Inventory Policies
If you have any questions, please contact Property & Inventory Control at Ext. 22321.
To accomplish this, Department Heads are responsible for providing the name of a department liaison person to the Property & Inventory Control Office to assist them with the physical inventory of all campus assets valued at $1000 or greater. The persons acting as liaisons will be responsible for issues related to the inventory in their areas. Department Heads and liaisons will be given advance written notice of scheduled inventory date(s) along with a copy of their current inventory to review prior to the actual physical inventory. The appropriate Vice President or Chief Officer will be copied on all correspondence.
No equipment is to be removed from its assigned location without first obtaining your Department Head's signature on an Equipment Inventory Change Request form (interactive: can be filled out on-line, printed, and then mailed to the Inventory Control Office) or Off-Campus Equipment Loan form and forwarding it to Property & Inventory Control. These printable forms can be accessed here or by contacting the Property & Inventory Control Office. You should contact this office when you have any equipment, furniture, etc. to be moved or to designated for surplus or disposal. In addition, no University property is to be donated without the permission of Property & Inventory Control.
Stolen items must be immediately reported to the Campus Police and to Property & Inventory Control. Items deemed as "missing" during physical inventory and not located within 10 days will be referred to the Campus Police for review and may result in a department's inability to purchase equipment.
Inventory is tagged with a barcoded inventory label and maintained on the CCSU inventory system.
The Associate Chief Administrative Officer will annually request department heads to appoint a staff or faculty member as the department liaison for at least a one-year term. Liaisons will provide access to all department areas during physical inventories, report any changes of assets in their department, and serve as a source of information regarding Inventory Policies & Procedures for all faculty and staff
A full physical inventory of the university will be performed at least once a year. The results of the inventory will be reconciled at the department level and reported to the president, the departments' vice-president, the State Comptroller, and the Auditors of Public Accounts.
Used office furniture can be obtained by contacting the Property & Inventory Control Office. In the event such a disposal becomes necessary; please submit an Equipment Inventory Change Request form to Property & Inventory Control. be sure, in addition to an Equipment Inventory Change Request form indicating the barcode number, one includes BOTH a description of the asset to be removed from your department AND reason for removal. This form must be signed by the department head.
5. THEFT, VANDALISM, CRIMINAL OR MALICIOUS DAMAGE, LOST OR MISPLACED PROPERTY
Missing, lost/stolen, or vandalized property should be reported immediately to the Campus Police at X22375. Missing campus Computers, Laptops, and related equipment should be reported immediately to the Campus Police and also to the Chief Information Officer.
6. RELOCATION, TRADE-INS, RETURNS AND REPLACEMENTS
Relocation of Inventory to a New Building/Room or Department
The relocation or transfer of an asset must be reported immediately to the Property & Inventory Control Office via a completed and signed Equipment Inventory Change Request form. This form must include the barcode number and description of the item. If no barcode is found on the item record the following:
•If transferring to a different building/room within a department: list the new building/room number
•If transferring to a different department: list the new department, building and room location
Trade-ins, Returns & Replacements
When an asset is traded in, returned, or replaced by a vendor, both the Purchasing Department and Property & Inventory Control must be notified. Fill out an Equipment Inventory Change Request form (found here), and an OF-80 Return Authorization form (PDF).
Note: So that our assets can continue to be controlled electronically and meet State reporting requirements; please report any changes immediately. Retain a copy of all paperwork for your departmental records.
7. OFF-CAMPUS EQUIPMENT LOAN FORM
Under certain circumstances; an employee may be granted permission by the either both the department head and vice-president or by the Chief Administrative Officer to temporarily remove CCSU property for off-camps university related purposes.
An approved Off-Campus Equipment Loan form must be submitted to the Property & Inventory Control Office before any asset can be removed from campus. The form can be obtained from the department inventory liaison or the Property & Inventory Control Office. (Or by clicking on the above link.)
Upon request, you will be required to bring in the asset for inventory verification.
8. GIFTS TO THE UNIVERSITY
Anyone wishing to give a gift or donation of an asset to the university should be directed to contact the Vice-President for Institutional Advancement at 860-832-1766 or pettinico@ccsu.edu
9. LEASES
Leased equipment (i.e. copiers, etc.) is considered a part of the asset inventory and is reported to the State Comptroller and the Auditors of Public Accounts. Whenever a new, used, or leased piece of equipment either arrives at or leaves your department; please contact both the Purchasing Department and the Property & Inventory Control Office to ensure that reporting of this asset is handled properly.
10. REPRESENTATIVES
Please direct any questions or request for hardcopies of any Property & Inventory Control forms referenced here to either your departmental inventory liaison; or else Contact the Property & Inventory Control Office directly. There is also a link in the sidebar to Downloadable Forms; which you can print yourself to save time.
Gwen Brathwaite.....................Ext. 22321 or brathwaite@ccsu.edu
Michael Sangeloty...................Ext. 22358 or sangelotymie@ccsu.edu
Steve Van Voorhis...................Ext. 22343 or svanvoorhis@ccsu.edu
