PROPERTY INVENTORY
- 6.05.01 - Objective
- 6.05.02 - Definitions
- 6.05.03 - Property Donations
- 6.05.04 - Surplus Property
- 6.05.05 - Trail of Property by Asset Management
- 6.05.06 - Internal Audits
- 6.05.07 - Theft Insurance
- 6.05.08 - Missing or Stolen Property
- 6.05.09 - Moving Crew
- 6.05.09.01 - Purpose
- 6.05.09.02 - Policies
- 6.05.09.03 - Procedures
- 6.05.10 - Use of Georgia College Property
- 6.05.10.01 - Definition
- 6.05.10.02 - Procedure
Section 6.05.01 Objective
To make the Georgia College & State University personnel aware of Property Inventory and Surplus Property procedures.
Section 6.05.02 Definitions
1) Accountable Property - any item which is basically non-consumable and nonexpendable in nature, such as motor vehicles, mechanized and non-mechanized equipment, office equipment, appliances, etc. with an estimated usable life expectancy of three or more years and an item acquisition cost of $3,000.00 or more.
2) Property Inventory – property is divided into two categories: real and personal
3) Real Property – land and whatever is attached to the land in such a way that it cannot be readily moved such as buildings and permanent improvements to the land. This is not included in the Property Inventory.
4) Personal Property – divided into two categories: tangible and intangible.
5) Tangible Property – has substance and is moveable, such as furniture, machinery, automobiles, animals, jewelry, etc.
6) Intangible Property – the right of interest as distinguished from the personal property itself. This ownership would include such things as bonds, notes, and contracts.
The exception to the $3,000.00 limit for Accountable Property is:
1) Firearms must be on property inventory regardless of cost.
Property Inventory is concerned only with Personal Tangible property.
1) Lease-Purchase: All equipment on lease-purchase and meets the definition of accountable property will be placed on property inventory at the time of lease-purchase at full lease purchase price plus interest if it is part of the payment.
2) Gifts or donations: All gifts or donations that meet definition of accountable, personal, tangible property will be placed on property inventory. If they are $5,000.00 or more, an IRS form 8253 should accompany the item.
3) Manufactured personal property: All manufactured personal property that meets the definition of accountable property including labor costs will be placed on property inventory.
Section 6.05.03 Property Donations
Individuals or groups may occasionally donate unsolicited materials to departments. In order to coordinate such gift giving and to properly acknowledge all gifts given to the University, administrators are required to report any gift in excess of $3,000 value to Inventory Control. Any gift in excess of $5,000 much be reported to Inventory Control and an IRS Form 8253 must be completed and sent to Inventory Control. Individual faculty should not receive gifts on behalf of the college without first checking with the Vice President for University Advancement.
Section 6.05.04 Surplus Property
Any department having property that is surplus, regardless of cost, to their needs or not economical to repair should send a memo to Materials Management stating the description of the property and condition (good, fair, poor, or scrap) and it will be picked up and removed from the department inventory, recycled to another department or handled according to DOAS Surplus Property Procedures. Any department having a need for surplus inventory should send a memo to Materials Management and we will screen all state surplus warehouses to see if these items are available and the cost.
State surplus personal property is defined as any item that is basically non-consumable in nature or any equipment, supplies or items owned by the state which are no longer needed by the owning agency and meets the requirements of inventorial personal property (estimated usable life of three or more years and unit acquisition cost of $3000.00 or more); or any item not needed by the owning state agency which has value exceeding the cost of handling and transportation. Georgia laws relevant to surplus property state; any official, officer or employee who shall cause state property having a value of less than $100.00 to be disposed of in violation of state law shall be guilty of a misdemeanor. If such property shall have a value of $100.00 or more, he/she shall be guilty of a felony and upon conviction there of shall be punished by imprisonment for a period of one to five years.
Surplus property that meets the definition of accountable property will be placed on property inventory. If the cost is under the $3,000.00 limit, but the property's fair market value is over $3,000.00, we have the choice of placing it on property inventory.
Section 6.05.05 TRAIL OF PROPERTY BY ASSET MANAGEMENT
Department sends the purchase request to Materials Management.
After the purchase order has been issued, a copy if sent to Asset Management.
When the property arrives at Central Receiving, Asset Management is notified. Property is then tagged with a GCSU barcode decal.
Asset Management puts the property on inventory. Inventory is tracked through a database program called PeopleSoft. Information kept on each asset includes: tag number, description, serial number, cost, location and custodian.
There are times when property does not come through Central Receiving but goes directly to the department. Asset Management should be notified so that the property can be properly tagged and added to inventory.
Section 6.05.06 INTERNAL AUDITS
Once annually each department will be internally audited of accountable property. After auditing your department of accountable property, we will contact each department chairperson or director (via memo or email) about departmental inventory. A list of inventory including items not found or any irregularities will be included.
