Property Management

Property Management

Computer and other equipment purchased with tax-levy, non-tax-levy and grant and contract funds administered through the Research Foundation (RF-CUNY) is considered CUNY property and subject to asset management requirements. Unless you bought the device with your personal funds and did not seek reimbursement from CUNY or the RF, it is CUNY property.

SPH adheres to the CUNY Capital Asset Policy which requires all Colleges and Schools to track property ‘from cradle to grave’ – through acquisition, receipt, distribution, and disposal/return — in accordance with University guidelines and regulatory requirements. As part of this process, new property must be tagged, custodians must be recorded. Changes in location and disposition must be tracked, and a physical re-inventory of each item must be conducted annually. Colleges and Schools are required to meet an annual inventory threshold or be subject to financial penalties. The allowable threshold of items not found (NFD) is the lesser of $300,000 or 5% of the total asset value.

SPH utilizes the CUNYfirst Asset Management System to track and record assets and to conduct an annual physical re-inventory. SPH follows the procedures outlined in the Property Management Manual and CUNYfirst Asset Management Quick Reference Guide.

Effective asset management requires on-going collaborative between individual faculty and staff, academic departments, centers, institutes and various administrative departments and offices, most notably Purchasing, Facilities, IT, Public Safety and HR.

Faculty and staff:

* Are responsible for the care and custody of CUNY computers and other devices assigned to them.

* Are responsible for assuring that their new computers and other sensitive equipment are tagged with SPH ID tags and barcodes, upon receipt

* Must promptly notify the appropriate SPH Unit, (link below) to report or request any changes (e.g. relocation, transfer, damage, theft, loss or disposal).

* Must submit a completed “Off Campus Permit (TO be updated“Links”)to the IT Department

* Must bring in off-campus equipment annually for re-inventory.

* Are prohibited from transferring, disposing of or selling CUNY computers and other devices on their own; these actions are the School’s responsibility.

* Must return CUNY computers and other equipment at the time of separation.(Link to Off-boarding – to be added).

The following types of computer equipment used by faculty and staff are subject to CUNY’s asset management requirements:

* Computer hardware and other equipment (e.g. research, security and facilities equipment) with a purchase price ≥$5000, the useful life of which is more than two years from the date of acquisition

* Sensitive items with a purchase price <$5000 that are vulnerable to theft, such as laptops, desktops, tablets and A/V equipment (Other ancillary equipment, such as monitors, speakers and docking stations are not inventorial.)

(Other accountable assets include: software, smart, classrooms, works of art and intangible assets, such as copyrights, trademarks, patents and software.)

In order to assure that SPH maintains an accurate and complete inventory of its assets, the Facilities Office must be notified whenever the purchase of a new computer or other equipment is initiated, that is, prior to delivery.

 

Tax-levy and non-tax levy purchases
For computer and other equipment purchased through CUNYfirst with tax-levy and non-tax-levy funds, the SPH Purchasing Manager is responsible for notifying the Facilities Office when the purchase is initiated. Please refer to Purchasing Guidelines (Link to purchasing) for instructions on purchasing computer and other equipment.

 

RF Purchases
* Principal Investigators (PIs) and their designees who plan to buy computers and other equipment through the RF should make purchases via a Purchase Order (PO) or an RF P-Card. Procedures for making RF purchases can be found at[Add link to RF Purchasing Procedures].

* Making purchases with personal funds and attempting to seek reimbursement is highly discouraged.

* PIs or their designees are responsible for notifying the Facilities Office (facilities@sph.cuny.edu) when they initiate the purchase of a new computer or other inventorial asset.

* All SPH purchases must be delivered to the School (55 West 125 St, 7th Floor).

* Faculty and staff may not have computers or other equipment delivered to home locations.

* If a faculty or staff member requires equipment to be delivered to a location other than 55 West 125 St (e.g. large research equipment to be used at the CUNY Advanced Science Research Center [ASRC] or other off-site laboratory) it is his or her responsibility to notify the SPH Purchasing Manager at the time the purchase is initiated to make the necessary arrangements.

* The Office of the Dean is responsible for receiving all packages delivered to the School (Link to Mail and Delivery section.)

* If a computer or other piece of equipment is inadvertently delivered directly to a faculty or staff member without first going to the Dean’s Office, it is the recipient’s responsibility for notifying the Facilities Office, for providing a copy of the packing slip and PO and presenting the item for tagging.

* The Facilities Office is responsible for assuring that the equipment is tagged with an SPH ID/barcode and that the barcode is scanned into the CUNYfirst system. (The actual tagging and scanning may be done by either Facilities or IT.)

* The IT Department is responsible for setting up of new IT equipment and for recording pertinent information.

* Once tagging and set up are complete, the computer or other device will be distributed to the faculty or staff custodian.

* Faculty and staff who require off-campus use of mobile devices must fill out an Off-campus Permit.

* SPH assumes that all mobile devices (e.g. laptops, Macbooks and iPADs) are potentially used off campus, and therefore the custodian must complete an Off-Campus Permit, unless indicated otherwise.

* The custodian is responsible for obtaining IT, Public Safety and Facilities approval on the Off-campus permit and for submitting the completed form to the IT Department.

* CUNY requires that College and Schools conduct an annual re-inventory (audit) of sensitive items and property over the required tagging threshold. This includes CUNY computers and laptops that are used on- and off-campus. Failure to comply may result in funding reductions to the School or Department.

* A successful audit requires teamwork and collaboration between faculty and staff and the Facilities Office and IT Department.

* Each year, generally by the each spring semester), the Facilities Office will send (email) a “Notice of re-inventory” to all faculty and staff, informing them of the inventory requirements and schedule

* Faculty and staff are responsible for bringing off-campus devices to campus for scanning in accordance with the schedule. Faculty and staff do not need to be present in their work places when their on-campus computers and other devices are scanned.

* Mobile devices may be brought to the IT Helpdesk (Room 538) for scanning/re-inventory during operating hours.

Property Relocation, Transfer, Damage, Theft, Loss and Disposal

* Faculty and staff who require relocation of computer equipment, such as when they are changing work locations should contact facilities@sph.cuny.edu.

* If the device is to be used off campus, the faculty or staff member must complete an Off-campus Permit.

* Faculty and staff who require relocation of other types of equipment or furniture should contact facilities@sph.cuny.edu.

Faculty and Staff who require computer equipment to be transferred to another faculty and staff member (custodian) or to another CUNY campus should contact facilities@sph.cuny.edu.

* Faculty and staff who require repair or disposal of damaged equipment should contact helpdesk@sph.cuny.edu to arrange for pick up and repair or return.

* Faculty and staff requiring who require repair or disposal of other equipment and furniture should contact facilities@sph.cuny.edu.

Faculty and staff whose computer equipment becomes lost or stolen should contact Public Safety at 646-364-0272 or Public.Safety@sph.cuny.edu to report the incident.

Faculty and staff who no longer want or need computer equipment should contact the helpdesk@sph.cuny.edu to arrange for return and disposal by the School. Individual users should not dispose of or store such equipment on their own. It is the School’s responsibility for assuring that such equipment is returned and removed from inventory.