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CONTENTS

 
  1. INTRODUCTION
     
  2. PROPERTY INCLUDED IN THE PROPERTY MANAGEMENT SYSTEM
     
  3. ACQUISTION PROCESS AND PROCEDURES FOR INVENTORY
     
  4. PROPERTY ADMINISTRATION AND DEPARTMENT RESPONSIBILITIES
     
  5. EQUIPMENT EXPENDITURE ACCOUNT CODES
     
  6. REVOLVING INVENTORIES
     
  7. MISSING EQUIPMENT
     
  8. REMOVING PROPERTY FROM CAMPUS
     
  9. EQUIPMENT CHANGE FORM

 
  1. INTRODUCTION
     
    Throughout the dozens of buildings that comprise Rensselaer are millions of dollars worth of equipment -- some purchased, some on loan, some donated, some manufactured on the campus.
     
    While Rensselaer's various departments are responsible for overseeing their own equipment, the Office of Property Administration is responsible for keeping an accurate, up-to-date master inventory.
     
    This on-line manual was written to describe how the Office of Property Administration is managing the Institute inventory, and what the Institute's departments can do to help make the system work in the best possible way. We urge the responsible people in each department to become familiar with the procedures outlined in this manual
     
    If you have any questions, please contact the Office of Property Administration at extensions 6772 (Mike Kaczor) or 8704 (Marcy Smith) or e-mail kaczom@rpi.edu or smithm17@rpi.edu with any questions regarding the appropriate procedures to be followed.

 
  1. PROPERTY INCLUDED IN THE PROPERTY MANAGEMENT SYSTEM
     
    The Office of Property Administration (OPA) inventories all movable capital equipment that has a value of $3,000 or more and an estimated life of one year. This includes equipment such as office furniture, scientific equipment, teaching aids, computers, vehicles and machinery. Also included are components to existing pieces of equipment, which will be linked together with the masters in the system.

 
  1. ACQUISTION PROCESS AND PROCEDURES FOR INVENTORYING
     
    The Office of Property Administration (OPA) is responsible for keeping a master computer file current on all capital equipment. At the same time, OPA depends upon the cooperation of the responsible people in the various departments, offices, centers, etc. to assign correct account code for purchases, know the location of all equipment within their responsibility, and notify OPA of any changes in status or location of that equipment (see Section 4 on responsibilities.) The procedures OPA has established to ensure that the master inventory system works efficiently include:
     
    a)   NEW PURCHASES
     
    Basic New Purchases
         When Purchasing receives a requisition for equipment from a department, OPA reviews the requisition for accuracy of the account code to ensure proper categorizing. A copy of the requisition is kept by OPA; in turn, Purchasing processes the order and a PO is generated. When the PO is paid, it then appears on OPA's reconcilliation report. This is how tagging is generated.

     
    Fabricated Equipment
         Rensselaer researchers often have a need to fabricate specialized laboratory or training equipment in order to conduct their research projects. Anyone planning to fabricate an item of equipment or larger system with an estimated completion value in excess of $3,000, should contact OPA, and request a tag number so that all subsequent orders can note the tag number on the requisition or credit card.

     
    Purchasing Card
         When a department makes a purchase of $2,500 or less, the equipment-purchasing card can be utilized. Vouchers which contain transactions for purchases of capital equipment or capital equipment component parts, (Please notate RPI Tag#) must be edited so that the Property Administration office can capture the necessary information to track and tag. Proper training needs to be completed through the Purchasing Department prior to using your card for these types of purchases.

     
    b)   GIFTS-IN-KIND (donations)
    As departments receive gifts-in-kind of equipment, they need to file the appropriate "Gift Transmittal" form and an "Evaluation of Personal Property Gifts" form with the Office of Development. For further information see Gifts in Kind. When this paperwork has been completed, the Office of Development forwards a copy to OPA.

     
    c)   GOVERNMENT PROPERTY
    Any government-owned property purchased or acquired on a research fund, is tagged and inventoried. Responsibility for the maintenance and use of this equipment resides with the Principal Investigator in conjunction with the Office of Contracts and Grants.

 

 
  1. PROPERTY ADMINISTRATION AND DEPARTMENT RESPONSIBILITIES
     
    Responsibilities - Office of Property Administration
    • Maintain accurate, current property records that include an identification (tag) number, description, department, responsible person, location, and the acquired and appreciated value of each piece of equipment
    • Interact closely with the Controller's office to assure that property records agree with financial records
    • Conduct on-site inventories of equipment, and provide lists and statistical analyses when required by Institute policy, by special requests, and by government agencies.

     
    Responsibilities - Departments
    • care of, safekeeping, and maintenance of the equipment in their possession
    • Assign correct account code for purchases
    • Know the location of all equipment within their responsibility at any given time
    • Cooperate with the Office of Property Administration to tag newly acquired equipment
    • Notify OPA if property is moved, sold, traded in, disposed or, or otherwise no longer under their responsibility

     
    Additional Areas of Department Responsibilities
    • Idle equipment: Capital equipment which is currently idle but may be used in the future is still tracked in the property system. The department/Principal Investigator is responsible to use the same care and safekeeping as equipment which is in operation.
    • Items having no value: Capital equipment which is fully depreciated and in use is still tracked in the property system regardless of age. The department/Principal Investigator is responsible to use the same care and safekeeping as equipment not fully depreciated.
    • Loaned equipment: OPA does not track equipment on loan to Rensselaer. The department/Principal Investigator has the responsibility for the loaned asset.

