Asset Management
Location: Corporation Yard,
Rm. 113a. Mail Room
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General Information: Asset Management is responsible for the university's
fixed assets and, as such, must keep inventory records and reconcile with the
Accounting Office monthly in accordance with S.U.A.M., S.A.M. and the laws of
the State of California. CSUB property must be checked out prior to removing
it from campus. Asset Management has the appropriate forms for this purpose.
- See the
following page for a sample form. Asset Management will pick up obsolete or
unwanted item(s) upon receipt of an e-mail or memo requesting the item(s) be
surveyed from the department to which the item(s) belong. Survey sales are
held periodically for all the surveyed equipment and other items collected.
These items may be obtained for personal use through a sealed bid process.
Proceeds from the sale of items cover expenses incurred conducting the survey
sale. Remaining revenue will be credited to an account specified by you.
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Contact Information: For additional information on these procedures,
please contact Doug Smith at ext. 2360.
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