Responsibility For College Equipment
The College is charged by State Law with responsibility for the safeguarding of State owned equipment on this campus.
The Office of Physical Plant is responsible for the management of the Property Control System (equipment inventory).
Upon issuance of equipment to a department, the chair or supervisor of that department becomes responsible for the proper custody of that equipment. Notification is to be given to the Office of Physical Plant if equipment is moved from its original location. Loss or malicious damage of equipment must be reported to the Office of Physical Plant.
Equipment for general use within a building is assigned to the custody of the Building Administrator and the provisions described above shall apply.
Transferring/Moving Of College Equipment
The equipment inventory (PCS) allows for flexibility in equipment uses. Equipment may be moved within a department by request of the chair/supervisor to the Office of Physical Plant.
Equipment that becomes surplus to a department's needs may be transferred to another department upon notification to the Office of Physical Plant.
Equipment that becomes surplus to the needs of the College will be "surplussed" by the Office of Physical Plant.
Loan Of College Equipment
All requests for the loan of State equipment are to be filed with the Office of Physical Plant upon completion of an "Equipment Loan Form" signed by the appropriate chair/supervisor.
Equipment Inventory Procedure
The following procedures outline SUNY Potsdam's equipment inventory process to insure compliance with various requirements and regulations. This process applies to all state owned equipment, or research foundation equipment, gifts to the College and all other equipment that requires control in the Property Control System, hereafter referred to as PCS.
The process begins when a purchase order is sent to a vendor. All items ordered by the College must be received by our Stores Clerk in Central Receiving.
The following steps outline the exact procedure from the issuance of a purchase order to the delivery of an item to the user department. Exceptions do occur and are handled on an individual basis by our Equipment Coordinator.
a copy of all purchase orders are given to the Office of Physical Plant where equipment in need of control is identified. Prior to the receipt of the item a decal number is assigned and sent to Central Receiving.
all items are shipped to Central Receiving for receipt. The Central Receiving department uses the SURS which is a part of the purchasing and accounting systems.
once an item is received, it is decaled and engraved, if required, at Central Receiving prior to it being delivered to the user department.
after the item has been delivered, all required information, which is recorded by our Stores Clerk, is forwarded to the Equipment Coordinator for inclusion in the PCS.5. equipment that does not receive a numbered decal due to its dollar value receives an ownership tag at Central Receiving prior to its being delivered to the user department.
items are processed for payment by the Accounting department after a match has been made between the receipt report and their voucher system.
