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California State University, Long BeachCalifornia State University, Long Beach

ADMINISTRATIVE GUIDELINE

University Property Guidelines

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Guideline Contents

  • Responsible University Officer:
    Associate Vice President, Financial Management
  • Primary Guideline Contact:
    Support Services Manager

PURPOSE AND SCOPE

The state legislature has delegated authority concerning personal property to the California State University (CSU).  The CSU Board of Trustees further delegates such authority to campus presidents and/or designee pursuant to Executive Orders 409 and 649 and the Integrated CSU Administrative Manual (ICSUAM) Sections 3150.01, 3151.01 - 3151.04 and 3250.01.  Accountability for the management of University property ultimately rests with the President.  By administrative appointment, the President has delegated this authority to his designee, the Associate Vice President of Financial Management. 

The purpose of this policy is to ensure the efficient operation of California State University, Long Beach, (“University”) by providing guidelines for the accurate accounting, control, use, safeguarding and disposition of University property and for the care, restitution, sale or destruction of unclaimed or abandoned property.

GUIDELINE STATEMENT

It is the policy of the University to record, control, use, safeguard and dispose of University property and to care for, return, sell or destroy unclaimed/abandoned property in the most effective and efficient manner possible towards the accomplishment of University goals and objectives.

Procedures have been established and responsibilities defined to maintain uniform accountability of University property and unclaimed/abandoned property.

For any asset purchased for use by the University, using Research or 49er Foundation funds may qualify to be transferred to the University at the time of receipt and recorded in PeopleSoft Asset Management.

This policy applies to all campus departments and employees of California State University, Long Beach.

Asset Definitions

  1. Capitalized Equipment: Capitalized Equipment is defined as tangible, non-consumable property that meets all of the following criteria:
    1. A unit acquisition cost of  $5,000 or greater (including all costs incurred to acquire and to ready the asset for its intended use, such as purchase price, applicable tax, freight, etc.),
    2. An estimated life of greater than one year,
    3. Not permanently attached to or incorporated into University buildings and grounds, and
    4. Used to conduct University business.

    All capital equipment is inventoried, tagged by the University and recorded in PeopleSoft Asset Management.

  2. Non-Capitalized Equipment: Non-Capitalized Equipment is equipment that does not meet the criteria to be capitalized. These assets are not inventoried in Peoplesoft Asset Management, and not tagged, with the exception of sensitive equipment.
  3. Sensitive Equipment: Equipment that is not capitalized, valued at less than $5,000 and includes the following:
    1. Firearms - equipment delegated to University Police for tracking and tagging.
    2. Motorized vehicles – equipment registered with the Department of Motor Vehicles.
    3. Portable Computing Devices containing Level 1 data approved to be saved on the hard drive by Level 4 Appropriate Administrator or above.

Sensitive equipment, excluding firearms will be inventoried, tagged by the Property Management Office and recorded in PeopleSoft Asset Management. Portable Computing Devices containing Level 1 data will only be tagged by the Property Management Office with the written approval of the Appropriate Administrator. It is the responsibility of the individual campus departments to notify the Property Management Office if sensitive equipment, approved to contain Level 1 confidential data has been acquired. Details on confidential data can be found at: http://daf.csulb.edu/offices/vp/information_security/information_classification_standard.html or by contacting the Office of Information Security at 562- 985-4818.

Assets Tagging and Tracking

University property (capital and certain sensitive equipment) is tagged by the Property Management Office, and recorded in PeopleSoft Asset Management, whether the assets are processed through the central Receiving warehouse, or purchased off-site and delivered directly to a college or department. It is the responsibility of the department who purchased the equipment to contact the Property Management Office and ensure the appropriate tagging process occurs

Departments are also responsible for tracking all other equipment not included in PeopleSoft Asset Management.

Disposition of Assets

The disposition of all University property is managed by the Property Management Office. The individual colleges and departments are responsible for the media sanitization certification of all media storage devices.

 

PROCEDURES

Click on the below link to get to the Procedures page on the CSULB website: http://daf.csulb.edu/forms/financial/procurement/property_management/procs.html

  • Acquisition of Property
  • Electronic Media Sanitization Process (Information Security Management and Compliance Office)
  • Electronic Media Sanitization Certification
  • Loan and Use of Property
  • Maintaining Property Records
  • Personal Use of University Property
  • Personally Owned Equipment
  • Physical Inventory
  • Printer Cartridge Recycle Program
  • Property Audits
  • Property Maintenance & Security
  • Receipt and Tagging of Property
  • Transfer/Survey of University Property
  • Lost & Found
  • Update of Department Contacts and Approvers
  • UR&D Accepting Gifts-In-Kind Policy

FORMS AND INSTRUCTIONS

Click on the below link to get to the Forms and Instructions page on the CSULB website: http://daf.csulb.edu/forms/financial/procurement/property_management/index.html

  • Department Property Checkout Log
  • Employee Clearance Certificate
  • Media Sanitization Certification Form
  • Off-Campus Loan Form
  • Physical Inventory Certification Form
  • Property Survey/Transfer Request Form
  • UR&D Gift Transmittal Form and Gifts-In-Kind Notification Form

ADDITIONAL CONTACTS

Subject Contact Phone Email
Guideline Contact Chris Ramirez (562) 985-7737 Christopher.Ramirez2@csulb.edu
Subject Matter Expert Chris Ramirez (562) 985-7737 Christopher.Ramirez2@csulb.edu

APPENDICES AND RELATED INFORMATION

Related Information

Click on the below link to get to the Property Roles and Responsibilities page on the CSULB website: http://daf.csulb.edu/forms/financial/procurement/property_management/info.html

Related Chancellor’s Office Policies:

FAQ

NA

HISTORY

Issue Date: August 1, 2011

Last Review Date: February 19, 2016

Amended Date: January 15, 2016

Amended Description: U-PASS changed from ID Card to TAP Card and eligibility defined