direction of the Director of Facilities Management. The Asset Manager maintains detailed records of all transactions involving CSUB personal property with a value $500 and greater and other sensitive property as directed. Any property assigned to a department or other operating unit of CSUB becomes the "custodial" responsibility of "designated personnel" within that particular department and are required to provide the Asset Manager with all of the information that is requested in order that the legal requirements as set forth in SAM and SUAM may be met.

Authority
SAM 3520.2, 8600-8603, 8620-8622, 8630-8634, 8640-8643, 8650-8652, SUAM BA 2411.06.01, 2432.01.03, 2432.02

Scope
This policy applies to all departments and operating units of the CSUB.

 

1.     RESPONSIBILITY:

Accountability for all property that is assigned to, or owned by the California State University, Bakersfield (CSUB) is vested with the Asset Manager who is under the supervision of the Director of Facilities Management. The Asset Manager maintains detailed records of all transactions involving campus property with a value $500 and greater.

Any property assigned to a department or other operating unit of CSUB becomes the "custodial" responsibility of "designated personnel" within that particular department or other unit. The "designated personnel" will provide the Asset Manager with all of the information that is requested by the Asset Manager to carry out the legal requirements of state mandated property management, as stated in the State Administrative Manual (SAM) and the State University Administrative Manual (SUAM). This information includes any proposed disposition (survey, sale, donation, or cannibalization), transfer of custodianship from one department to another, any change of physical location and reporting any equipment and material that is lost/stolen.

2.     USE OF STATE PROPERTY:

The use of state equipment and material for personal projects or private events is not authorized. No equipment or material is to be removed from the campus except for official university business then only with the written approval of the chairperson of the department, co-signed by the dean/director. Students, faculty, and staff will be charged for the loss of or damage to property due to negligence or illegal conversion. Such determination will made by the Property Survey Board.

3.     EQUIPMENT AND MATERIAL CHECK-OUT:

CSUB equipment and material may be made available to faculty, students, and staff for official university business from the various department equipment stock rooms and other department equipment and material in the custody of the departments. The authorized person(s) in each department will officially record the "temporary" transfer on a personal loan basis by the use of the "Inventory Equipment and Material Check-Out form. The procedure for checking out university equipment and materials and the use of the form are the responsibility of the authorized person(s) in each of the departments or operating unit, who have received their instruction on the proper procedure for check-out of university equipment from the Asset Manager. Faculty, students, and staff who have checked-out equipment for university business are responsible for its protection and security.

4.     DISPOSITION OF PROPERTY:

Department heads desiring to dispose (survey) state property must notify the Asset Manager via the "Property Survey Request" form or electronic mail (E-mail). At a minimum, the information on the form or e-mail must include location of equipment, asset number/bar code number, description of equipment/material, and condition. The property survey request form with attached documents are presented by the Asset Manager to the Property Survey Board along with the Asset Manager's recommendation for final disposition consideration (i.e. donation, destruction, landfill, sale, lost/stolen, or trade-in transfer to another CSUB department or other governmental agency). Upon approval of the Property Survey Board, the Asset Manager disposes of the equipment and/or material.

5.     TAGGING OF NEW ASSETS:

Responsibility for "tagging" of new equipment is vested with the Asset Manager. The Asset Manager will ensure that all equipment with a value of $500 or greater or other equipment as designated will be tagged with a CSUB "Barcode Number" and the appropriate information from the item and CSUB's  "FRS" system is entered into the property database in a timely manner.


 

PROPERTY PROCEDURES

1.     BAR CODING NEWLY ACQUIRED ASSETS:

A.   Make copies of all receiving documentation.

B.   Attach copies of receiving documentation to stock receiver.

C.   Barcode asset.

D.   Record information on asset to stock receiver. ( barcode number., item description, manufacturer, model number, and serial number)

E.    Record information from "Financial Reporting System” onto stock receiver. (department code, date asset received, e.q. code, source code, fund, purchase order number ,cost of asset using screen “228 “ actual cost of item(s) plus shipping and miscellaneous costs)

F.    Enter data from stock receiver into "Assetrac" database.

 

2.     EQUIPMENT AND MATERIAL CHECK-OUT FORMS:

A.   Authorized department personnel fill out form for those wishing to take state equipment and material off campus for university business.

