Location Change

Purpose

This document describes procedures used when property is to be moved to a new location.

These moves can occur when a project director or department determines that property would be more useful in a new location, when a project director transfers to a new work location and brings his/her property along, when the physical plant is modified, or when department restructuring occurs. The location fields of the PCS must be modified for all of these changes.

Temporary Changes in Location

Operations managers and their property control delegates need to know when property is temporarily moved on or off campus. The property must be available for inventory. Therefore, a reporting process needs to be established to keep track of these property movements. Usually some recordkeeping system is set up through the Property Control Office or the Security Office at each operating location for permitting and tracking temporary movements.

This temporary movement system should also be used when property needs to be used in several locations. The location of primary usage is entered into the PCS location fields. Then a temporary movement form may be filled out for the moveable property or modules designating alternate rooms in which the property may be used.

The time period for temporary placement of property should be set by the operations manager for what is considered appropriate control.

Permanent On-Campus Location Changes

If property is moved permanently to a new site at the same location, the PCS record for the property is identified through its asset number and the location data is modified appropriately. Similar changes in the location information must be made if the physical plant is remodeled (changing room numbers, etc.) or when departmental restructuring occurs.

Permanent Location Change Within the SUNY System

If the property is to be moved permanently to a new SUNY location, the procedure described in the following table is used.

Step

Action

1

Determine that the property move is acceptable with departmental, University, sponsor, and Research Foundation (RF) guidelines by consulting with the office of research at the operating location.

2

If the move is acceptable, document the intended move and approvals on Form F110, Property Status Change Request. The form must be signed by the project director, department chairperson, property control custodian, and operations manager.

3

Identify the property record on the PCS through its asset number.

4

Contact the receiving location and have them assign a new asset number appropriate for that location.

5

Move the property and, at the new location, ensure that the old decal is replaced with the new.

6

Initiate a new PCS record for the property using the PCS Transaction Update Form at the new location.

7

Confirm receipt of the item and retire the PCS record at the original location.

Permanent Location Change Out of the SUNY System

If the property is to be moved permanently to a new location that is not a part of the SUNY system, the following procedure is used:

Step

Action

1

Determine that the move is acceptable with departmental, University, sponsor, and Research Foundation guidelines by consulting with the Office of Research at that location.

2

If the move is acceptable, document the intended move and approvals on Form 110, Property Status Change Request. The form must be signed by the project director, department chairperson, property control custodian, and operations manager.

3

Contact the new location so that it can manage the incoming property with its own tagging and database recording procedures.

4

Move the property and send notification of shipping to the new location.

5

Retire the old record from active status on the PCS when notified that the property arrived.

6

Request that the original decal be removed.

Example

A project director working at SUNY Albany gets a three year grant from the DOD. During the first year of the project a microscope is furnished by the DOD. Title remains vested with the DOD but the grant account and property purchased with it are managed by the Research Foundation. The microscope is tagged with RF and U.S. Government decals. A record for the property is created on the PCS.

The project continues for one year and then the project director transfers to Dartmouth. The request for movement of this property is approved by the department, University, Research Foundation, and DOD. With transfer of the property to Dartmouth, the responsibility of the Research Foundation for this property terminates. The RF decal is removed and the PCS record retired.

Responsibilities

The RF operations manager is responsible for ensuring that

 

 

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