Relocate an Asset
Whenever an asset is relocated to another location, institution or sponsor, you must notify Asset Management.
Once you have reviewed the protocols for electronic devices and hazardous materials, please follow the instructions below to relocate an asset.
Relocate an asset elsewhere on campus
Use the Asset Relocation Authorization Form to relocate a New York State or Research Foundation asset to another location on a UAlbany campus.
Print and complete the form, and then send it via email ([email protected]).
Note: If you are relocating multiple assets, you must submit one form per asset.
Relocate an asset off campus
If you plan to use a New York State or Research Foundation asset off-campus or at a facility that is not part of your normal work area, you must obtain authorization from your unit's Account Manager by completing the Off-Campus Use Authorization Form.
Note: If you are relocating multiple assets, you must submit one form per asset.
Print and complete the form, and then send it via email ([email protected]). We will keep the form on file.
You must also notify our office when the assets have been returned to campus.
Transfer a Research Foundation asset
Use the Research Foundation Property Status Change Request Form to relocate a Research Foundation asset to another institution or to a sponsor, or to transfer the title to SUNY. Print and complete the form, and then send it via email ([email protected]).
If the sponsor owns the asset, you'll also need approval from the sponsor before the asset can be transferred.
New York State assets may only be transferred to other New York State agencies. Only under critical, unusual circumstances (such as retrenchment or a center/department closing) may a project director request permission to transfer asset(s) acquired through Research Foundation funds to New York State. In those instances, a project director must receive advanced approval for the transfer.
Accepting Assets from Another Institution
With the proper approvals, project directors may accept assets transferred from another institution to UAlbany, the Research Foundation or the University at Albany Foundation.
The transferring institution must send a list of the assets being transferred to Asset Management via email ([email protected]). That list must include a description of the assets, purchase prices, date of purchases, serial numbers, condition of the assets and any other pertinent information deemed necessary in identifying the assets.
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Assets being transferred to the University at Albany should be sent to Procurement Services, Management Services Center 100, 1400 Washington Avenue, Albany, NY 12222.
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Assets being transferred to the Research Foundation should be sent to Award Management Services, Management Services Center 312, 1400 Washington Avenue, Albany, NY 12222.
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Assets being transferred to the University at Albany Foundation should be sent to the University at Albany Foundation, Business Office, University Administration Building, Room 226, 1400 Washington Avenue, Albany, NY 12222.
Once the transferred assets are received, Asset Management will tag the assets.
Please contact our team at [email protected] or 518-437-4596 with any questions.
Surplus an Asset
When a department has surplus, scrap, obsolete or reusable assets, those assets must be surplussed through Asset Management.
Once you have reviewed the protocols for electronic devices and hazardous materials, please follow the instructions below to surplus an asset.
Surplus a New York State asset
Notify our office of surplus assets by printing the State Property Status Change Request Form and sending your completed form via email ([email protected]).
Assets in good condition are taken to a surplus holding area and either redistributed elsewhere on campus or made available to other SUNY institutions, New York State agencies and local governments.
Assets in scrap condition are disposed of once our team receives approval from the New York State Office of General Services.
Surplus a Research Foundation asset
Research Foundation assets that are not needed for the project and are eligible for sharing, transferring or disposal should be approved and reported by the project director and department chair. Sponsor-owned assets must also have the sponsor's approval before they can be surplussed.
Notify our office of surplus assets by printing the Research Foundation Property Status Change Request Form and sending your completed form via email ([email protected]).
Assets in good condition are taken to a surplus holding area. Assets in scrap condition are disposed of.
Process a Trade-in
All trade-ins must be processed by Procurement Services, with approval from Asset Management. Whenever possible, older assets should be traded in for similar, newly purchased equipment.
New York State assets cannot be traded in on a Research Foundation purchase or University at Albany Foundation purchase.
Research Foundation assets can only be traded in for New York State assets if the Research Foundation asset is not owned by the sponsor and the project director and department chair approve the request.
University at Albany Foundation assets can only be traded in for New York State assets, or Research Foundation assets that are not owned by the sponsor, with permission from the University at Albany Foundation Director.
Protocol for Electronic Devices
Contact ITS before any electronic device is sent to surplus: How to Surplus Computers, Phones, Tablets and Associated Peripherals
Information Technology Services (ITS) has established a Media Disposal, Destruction and Redeployment Protocol that governs the disposal or relocation of electronic media — including, but not limited to, computers, cell phones, printers and removable storage devices. This protocol is intended to prevent information stored on these devices from getting into the wrong hands.
electronic-devices
Protocol for Hazardous Materials
Hazardous materials include, but are not limited to, biologicals, chemicals, oil, fuel, batteries, lamps, antifreeze, asbestos, lead, PCBs, mercury, radioactive materials and gases.
Asset Management and the Office of Environmental Health and Safety have created the following protocol to protect the UAlbany community and environment from exposure to or contamination from hazardous materials found in assets to be relocated, surplussed or disposed.
hazardous-materials
Step 1: Determine if hazardous materials are present
Before an asset can be relocated or surplussed, the department must determine if the asset contains any hazardous materials, hazardous waste and/or universal waste. If so, it must be removed before the asset can be relocated or surplussed.
Evaluate the asset visually and review any manufacturer's operator guides, specs, etc. Use our Checklist for Hazardous Materials to assist in your determination.
Step 2: Contact the Office of Environmental Health and Safety
If the asset is suspected to be contaminated with or to contain any hazardous materials, hazardous waste and/or universal waste, you must contact the Office of Environmental Health and Safety at 518-442-3495 before the asset can be relocated or surplussed.
The Office of Environmental Health and Safety will help you identify and, if necessary, remove hazardous materials. They will also pay for the disposal of any hazardous materials, hazardous waste and/or universal waste removed from the asset.
Step 3: Obtain clearance from the Office of Environmental Health and Safety
Once the asset has been evaluated by Office of Environmental Health and Safety, and any hazardous materials have been removed, the Office of Environmental Health and Safety will clear the asset for surplus or relocation. An employee from that office will attach a green clearance tag to the asset, with their signature and the date.
You may then submit the appropriate relocation or surplus forms to Asset Management. Please contact our team at [email protected] or 518-437-4596 with any questions.