B.   White copy of form to asset management so that "Assetrac" database may be updated.

C.   Pink copy of form to asset management when equipment item is returned to campus.

 

3.     SURVEYING OF EQUIPMENT AND MATERIAL FROM DEPARTMENTS:

A.   E-mail/property survey form to asset management describing equipment and material to be surveyed. (includes asset numbers, description, location, and condition)

B.   Asset management makes arrangements for pickup of material.

C.   Asset management updates "Assetrac" database to reflect survey status on tagged item(s).

D.   Asset management ascertains disposition of equipment and material (donation, landfill, recycling, sale) and segregates to appropriate area.

 

4.     SALE OF EQUIPMENT AND MATERIAL:

A.   Asset management obtains approval of Property Survey Board to sell.

B.   Asset Manager organizes sale lots, prepares sale advertisement, sets sale/bid closing dates, prepares bid packages.

C.   Advertisement run in local paper for a minimum of three days.

D.   Viewing of equipment and material is conducted.

E.    Bids are submitted to Facilities Management and secured by the Administrative Support Assistant.

F.    Bids are opened in presence of witness(s). Supervisor of Property Clerk and Procurement representative.

G.   Bid spreadsheet is prepared for Property Survey Board approval.

H.   Successful bidders are notified.

I.       Asset Manager arranges for successful bidder(s) to pick up equipment and material awarded.

J.     Asset Manager prepares sales contracts.

K.   Successful bidder(s) pay Asset Manager bid amount and sign sale contract.

L.    Asset Manager removes state identification tags from equipment.

M.  Successful bidder(s) take equipment and material awarded.

N.   Asset Manager transmits funds received to accounting for credit to asset management's revenue account.

O.   Asset Manager disposes of "Tagged Assets" in "Assetrac" database.

 

5.     DONATION OF EQUIPMENT AND MATERIAL:

A.   Asset management receives request from done.

B.   Asset management obtains approval of Property Survey Board to donate equipment/material to done.

C.   Asset Manager prepares "transfer of location of equipment" form and receipt acknowledgement.

D.   Asset management contacts done to arrange transfer of custody of equipment /material.

E.    Asset Manager removes state identification tags from equipment.

F.    Asset Manager disposes of "Tagged Assets" in "Assetrac" database.

 

6.     $5000 + MONTHLY RECONCILIATION:

A.   Asset Manager retrieves "new asset listing", "disposed asset listing", and "current asset values, $5000+, from "Assetrac" database report menu.

B.   Asset Manager prepares cover letter which summarizes previous month's ending balance, ending month's additions, deletions, and ending balance for the month in question.

C.   Asset Manager reconciles discrepancies until report balances.

D.   Asset Manager forwards report to accounting for financial reconciliation.

E.    Asset management and accounting reconcile differences.

 

7.     RECEIPT OF EQUIPMENT AND MATERIAL INTO WAREHOUSE STORAGE:

A.   Departments and Asset Manager screen equipment and material that is currently surplus for campus needs for obsolescence and disposal and potential future reuse.

B.   Asset Manager stores equipment and material designated for future reuse in an orderly manner.

 

8.     ISSUE OF SENSITIVE EQUIPMENT FROM WAREHOUSE SENSITIVE EQUIPMENT LOCKUP:

A.   Warehouse personnel issue sensitive equipment to party requesting equipment.

B.   Requesting party completes sensitive equipment issue sheet at warehouse issue counter.

C.   Requesting party completes return information on sensitive equipment issue sheet upon return of item to warehouse.

 

9.     INSTRUCTIONAL EQUIPMENT REPORT FOR CSU CHANCELLOR'S OFFICE:

A.   Import/export assets dbf. file from Assetrac into Filemaker Pro.

B.   Commence search to find assets that pertain to criteria listed in letter from chancellor's office.

C.   Separate asset records into 2-files by depreciation codes.

D.   Transfer information into instructional report sheet provided by chancellor's office.

E.    Submit report to facilities management director for transmittal letter preparation.

 

10.                        INTER-DEPARTMENTAL TRANSFER OF EQUIPMENT:

A.   Department transferring equipment completes "Transfer of Location of Equipment" (std. form 158) or electronic E-mail and details equipment/material to be transferred.

