Office of Equipment Management (OEM)
Institutional Services |Equipment Management | Procedures
All newly acquired asset(s) must be identified with an identification tag affixed by the OEM staff at the time of acquisition. Purchases of equipment and furniture as well as components to enhance an existing piece of equipment or furniture with a unit cost of $500 or greater must be reported, however the OEM reserves the right to tag equipment and furniture at any cost. This will be determined by discussion with the Property Control Officer. After receipt and inspection of the new asset(s), complete and send a "New Asset Receipt Form" to the OEM. The OEM staff will then affix a property or barcode tag to the new asset(s). Assets purchased with State dollars are identified with a gold property tag or a barcoded tag number ending in "00". Assets purchased with Research Foundation funds are identified with a silver property tag or a barcoded tag number ending in "R0". See sample tags.
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 Manager 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.
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).
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 room or department.
HAZARDOUS MATERIALS POLICY FOR SURPLUSED OR RELOCATED ASSETS
In an effort to protect the University at Albany community and the environment from exposure to or contamination from *hazardous materials that potentially may be found in assets to be surplused or relocated at the University at Albany, the following policy has been established by the Office of Environmental Health and Safety (EH&S), in conjunction with the Office of Equipment Management’s (OEM) policies and procedures.
1. Before an asset can be surplused or relocated, it must be evaluated by the end user or department representative to determine, if the asset contains or is contaminated with any hazardous materials, hazardous waste and/or universal waste that needs be removed before the asset can be surplused or relocated. This evaluation of the asset should include both a visual inspection and a review of any manufacturer’s operator guides or specs. Please use the attached checklist to assist in the evaluation.
* Hazardous Materials include but are not limited to biologicals, chemicals, oil, fuel, batteries, lamps, antifreeze, asbestos, lead, PCBs, mercury, radioactive materials, gases, etc.
2. The Office of Environmental Health and Safety must be contacted at 518-442-3495, before the asset can be surplused or relocated, if the asset is suspected of being contaminated with or of containing any hazardous materials, hazardous waste and/or universal waste. EH&S will provide guidance and assistance in identifying and, if necessary, removing any materials that may have to be removed from the asset before it can be surplused or relocated. EH&S will also pay for the disposal of any hazardous material, hazardous waste and/or universal waste removed from the asset.
3. Once the asset has been evaluated by EH&S and any necessary hazardous materials, hazardous waste and/or universal waste have been removed from the asset, EH&S will clear the asset for surplusing or relocation. This clearance from EH&S will be in the form of a green tag attached to the asset with an EH&S staff member’s signature and date on it. Once the asset has been cleared and tagged by EH&S, you may submit the appropriate OEM form(s) to OEM for the surplusing or relocation of the asset. Should you have any questions or concerns regarding the surplusing or relocation of an asset, please contact OEM at 518-437-4596. You may also email OEM at firstname.lastname@example.org or use the links below for further details.
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.
When a department has surplus, scrap, obsolete or reusable asset(s), the asset(s) must be surplused through the OEM.
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 SUNY Institutions, State agencies, local government or municipalities. All asset(s) that are in scrap condition are disposed of after approval is given by the Office of General Services.
Research assets that are not needed for the project and are eligible for sharing, transfer or disposal should be approved and reported by the Project Director and Department Chair. 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 signed by the Project Director and Department Chair, it then needs to be mailed to the OEM at Management Services Center, Room 302 for signature of the Property Control Officer and the University Controller. The OEM must review the original signed Property Status Change Request form. 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.
Whenever possible, older asset(s) should be traded in for newly purchased like equipment. (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.
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 Form "Research Funds" must be completed, approved by the Project Director and the Department Chair, then it needs to be mailed to the OEM at Management Services Center, Room 302 for approval by the University Property Control Officer and the University Controller. The OEM must review the original signed Property Status Change Request form. Sponsor-owned assets must have sponsor approval prior to the transfer. State assets may only be transferred to other State agencies. Only under critical, unusual circumstances (center/department closing or retrenchment) may a project Director request permission to transfer asset(s) acquired through research funds to the State of New York. In those instances, a Project Director must receive advanced approval from the campus Property Control Officer and the University Controller.
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 deemed necessary in identifying the asset(s). The document(s) can be e-mailed to the OEM at email@example.com, 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 Gary A. Miller at MSC 302, transfers made to the Research Foundation should be addressed to the attention of Adrienne Bonilla Esq. at MSC 312 and transfers made to the University at Albany Foundation should be addressed to the attention of Richard P. McGinn Jr. at UAB 226. Please contact the OEM at (518) 437-4596 or firstname.lastname@example.org with any questions.
ASSET(s) PURCHASED WITH MULTIPLE FUNDING SOURCES
Asset(s) that are purchased with both State and Research Foundation funds are considered State owned assets and all State regulations and disposal regulations apply. It will be tagged as a State asset.
NEW YORK STATE PROCUREMENT CARD
Purchases of equipment and furniture as well as components to enhance an existing piece of equipment or furniture with a unit cost of $500 or greater must be reported on a New Asset Receipt form, identifying the procurement card as the means of the purchase. It is critical that the New Asset Receipt form is completed in full and that a copy of any paperwork (invoice, packing slip, etc.) is included for reference. The OEM strongly recommends that any equipment or furniture, regardless of unit cost, purchased with the procurement card be tagged at the time of purchase to ensure campus services will be available for that item at a future date. Upon receipt of this form, a staff member from the Office of Equipment Management will make arrangements with you to affix either an Property Tag or a Barcode Tag to the asset(s). It is critical that the New Asset Receipt Form is completed in full and that a copy of the necessary paperwork (copy of invoice, packaging slip or other form of paperwork) is included for reference. All assets purchased with the New York State Procurement Card are considered State-owned and therefore, all State regulations regarding property retention and disposal apply. Card-holders must change the sub object for credit card purchases of equipment from 3095 to 7395 on the reconciliation screen in the Procurement Card system.
Newly implemented updates to our web page has made it possible for you to view surplus items available in our Surplus Shop. Any items described in this section of the OEM web page may be available for redistribution to your departmental area. You will become the custodian of these items and they will be assigned to your departmental account.
Please note these items are for use for official University business and are not available for other State Agencies or your personal use.
All items have been removed from other University sites but have been determined to be in usable condition.
Please use the link below to access the available surplus and to request the item(s) you may need.