A. The Property Office is located within the Materials
Management Department, and is
responsible for the State property
inventory of California State University San Marcos.
Responsibilities include:
1. Maintain accurate accounting of the acquisition,
control and disposition of property.
2. Maintain up-to-date property records and
initiate all actions necessary to properly
carry out its function
with respect to property.
3. Reconcile to financial accounting
records of all capitalized equipment and
expenditures as reported in
official university financial statements. Notify Fiscal
Operations of any variances or
changes needed.
4. Tag all capitalized property in a timely
manner with a Cal State San Marcos
bar-coded identification number. The property remains so
identified as long as it
is in the custody of the
university. Assigned property numbers are removed only
by
the Property Office and only when
property is sold, scrapped, or otherwise disposed.
Should the identification number be
accidentally or mistakenly removed, notify the
Property
Office. Any additional identification used by a department should be applied
in
a manner that avoids confusion with the
state property number.
5. Solicit Deans, Directors, and Chairs to
appoint a Departmental Property Administrator
(see Section IIB).
6. Propose the disposition of
non-capitalized university property. Relocate or propose
the
disposition of
items in one of the following ways:
a. transfer between Cal State San Marcos departments.
b. donate to public schools or charitable organizations.
c. dispose of useable property at surplus auction.
d. dispose of unusable property through the university
Recycling and Waste
Management Program and/or Risk Management.
7. Propose the disposition of all capitalized university
property to the Property Survey Board
(see Section VII).
B. Departmental Property Administrators are designated
by a Dean, Director or Chair.
Responsibilities include:
1. Maintain up-to-date departmental records and initiate
such actions necessary to fully
inform the
Property Office with respect to the care, custody and
records involving said
property.
2. Conduct, in conjunction with the
Property Office, an inventory of the department a
minimum of
once every three years.
3. Promptly report any loss of
property to the University Police.