Upon written notification from department chair or directors that property cannot be located, the property will be coded as missing. The department head, dean & approved vice president's public safety will be notified the property is missing. When the property has been missing one year and not recovered it will be deleted from the GCSU property inventory. In the event that this property is recovered, all appropriate departments will be notified and property code will be changed to active.
Section 6.05.07 THEFT INSURANCE
Coverage is limited to personal tangible property that is on the property inventory. It also must be documented by a policy or equivalent incident report.
Section 6.05.08 MISSING OR STOLEN PROPERTY
Department chairpersons or directors should report all missing or stolen property to the Director of Public Safety. If property is on Property Inventory, it should also be reported to Materials Management. Any property recovered by the department after it is reported missing or stolen should be reported to the Director of Public Safety and Materials Management.
Section 6.05.09 MOVING CREW
Section 6.05.09.01 PURPOSE
The purpose of the moving crew is to centralize responsibility for the moving and set-up of new or existing furniture, equipment, boxed materials, etc., for Academic and Administrative departments.
Section 6.05.09.02 POLICIES
1. The University moving crew will move University owned property only. The use of the moving crew to move or transport personally owned property is prohibited.
2. The Moving Crew's primary responsibility is the movement, delivery, or relocation of furniture and equipment. Total office moves, new furniture/equipment relocations will be handled as top priority. The relocation of small quantities of boxed materials will be handled as promptly as possible as available man-power allows.
3. The movement of existing items of furniture, equipment, and materials will be scheduled for moving only after receipt of a written moving request. The Moving Request Form (see Exhibit 6.05-A) should be signed by the budgetary head of the area involved, and sent to Materials Management, Campus Box 31.
4. A written Moving Request Form will not be required for the delivery and set-up of newly acquired furniture and equipment.
5. Moving requests will be handled on a "first come, first serve" basis, unless special arrangements are made with the Moving Crew Foreman.
6. Any required moves that, due to physical size of items or limited time allowed for the move, will be made by Moving Crew personnel, supplemented by Plant Operations personnel. To keep the use of supplemental help to a minimum, it is essential that all moves be scheduled as far in advance as possible.
7. Moving Request Forms are available by contacting Materials Management @ (478) 445-4582.
Section 6.05.09.03 PROCEDURES
1. When new furniture or equipment is received in Central Receiving, arrangements for delivery and set-up will be initiated by the Moving Crew Foreman. A specific date will be set for the delivery and set-up. New materials, supplies, etc., will be delivered to departments without advance notification as they are received.
2. When the movement of existing furniture, equipment, or materials is required, Moving Services should be notified, using a Moving Request Form, as early as possible. The requesting department should allow time for the Moving Crew Foreman to inspect the items to be moved in order to assess the manpower and equipment that will be required for the move.
3. Boxes for packing files, desk contents, etc., can be ordered by contacting Materials Management. All desks, file cabinets, cabinets, etc. should be emptied prior to move. All contents are to be boxed and marked with room # to be delivered, if possible. When all items are ready to be moved, the requesting department should contact the Moving Crew Foreman to confirm the date of the move.
4. A representative from the requesting department shall be on hand to identify the items to be moved, and to indicate the specific location where the items are to be placed in the new location.
5. The responsibility for unpacking loose materials from boxes rests with the requesting department. However, someone from the Moving Crew will return to pick up the empty boxes.
6. Any moves or set-ups that will require manpower during other than normal working hours (8 a.m. – 5 p.m.) should be scheduled at least one week in advance.
Section 6.05.10 USE OF GEORGIA COLLEGE PROPERTY
Section 6.05.10.01 DEFINITION
Property owned by Georgia College & State University shall be used only for Georgia College & State University purposes. No employee at Georgia College & State University shall permit such property to be removed from any campus location of the University for use on either a rental or loan basis for personal use.
Property such as portable personal computers or similar items may be removed from the Georgia College & State University campus to the house of an employee or an off-campus site when the purpose is for Georgia College & State University business only. Such use shall be firmly controlled.
Section 6.05.10.02 PROCEDURE
1. Documentation stating the location and use of said property shall be on file and available at all times. The form entitled "Authorization for Use of Georgia College & State University Property at Off-Campus Locations" (see Exhibit 6.05-B) is to be completed.
2. Authorization by the appropriate Dean or Director is required to use Georgia College & State University property for university business use.
3. The Dean or Director is responsible for the implementation and documentation required under this policy.
4. Upon completion of the above form, the original is forwarded to the Materials Management Office at CBX 031; a copy is given to the individual using the property, and a copy is maintained in the approving Dean/Director's office.
5. When the property is returned to the Dean/Director's office, the date is indicated on the form, receipt is noted on the form by the Dean/Director, and a copy is forwarded to the Materials Management Office.