A. The Property Office is responsible to
maintain accurate accounting of tangible
property for its life
as university assets, including the
disposition. Only the Property Office is
authorized as the official
university entity to propose the
disposition of all university property. The
Property Survey Board
will review all property requesting to be
surveyed with a value of $5,000 and over for
the best
interests of the State (see Section VII.B).
Eventually, all capital and non-capital
property will be
surveyed (removed) from inventory records as
determined by the Property Office (see
Section II.6)
Reasons for this survey are not limited to but
may include, trade-in, donation, sale,
theft, loss,
obsolescence or break down.
The following procedures must be followed to
remove property items from a department’s
inventory
records:
1. When it is determined that retention of
property is no longer in the best interest
of the
department, a Request for Property Survey
Report must be prepared by the departmental
property administrator and submitted for
approval and signature of the appropriate
Dean,
Director or Chair. The request to survey
property should include the Cal State San
Marcos ID
number and the reason why the property needs
to be removed from inventory. If the
property
has been lost or stolen, the accountable
individual is to immediately notify
University Police,
ext. 4567 and the Departmental Property
Administrator.
2. The
Property Administrator forwards a completed
Request for Property Survey Report to the
Property Office.
3. The
Property Office will pick up the property
and remove the property from departmental
records. If a department wishes to
permanently transfer property to another
department, the
property administrator will notify the
Property Office by means of a memo or email.
The
notification should include the property
identification number, the new department
name and
the location of the item(s).
4. The State
Administrative Manual, Section 8643, states:
"Employees will be charged with any
loss
and damages to State property due to their
negligence or unauthorized use."
5. Surplus
Computing Equipment
IITS is solely responsible for the purchase,
lease, support, maintenance and re-issue of
all
computing equipment on campus. Departments
should contact IITS with any computer needs.
When computing equipment becomes surplus to
the campus, IITS will prepare a Request for
Property Survey Report. Disposition of
surplus computing equipment will follow the
procedures
as listed in II.A.6.
B. Property Survey Board
Section 3520.2 of the State Administrative
Manual states: “Each agency will have a duly
appointed
Property Survey Board. It will be the
responsibility of the Board to determine
that the best interest of
the State is served in disposing of State
property. To the extent possible, there will
be a sufficient
number of members on the Board that both
business management and program
responsibilities will
be represented. At least two members of the
Property Survey Board will approve all
Property Survey
Reports.”
Cal State San Marcos has an appointed
Property Survey Board that includes the
Associate Vice
President for Finance and Business
Services, the University Controller, and the
Director of
Procurement & Support Services. The
Property Survey Board will review all
property requesting to
be surveyed with a value of $5,000 and over
for the best interests of the State. A
Property Survey
Report, STD 152, will be prepared by the
Property Office for submission to the Board
for review and
approval. The Survey report will list the
property to be surveyed, the reason for the
survey and the
proposed disposition.
The Director of Procurement & Support
Services will review the disposition of
property under $5,000
requesting to be surveyed. A Property
Survey Report, STD 152, will be prepared by
the Property
Office for review and approval of the
proposed disposition of property. Future
issues, discussions
and changes to the Property Accounting Policy
and Procedure will be brought to the
attention of the
Property Survey Board.
