Administrative Affairs
 

CENTRAL CONNECTICUT STATE UNIVERSITY

INVENTORY POLICIES & PROCEDURES

Letter from the Associate Chief Administrative Officer

To:                             Campus Community
From:                         Dan Moran, Associate Chief Administrative Officer
Date:                          October 5, 2005
Subject:                      Campus Assets

This memorandum is a reminder that it is the responsibility of all state employees to safeguard all State Property.  Employees are responsible for all equipment assigned to them or requisitioned by them.  Section 4-36 of the Connecticut General Statutes states "Each agency shall establish and keep an inventory account in the form prescribed by the Comptroller..."

To accomplish this, Department Heads are responsible for providing the name of a department liaison person to the Property & Inventory Control Office to assist them with the physical inventory of all campus assets valued at $1000 or greater.  These liaison persons will be responsible for issues related to the inventory in their areas.  Department Heads and liaison persons will be given advance written notice of scheduled inventory date(s) along with a copy of their current inventory to review prior to the actual physical inventory.  The appropriate Vice President or Chief Officer will be copied on all correspondence.

No equipment is to be removed from its assigned location without first obtaining your Department Head's signature on an Equipment Inventory Change Request form (interactive: can be filled out on-line, printed, and then mailed to the Inventory Control Office) or Off-Campus Equipment Loan form and forwarding it to Property & Inventory Control.  These printable forms can be accessed here or by contacting the Property & Inventory Control Office. Additionally, you should contact this office when you have any equipment, furniture, etc. to be moved or to designated for surplus or disposal. In addition, no University property is to be donated without the permission of Property & Inventory Control.

Stolen items must be immediately reported to the Campus Police and to Property & Inventory Control. Items deemed as "missing" during physical inventory and not located within 10 days will be referred to the Campus Police for review and can result in a department's inability to purchase equipment.

If you have any questions, please contact Property & Inventory Control at Ext. 22321.

Announcement about campus computers

Computers are the most moveable items on campus. Please remember that
an "Equipment Inventory Change Request" transfer form must be completed
whenever a computer is being moved to another department. For example, if the Information Technology Services Dept. is bringing you a new computer, or you are sending an old computer to them, a transfer form must be filled out and signed by both the campus department and the ITS dept., and forwarded to the Property & Inventory Control Office. If your department moves to another building and you leave computers behind in rooms or closets, you are still accountable for those pieces of equipment until a transfer form has been completed. If you are taking a computer off campus, an "Off Campus Loan" form must be completed by your department and forwarded to the Property & Inventory Control Office in East Hall. No computer should leave its location without a transfer form or Off-Campus Loan form. Be sure to keep a copy of the transfer form.  That form is your receipt to show that you no longer have that piece of State property in your possession.  The original is to be sent to Property & Inventory Control in East Hall. If you have questions about this procedure, please contact our office at Ext. 22308.

CCSU INVENTORY POLICY

The care and safeguarding of all Central Connecticut State University property is the responsibility of every member of the university.  The following policies are mandated by the State and administered by CCSU's Property & Inventory Control Office.

Inventory is tagged with a barcoded inventory label and maintained on the University's inventory system.

The Associate Chief Administrative Officer will annually request department heads to appoint a staff or faculty member as the department liaison person for at least a one-year term.  Liaisons will provide access to all department areas during physical inventories, report any changes of assets in their department, and serve as a source of information regarding Inventory Policies & Procedures for all faculty and staff

A full physical inventory of the university will be performed at least once a year.  The results of the inventory will be reconciled at the department level and reported to the president, the departments' vice-president, the State Comptroller, and the Auditors of Public Accounts.

DISPOSAL -  SURPLUS

The disposal of surplus property must be authorized by the Associate Chief Administrative Officer.  The Property & Inventory Control Office will arrange all disposal options for equipment that is no longer of use to departments.

Please submit to Property & Inventory Control an   Equipment Inventory Change Request form indicating the barcode number, description of the asset to be removed from your department, and reason for removal.  This form must be signed by the department head.

Used office furniture can be obtained by contacting the Property & Inventory Control Office.

THEFT, VANDALISM, CRIMINAL OR MALICIOUS DAMAGE, LOST OR MISPLACED FUNDS

The department head or liaison shall report all lost or damaged property immediately to the University Police and prepare Form CO-853 (Report of Loss or Damage to Real and Personal Property).  Send original to the Business Office, one copy to Property & Inventory Control, and one copy to the University Police.

RELOCATION, TRADE-INS, RETURNS AND REPLACEMENTS

Relocation of Inventory to a New Building/Room or Department

The relocation or transfer of an asset must be reported immediately to the Property & Inventory Control Office via a completed and signed Equipment Inventory Change Request form.  This form must include the barcode number and description of the item.  If no barcode is found on the item, record the serial number.

• To a different building/room:   list the new building/room number

• To a different department:  list the new department, building and room location

Trade-ins, Returns & Replacements

When an asset is traded in, returned, or replaced by a vendor, both the Purchasing Department and Property & Inventory Control must be notified.  Fill out an Equipment Inventory Change Request form and include the Purchase Order number and barcode.

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Note: Report any changes immediately so assets can continue to be controlled electronically and meet State reporting requirements.  Retain a copy of all paperwork for your departmental records.

OFF-CAMPUS EQUIPMENT LOAN FORM

Under certain circumstances an employee may be granted permission by the department head and vice-president or Chief Administrative Officer to temporarily remove CCSU property for off-camps university related purposes.

An approved Off-Campus Equipment Loan form must be submitted to the Property & Inventory Control Office before any asset can be removed from campus.  The form can be obtained from the department inventory liaison or the Property & Inventory Control Office, or by clicking on the above link.

Upon request, you will be required to bring in the asset for inventory verification.

GIFTS TO THE UNIVERSITY

Anyone wishing to give a gift or donation of an asset to the university should be directed to contact the Vice-President for Institutional Advancement at 860-832-1766 or pettinico@ccsu.edu

LEASES

Leased equipment, i.e. copiers, etc., are considered a part of the asset inventory and are reported to the State Comptroller and the Auditors of Public Accounts.  Whenever a new, used, or replacement leased piece of equipment arrives at or leaves your department, please contact both the Purchasing Department and the Property & Inventory Control Office to insure that reporting of this asset is handled properly.

REPRESENTATIVES

Questions?  Call your departmental inventory liaison person, or - 

                                    Contact the Property & Inventory Control Office:

                                    Gwen Brathwaite...............Ext. 22321 or brathwaite@ccsu.edu

                                    Rick Piotrowski...................Ext. 22358 or piotrowskiR@ccsu.edu

                             Bob LeClair.........................Ext  22322 or leclairroj@ccsu.edu


To obtain any Property & Inventory Control forms referenced in this brochure, please contact your departmental inventory liaison person, or the Property & Inventory Control Office, or by accessing the Facilities Management webpage at   Facilities Management Department Forms

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