This document describes the decals that are required for different kinds of property. It tells what information is contained on decals and the relationship of this information to property database records.
Federal regulations in OMB Circular A-110 specify that "Property owned by the Federal Government must be marked to indicate Federal ownership." The Research Foundation (RF) extends this policy to all property coming under its management, requiring a Research Foundation decal on all such items. Other sponsors may require additional decals. The decals serve to identify property uniquely for inventory procedures, for audit, and for insurance coverage.
All property coming to the Research Foundation through sponsored funds or for use in sponsored programs must be tagged with a Research Foundation decal. An example of a Research Foundation decal is given below:
In addition to being tagged with a Research Foundation decal, property that remains owned by a sponsor may require other sponsor decals.
All property owned by the federal government must have a decal that specifies "PROPERTY OF U.S. GOVERNMENT." An example of a U.S. Government decal is presented below.
Other decals may be required by nonfederal sponsors. An example of a sponsor decal is presented below.
The presence of a Research Foundation decal signifies that the Research Foundation is the management steward for that piece of property. The decal header must read "Research Foundation of State University of New York." The bar code relates to the asset number on the Property Control System database. With a bar code reader, important information can be transferred directly to the PCS. This information consists of campus code, equipment identification number, and stewardship designation. The bar code reader is optional; the same and more extensive information can be entered through on-line channels. The 10-digit alphanumeric code below the bar is the asset number and gives the following information:
If sponsors request that a contract number (grant number) and/or an identification number should be added to the decal, then the property control custodian is responsible for adding these number(s) to the decal. Sponsors do not require tracking of these numbers on a database, but the numbers should be added to the information that is included in the Additional Description fields of the PCS record.
Operating locations are encouraged to establish their own vendor for decals to keep better control over the decal acquisition process. However, the Office of the Secretary-Treasurer is available for assistance in providing Research Foundation, U.S. Government, and sponsor decals upon request.
In some cases, the property control office will need to supply their own sponsor decals designed at the operating location. These decals can be obtained from an independent vendor or the Secretary-Treasurer can assist in supplying them. U.S. Government and sponsor decals should provide space for entry of a contract number and an identification number.
Some sponsors, such as the Department of Energy, furnish their own decals with identification numbers already included. If these decals arrive after the operating location has applied their own sponsor decal, then the property must be revisited, the applied sponsor decal must be removed, and the new decal provided directly from the sponsor must be applied.
Each operating location is responsible for keeping a log of the decal numbers that they use so that orders for new decals will follow in the sequence previously assigned.
The operating location is responsible for the cost of decals, whether supplied from their own vendor or from Central Office.
For detailed information on how to tag property, consult document Adding Property Records to the Property Control System (PCS) in the Administrative Procedures section of this manual.
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