B.   Department sends completed form/E-mail to asset management.

C.   Asset management updates "Assetrac" database for tagged items.

 

11.                        LOST/STOLEN EQUIPMENT AND MATERIAL:

A.   Department contacts campus security immediately.

B.   Department completes lost/stolen report form.

C.   Completed form submitted to campus security and copy of report to asset management.

D.   Asset management updates "Assetrac" database for tagged items.

 

12.                        ANNUAL PHYSICAL INVENTORY OF "TAGGED" CAMPUS EQUIPMENT > $500:

A.   Asset Manager establishes annual inventory schedule.

B.   Asset Manager gives advance notification to departments.

C.   Asset Manager pulls working copy of equipment from database.

D.   Asset management conducts physical inventory using barcode reader and working copy of inventory.

E.    Asset management downloads data into "Assetrac" database from barcode reader.

F.    Asset management updates asset records in "Assetrac" database.

G.   Asset management sends "unknown listing" to departments for reconciliation.

H.   Asset management provides final copy of inventory to departments for reference/file.

I.       Lost/stolen reports are submitted by department(s) for any items that are unknown.

J.     Unknown's are written off at the conclusion of inventory cycle with Property Survey Board approval.

 

13.                        PERSONAL PROPERTY ON CAMPUS:

A.   Personal equipment items that may be mistakenly identified as state owned property must be clearly identified as personal equipment.

 

14.                        DONATION OF EQUIPMENT AND MATERIAL TO CSUB:

A.   Department receiving donation notifies CSUB asset management and Property Survey Board that it wishes to acquire donation of equipment/material from done.

B.   Department receiving donation provides pertinent information and documentation concerning the donation to asset management.

C.   Asset management presents donation documentation to property survey board for review and approval.

D.   Asset management tags assets with a value of $500 or greater upon receipt of donated equipment/material.

E.    Asset management updates property database.

F.    Foundation notifies asset management of any assets with a value of $500 or greater that need tagged.


 

PROPERTY SURVEY BOARD

As stated in the state administrative manual (SAM 3520.2), the California State University, Bakersfield (CSUB) shall establish a Property Survey Board. It will be the responsibility of the board to determine that the best interest of the state is served in the utilization, transfer, and disposition of state owned property. At least two members of the Property Survey Board (SAM 3520.2) will approve all property survey reports and any transfers of location of equipment (STD. 158). The Property Survey Board will consist of a sufficient number of members that both business management and program responsibilities are represented from the university community. A well balanced board should consist of individuals at the department director, head, or chair level. The asset management representative will act in an advisory capacity to the board. CSUB's Property Survey Board will consist of eight (8) members: Five (5) permanent and three (3) appointed.

The membership of the Property Survey Board shall consist of the following:
permanent members:

1.     Director of Facilities Management (Chairperson)

2.     Director of Public Safety

3.     Director of Procurement and Support Services

4.     Director of Accounting Services

5.     Director of Media Services

6.     Asset Manager (Advisory capacity)

One of more from the following areas to serve a two-year term:

1.     Administration

2.     Academic Affairs

3.     Student Services

All members shall be appointed by the president of CSUB. The three non-permanent members will be appointed upon recommendation of the permanent members. The Property Survey Board shall meet at a minimum once a quarter.

The Attached property policies and procedures will assist all departments in the handling, disposition, protection, and security of state equipment and material. All faculty, students, and staff are required to assist asset management in fulfilling the goals of CSUB asset management.


 

How to Complete the Inventory Equipment or Materials Check-out

1.     Description: Describe the equipment, e.g. camera, computer, etc.

2.     Model #: Model of the piece of property being checked out.

3.     Serial #: Serial # of the piece of property being checked out.

4.     CSB #: CSUB Property Management tag # (Silver or White tag #).

5.     Department: Department that has custodial responsibility for the item.

6.     Name of the Borrower, Local Address, City, Home & Day phone, Course #, Driver's license #, and Social Security #: Fill in the appropriate information.

7.     Faculty/Staff/Student Name, Dept., Home & Day Phone, Course #: Fill out this section if you are Faculty or Staff/Student of CSUB.

8.     Approved By, Date: Faculty/Staff must have the approving signature of the person responsible for the property. Date the signature.

9.     Borrower's Signature: Sign the form.

The remainder of the form is for Asset Management use.

View an image of the Inventory Equipment or Materials Check-Out