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California State University, Long BeachCalifornia State University, Long Beach

Transfer/Survey of University Property

When University property has reached beyond its potential for usefulness to a department or to the University it will be disposed of in accordance with the Property Management Office (PMO) Transfer/Survey of University Property procedure. 

Responsibility and Authority

The Associate Vice President of Financial Management (AVP of FM) is responsible for ensuring the best interest of the University is served in the disposition of University property.  Each division has the authority to approve all property surveys/transfers for their respective division.  All inventoried item acquisitions and disposals are reviewed by the AVP FM on a quarterly basis.

Submitting Transfer/Survey Request of “Non-Inventory” Property

To request transfer or survey of non-inventory property, departments are to submit a request to the PMO via phone (562/985-4880) or email (Property@csulb.edu).   Appropriate Administrators may require additional department or divisional approval prior to submitting the request to the PMO.

The following information is to be provided when submitting a transfer/survey request to the PMO:

  • Item Description (including serial number, condition of item and year of purchase)
  • Department Contact Information  (Name and phone number)
  • As needed, date and time for department drop-off or pick-up (PPFM Work Order number if applicable).
  • Identify the recommended disposition: Remit to PMO (Campus Re-Utilization, Sale/Auction, Donation, Salvage/Junk), transfer to CSULB Dept, Transfer/Donation to Other Agency, Trade-In, Lost/Missing or Stolen.
  • Media Sanitization certification by the department IT Coordinator for media storage devices (i.e., hard drives, workstations, laptops, copiers, printers, faxes). 

Submitting Transfer/Survey Request of “Inventory” Property

To request transfer or survey of University inventory property, departments are to complete and submit the Property Survey/Transfer Request Form to the PMO.  The department is to recommend a disposal method per item listed on the form.  Disposal methods are: (1) Remit to PMO for Disposal, (2) Transfer to CSULB Department, (3) Transfer/Donation to Other Agency, (4) Trade-In, (5) Lost/Missing, (6) Stolen. 

The department is to obtain the following required approvals:

  • Media Sanitization certification by the department IT Coordinator for media storage devices (i.e., hard drives, workstations, laptops, copiers, printers, faxes);
  • Approval by the Appropriate Administrator (Level 4 – designated Division approver or back-up).
  • Appropriate Administrators may require additional department approval prior to division approval.  The form includes a department record keeper signature line for department use only.

Disposition Processing

The PMO will review the Property Survey/Transfer Request and determine the final disposition. 

Drop-Off and Pick-Up of Property

When a department indicates on the request that the department will drop-off the item at the PMO yard, the PMO will contact the department to coordinate the drop-off. 

When an item requires pick-up, the PMO will contact the department to determine the appropriate pick-up method.

The department is to identify a “point of contact”.  If no “point of contact” is identified, the point of contact will default to the originator of the request.

Disposition of Property

Transfer to CSULB Department

When transferring property to another department, departments are to indicate “Transfer to CSULB Department” as the disposition on the request.  For inventory items, the Department ID of the transferor and transferee department is to be entered on the form and approvals are required from both departments.

Transfer/Donation to Other Agency

When transferring/donating property to another State Agency, departments are to indicate “Transfer/Donation to Other Agency” as the disposition on the request.  The State Agency name and contact information (address, phone number, and Property Custodian name) receiving the property is required.

The PMO will coordinate shipment with the department and the other State Agency.  A copy of the request will be included with the property shipment.  Upon receipt of the property, the State Agency Property Custodian is to sign and return a copy of the Property Survey/Transfer Request form to the PMO.

Trade-In

When trading-in property to a vendor for a new property acquisition, departments are to indicate “Trade-In” as the disposition on the request.  The purchase requisition number is required.  To obtain the requisition number, the department should initiate (but not approve) a purchase requisition and include header comments stating “Trade In” and the Trade-In Dollar Value. 

Upon approval by the PMO of the “Trade-In”, the PMO will advise Purchasing and the department to proceed with approving the requisition.  The department will attach a copy (electronic or hard-copy) of the approved Property Survey/Transfer Request form to the requisition, update the header comment to include the Property Survey/Transfer Request form number and approve the requisition.  Purchasing will proceed with processing the purchase requisition and trade-in.  Once the purchase order is dispatched the department will coordinate pick-up and delivery with the vendor.  The department shall confirm pick-up with the PMO.  For inventoried items, the PMO will retire the item in the AM database.

Lost/Missing or Stolen

Departments are to promptly contact the University Police Department (562/985-4101) and the PMO (562/985-4889) when University property is lost, missing or stolen.  The University Police Department will file a police case report for all stolen items. 

When an item is determined to be lost, missing or stolen, departments are to indicate “Lost/Missing” or “Stolen” as appropriate as the disposition on the request.  The following information is to be included with the request: Date last seen, was item secured, was item in locked room, additional comments and precautions taken.  Requests for stolen items are to include the Police Case Report number and a copy of the Police case report.

The PMO will promptly notify the AVP of Financial Management and the CSULB Information Security Management and Compliance Office of all department lost, missing or stolen electronic computing devices and/or electronic media storage devices.

Remit to PMO for Disposal

When disposition identified by department is “Remit to PMO for disposal”, the PMO will determine the disposition.  Disposition methods include: Campus Re-Utilization, Sale/Auction, Donation, Salvage/Junk or Transfer to Other Agency. 

Campus Re-Utilization

Property that is disposed of by a department, but is deemed useable for other campus departments by the PMO will be available on a first-come, first serve basis.  Departments should contact the PMO regarding campus re-utilization.

Sale/Auction

Property that is deemed suitable for sale by the PMO will be sold via auction.  Auction proceeds distribution is determined by the PMO.   Pick-up charges will apply when special handling is required.  The PMO will advise the department prior to auction when special handling charges will apply.

Donation

Property that is deemed suitable for donation by the PMO will be donated as appropriate for the item to educational institutions, public agencies and non-profit organizations.  All University property donations must be processed through the PMO.  Departments may submit requests to the PMO that property be donated to a designated educational institution, public agency or non-profit organization. 

Any non-profit organization may apply for University property donations.  The organization must submit a request on letterhead to the Property Management Office (MS5802), 1331 Palo Verde Avenue, Long Beach, CA 90840, with a copy of the non-profit organization’s 501(c)3 certification.

Salvage / Junk

University property that is deemed useless, irreparable or dangerous will be discarded.  The PMO in coordination with PPFM allocates these items to the appropriate recycle / waste program. 

Departments may submit requests to the PMO to view these items to identify salvage parts that are appropriate for University business purposes.  An itemized receipt will be completed by the PMO and signed by the department for salvage items identified and received by the department.

Completion of Disposition Processing

An electronic copy of the request is returned to the department at the completion of disposition processing for department records.

Summary Property Survey Report

On a quarterly basis, a summary Property Survey Report is submitted to the Associate Vice President, Financial Management for campus review and oversight of all University property.


Please contact the Property Management Office at 562 /985-4889 or property@csulb.edu if you have any questions.