     
    Equipment Change Request/Notification


 
  1. EQUIPMENT EXPENDITURE CODES
     
    The equipment 3-digit account codes that identify various categories of equipment, act as "triggers" to the Office of Property Administration. The use of the codes listed below (at the time of purchase) will automatically ensure that the OPA is alerted.
     
    • 175 Non-Federally Funded Capital Equipment
    • 176 Non-Federally Funded Capital Computer Equipment
    • 178 Federally Funded Capital Equipment (excluding computer equipment)
    • 173 Federally Funded Capital Equipment (computer equipment only)
    • 179 Plant Fund Capital Equipment (including computer equipment)
    • 177F Non-Federally Funded Fabrication Parts
    • 17AF Federally Funded Fabrication Parts
    • 179F Plant Funded Fabrication Parts
    • 177 Non-Federally Funded Component Parts
    • 17A Federally Funded Component Parts
    • 179 Plant Fund Component Parts
    • 006 Non Capital Equipment
    • 007 Software (off the shelf)
    • 008 Computer supplies

     
    DETAILED DESCRIPTIONS OF ACCOUNT CODES
     
    If the Office of Property Administration finds that an account code has been recorded inaccurately on a new purchase, the code will be changed to one that more accurately describes the item and the department will be notified of the change.

 

 
  1. REVOLVING INVENTORIES
     
    The Office of Property Administration conducts revolving physical inventories on a two-year cycle. OPA staff visits each department/center/etc. to verify the tag numbers and descriptions of equipment that are carried on the master computer file for that department. Then:
     
    • Any capital equipment that has not been tagged and identified is logged onto the master file
    • Records are adjusted to show equipment that has been relocated
    • The department is responsible at all times to account for its equipment and must be able to tell Property Administration whether it has been moved, sold, disposed of, etc. and must submit the appropriate forms for record on the disposition of that item.

     
    FORM - Equipment Change Request/Notification

 

 
  1. MISSING EQUIPMENT
     
    The departments, centers, and offices are responsible for the equipment in their possession. If an item is stolen, or a faculty or staff person discovers something missing, it is incumbent upon the department to report the situation to Campus Security immediately so that office can investigate.
     
    As a second step, if the equipment still cannot be found, or if it is discovered damaged, it is important then to notify the Office of Property Administration. OPA will change its inventory records accordingly to reflect the loss or damage.
     
    FORM - Equipment Change Request/Notification

 

 
  1. REMOVING PROPERTY FROM CAMPUS
     
    Equipment should only be removed from campus when it is to be used for official Institute business.
     
    Even then, it is important that both the individual and the department are protected in the event of an item's loss or damage. To be certain that the Institute's insurance remains in force for items that have been removed from Institute property, the department and the individual should be certain that written records are kept of the location of the equipment.
     
    The Equipment Change Request/Notification FORM must be completed to inform OPA of its removal.

 

 
  1. EQUIPMENT CHANGE FORM - DIRECTIONS
     
    Trade-ins:
     
    Departments wanting to trade-in a piece of capital equipment must prepare an Equipment Change Request/Notification form prior to a the new purchase. This will ensure that the equipment being traded-in is disposed from the property system.
     
    Equipment Transfers:
     
    1. Transfer from one department to another department: Departments wanting to transfer capital equipment to another department must prepare an Equipment Change Request/Notification form. The form is filled out by the original owner of the equipment but needs to have approval signatures by both originating and receiving departments.
    2. Transfer FROM another Institution to Rensselaer: The department/ Principal Investigator receiving the equipment must forward a list of the transferred equipment to OPA. The list should include the description of the assets, location, acquired date and appraised or estimated value for each item. OPA will contact the department to coordinate tagging the equipment.
    3. Transfer TO another Institution from Rensselaer: The department/ Principal Investigator transferring the equipment must prepare an Equipment Change Request/Notification form prior to transferring the equipment to another university. This will ensure that the equipment being transferred is disposed from the property system.

    Equipment returned to vendor or sponsor:
     
    The department/Principal Investigator returning equipment back to the vendor/sponsor must prepare an Equipment Change Request/Notification form. This will ensure equipment being returned is disposed from the property system.
     
    Donating equipment to party outside of Rensselaer community:
     
    The department/Principal Investigator wanting to donate equipment to a party outside Rensselaer must contact OPA to ensure the equipment is no longer useful to another department. After OPA is contacted, the department/Principal Investigator must prepare an Equipment Change Request/Notification form. This will ensure the equipment being donated is disposed from the property system.
     
    ADDITIONAL DIRECTIONS FOR FILLING OUT THE EQUIPMENT CHANGE REQUEST/NOTIFICATION FORM
     
    Section I
     
    • Select an action code from the list displayed at the top of the page (i.e., T1 is a transfer and D2 represents obsolete equipment that will be discarded)
    • Find the RPI tag number on the piece of Capital Equipment (this is the barcode that is placed on the piece of equipment by Property Administration when you originally purchased the item; it can be red or silver)
    • Provide a description of the item you are desiring action on -- please be as complete as possible.
    • Provide information on the new location, department, building, and room number.

     
    Section II
     
    • The approval section must be signed by both the originating and receiving department heads if this transaction if a TRANSFER. If not, the originating department must sign.
    • This signature is normally a Dean, Director, or Department Head.
    • Please type or print the name of the person who has signed his/her authorization.
    • Property Administration will ensure that the appropriate signatures were received prior to processing.

     
    FORM - Equipment Change Request/Notification

 

 
If you have any questions regarding this Manual or procedures to following, please contact either Marcy Smith at 518-276-8704 or Mike Kaczor at 518-276-6772. We will be happy to help you.

 

 

 

 
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This page was last updated on February 26, 2008
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