Property and Asset Management Polices
Property Management is a unit within Distribution Services.
Property refers to all assets used in governmental operations. Property includes land, buildings, improvements, machinery, furniture, tools, and other tangible assets, as well as intangibles. Individual departments and/or other operational units of California State University, Bakersfield that have custodianship of equipment should maintain stringent and accurate accounting controls.
Possession of equipment within a department makes the department accountable and liable should any item become lost or stolen. Proper documentation and internal audit trails are integral to and recommended in good property management. All departments should place special emphasis on property matters and maintain up-to-date accounting records.
It is best practice to read the policies thoroughly to better understand the procedures the University follows.
- CSU Administration of University Property
- CSUB Property and Asset Management Policy
- SPA Property Management Standards
Equipment Tracking, Tagging and/or Inventory Requirements Matrix Sensitive Equipment AMS X X X (2-year cycle)
Equipment Type (1)
Inventory Record (2)
Tracked (3)
Tagged (4)
Inventoried (5)
Capitalized Equipment
Asset Management System (AMS)
X
X
X
Non-Capitalized Equipment
Firearm
AMS
X
X
X
Vehicles
AMS
X
X
X
AMS
X
X
X
Federally Funded Equipment Policy
Equipment with a per-unit "fair market value" of $5,000 or greater.
1. Inventory Record: Refer to Asset Management System.
2. Tracked: Accounted for on a reasonable basis, no less than annually, conducted by the custodial department or other identified responsible party/department.
3. Tagged: Tagged or marked with a unique identification number recorded in the asset management system. The identification number will be applied directly to the item unless its size and/or nature prohibit it.
4. Inventoried: Physical inventory conducted on a 3‐year cycle conducted by the Property Office or other identified party/department, other than the custodial department. Refer to the Physical Inventory of Campus Equipment regarding Federally Funded Equipment.
Property Custodians
Per the CSUB Property and Asset Management Policy, each department's manager must select a Property Custodian. The Property Custodian is responsible for:
- Maintain current, complete, and accurate property records.
- Track property assignments within the department and notify Asset Management of any changes.
- Complete annual self-inventory audit.
- Collaborate with Asset Management to complete the tri-annual Inventory Audit.
- Property Custodian Training
- Each Property Custodian must complete Property Custodian training to be certified in asset management processes and procedures.
Property Custodian Training PowerPoint
Property Custodian Inventory Template
Shipping & Receiving Mailstop Changes & Shipping Requests Now Processed Through Kuali We recognize that there have been several office and departmental moves across campus recently. To ensure that mail and packages are delivered accurately
and without delay, Distribution Services must maintain current and accurate location
and mailstop information for all departments. To support this effort, we have implemented a more efficient, centralized process
for submitting mailstop updates and shipping and mailing requests. Mailstop Code Changes Effective immediately, all mailstop changes must be submitted using the Mailstop Code Change Form in Kuali. This process ensures that all Distribution Services staff are promptly notified of
changes and helps maintain accurate delivery records campuswide. Please note that mailstop updates will no longer be accepted via email. Mail Services Postal Outgoing Campus Mail Must-Haves Hours and Pick-up Monday – Friday 8 AM-5 PM Campus Afternoon Pick-up Locations CSUB mailroom will make a daily mail drop off to the Post Office at 3:30 PM UPS Shipping Requests The UPS Airbill Request Form is now available in Kuali, improving efficiency, tracking, and processing consistency. If you require Priority (next business day) delivery, please ensure: While we will make every effort to meet delivery timelines, please be aware that next-day
delivery cannot be guaranteed, as Distribution Services does not control UPS driver
schedules or routes. USPS Shipping & Mailing Requests For USPS-related services, the following forms are also available in Kuali: Processing & Chargeback Requirements To ensure accurate coordination, billing, and financial stewardship, all shipping,
and mailing requests must be submitted using the appropriate Kuali form. Requests
received outside of Kuali cannot be processed. The use of these forms ensures: Requests will not be processed without a completed and approved Kuali form, including valid chartfield information. We appreciate your cooperation as we continue to improve service, accuracy, and operational
efficiency across campus. If you have questions or need assistance with any of the
Kuali forms, Distribution Services is happy to help. Thank you for your continued partnership.
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