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OFF-CAMPUS USE OF ASSET(s)
When assets are used off-campus or at a facility that is not part of your normal work area, it must be authorized by the departmental account signatory with a completed "Off-Campus Use Authorization Form". This form must be on file with the OEM. OEM should also be notified when the asset(s) are returned to the campus. OEM will only accept one asset per form.
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INVENTORY
A physical inventory of all asset(s) is conducted annually by the staff of OEM. Account Managers are provided with notice of the inventory at least two weeks in advance. Please notify OEM of any sensitive areas where departmental staff should accompany the OEM staff for inventory. Account Managers must verify that all assets that are used at off-campus sites are correctly recorded on the departmental inventory report. The Account Manager will also be asked to account for any assets that are not located as a result of the physical inventory. The OEM must be notified when a staff member leaves employment, especially when that person has been given approval for off-campus use of asset(s).
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LOCATION CHANGES OF ASSET(s)
OEM should be kept informed of the location changes of any asset(s). An "Asset Relocation Authorization Form" should be completed and sent to OEM whenever asset(s) are moved to another department.
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LOSS OR THEFT OF ASSET(s)
Any loss of asset(s), including cases of theft or vandalism, must be reported to the Dean, Director, Department Chair, or Project Manager, and the University Police Department and the Office of Equipment Management. A copy of the University Police report must be sent to the OEM.
A police report must be filed with the local police municipality in those instances when the loss, theft or vandalism occurs off campus. A copy of the police report must be sent to the Office of Equipment Management.
It is the borrowers financial responsibility to replace the asset(s) in any instance where the asset(s) is removed from its official campus location. The replaced item must be of equal or better value. All documentation related to the replaced asset(s) must be sent to the OEM. The asset(s) will then be tagged accordingly.
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SURPLUS ASSETS
When a department has surplus, scrap, obsolete or reusable asset(s), the asset(s) must be surplused through the OEM.
State Assets:
A "Property Status Change Request Form" should be used to advise OEM of the excess asset(s). Asset(s) may then be removed to a surplus holding area. Asset(s) that are in good condition are retained, and either redistributed elsewhere on campus or made available to other State Universities and State agencies. All asset(s) that are in scrap condition are disposed of when the Office of General Services gives approval. Office of General Services determines when asset(s) are of no use to other campuses or agencies, and at that point conducts public auctions to dispose of the surplus, usable asset(s).
Research Assets:
Research assets that are not needed for the project and are eligible for sharing, transfer or disposal should be reported by the Project Director. A "Property Status Change Request Form" must be completed and sent to OEM, indicating the condition and status of the equipment. Property that is sponsor-owned must have the sponsor's approval before it is surplused. Once the Property Status Change Request Form is completed by the Project Director and Department Chair, it is sent to the OEM for signature of the Property Control Officer and the University Controller. Asset(s) may then be moved to a surplus holding area for redistribution. Assets that are in scrap condition may be disposed of at this time.
Trade-Ins:
Whenever possible, older asset(s) should be traded in when new equipment is purchased. (State-owned equipment cannot be traded in on a Research Foundation purchase). A trade-in must be processed thru the Office of Purchasing and Contracts with approval from the Office of Equipment Management.
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TRANSFER OF RESEARCH ASSET(s)
If a project director wishes to transfer asset(s) acquired through grants or contracts to another institution, a "Property Status Change Request – Research Funds" form must be completed, approved by the Project Manager and the Department Chair, then sent to the OEM for approval by the University Property Control Officer and Controller. Sponsor-owned assets must have sponsor approval prior to the transfer. State assets may only be transferred to other State agencies.
If a project director wishes to transfer asset(s) from another institution to the University (either via the University, the Research Foundation or the University at Albany Foundation), the project director must provide the OEM with a listing of the asset(s) being transferred. The listing must be sent under cover of an authorized official from the transferring institution and include a description of the asset(s), purchase price(s), date of purchase(s), serial number(s) and condition of the asset(s), along with any other pertinent information deem necessary in identifying the asset(s). The document(s) can be e-mailed to the OEM at oem@albany.edu, or faxed to (518) 437- 4571 or mailed to Office of Equipment Management, University at Albany, MSC 302, 1400 Washington Avenue, Albany, NY 12222. Upon receipt the OEM will tag the asset(s) with the proper identification tag. Transfers made to the University should be addressed to the attention of Edward Kane at MSC 302, transfers made to the Research Foundation should be addressed to the attention of Robert Webster at MSC 312 and transfers made to the University at Albany Foundation should be addressed to the attention of Jeffrey Jones at UAB 226. Please contact the OEM at (518) 437-4596 or oem@albany.eduwith any questions.
