Asset Management

Asset Management Home

Our Role at UAlbany

Asset Management provides careful, responsible management of assets owned by the University at Albany, the Research Foundation and the University at Albany Foundation.

Our staff members have experience in all aspects of property control, inventory accounting and New York State surplus procedures. We use modern bar code labels and laser reader technologies to find, track and record equipment and furniture purchases, donations, and miscellaneous acquisitions. Our duties include:

maintaining an accurate accounting of campus assets
reconciling campus records with oversight authorities
maintaining the integrity of the computerized property system
adhering to the rules, regulations and procedures established by New York State, SUNY and the Research Foundation

Complete Annual Inventory

Asset Management conducts a physical inventory of all assets once a year.

Account Managers are notified at least two weeks in advance. Please notify our staff of any sensitive areas where departmental staff should accompany our staff members as they complete inventory.

Account Managers must verify that all assets used at off-campus sites are correctly recorded on the departmental inventory report. The Account Manager must also account for any assets that are not located during the physical inventory.

Asset Management must be notified when an employee leaves employment, especially if that person has been given approval for off-campus use of assets.

Report Loss or Theft

Any loss of assets, including cases of theft or vandalism, must be reported to Asset Management ([email protected]) and your unit's dean, director, department chair or project manager.

If the loss, theft or vandalism occurred on a UAlbany campus, you must report it to the University Police Department. If it occurred off campus, a police report must be filed with the local municipality's police department. Either way, a copy of the police report must be sent to Asset Management.

Lastly, if the loss, theft or vandalism occurred off campus, the borrower is financially responsible and the item replacing the lost asset must be of equal or greater value. All documentation related to the replaced asset must be sent to the Asset Management, which will tag the item accordingly.

Asset Tags

Tag New Assets

New assets must be tagged by our team at the time of acquisition.

Equipment and furniture purchases, as well as any purchases of components to enhance an existing piece of equipment or furniture, with a unit cost of $2,500 or greater, must be reported.
Laptops, desktop computers, and tablets with a unit value of $500 must be reported.

Asset Management reserves the right to tag assets at any cost. Whether an item requires a tag will be determined by our unit.

Report a New Asset

Once you have received and inspected a new asset costing $2,500 or greater, please download and print the New Asset Receipt Form.

You must complete the form in full, including identifying the New York State procurement card that was used to make the purchase and attaching any paperwork (copies of the invoice, packing slip, etc.).

Send your completed form and attachments via email ([email protected]).

Once we receive the form, we will contact you to make arrangements for tagging the new asset.

Assets purchased with New York State funds are identified with a gold property tag or a barcoded tag number ending in 00.
Assets purchased with Research Foundation funds are identified with a silver property tag or a barcoded tag number ending with in R0.
Assets purchased with both New York State and Research Foundation funds are considered state-owned assets, so all New York State regulations and disposal rules apply. These assets will be tagged as a New York State asset.

Procurement Cards

We strongly recommend all assets purchased with a New York State procurement card be tagged at the time of purchase to ensure campus services will be available for that item in the future.

All assets purchased with a procurement card are considered state-owned, so all New York State regulations and disposal rules apply. Cardholders must change the sub object for credit card purchases of equipment from 3095 to 7395 on the reconciliation screen in the Procurement Card system.

Identify a University Tag

From time to time, employees are asked to identify if an asset has been tagged or the type of tag affixed to an asset. You can use the samples below as a guide while reviewing and identifying tagged assets.

New York State Assets

Sample State Property Tags

The following samples would be used to tag assets owned by New York State that don't need to be inventoried annually.

Sample State Asset Tags

The following samples would be used to tag assets owned by New York State that must be included in the Annual Inventory.

Research Foundation Assets

Sample Research Property Tags

The following samples would be used to tag assets owned by the Research Foundation that don't need to be inventoried annually.

A sample of a Research Foundation asset tag. This tag is grayish silver, with the words "Property of the Research Foundation of SUNY."

A sample of a Research Foundation asset tag. This tag is grayish silver, with the words "Property of the Research Foundation."

Sample Research Asset Tags

The following samples would be used to tag assets owned by the Research Foundation that must be be included in the annual inventory.

A sample of a Research Foundation asset tag. This tag is white, with a black bar code and inventory number, and the words "Research Foundation for the State University of New York."

Sample Research Sponsor Tags

The following samples would be used to tag assets owned by research sponsors.

A sample of research sponsor tag. This tag is white, with red lettering. The tag says, "Property of Sponsor," with areas to write the grant number and ID number.

A sample of research sponsor tag. This tag is white, with red lettering. The tag says, "Property of Sponsor," with areas to write the award number and asset number.

University at Albany Foundation Assets

Sample Foundation Property Tags

The following sample would be used to tag assets owned by the UAlbany Foundation that don't need to be inventoried annually.

A sample of a University at Albany Foundation asset tag. This tag is white, with the words "Property of University at Albany Fund, Inc."

Sample Foundation Asset Tags

The following sample would be used to tag assets owned by the UAlbany Foundation that must be included in the Annual Inventory.

A sample of a University at Albany Foundation asset tag. This tag is white, with the words a black bar code and inventory number. There is also red text that says,"Property of University at Albany Fund, Inc."

Surplus Assets

Request Surplus Assets

Surplus supplies, devices, furniture and other equipment no longer being used by another UAlbany unit can be redistributed to your departmental area. You will become the custodian of these items and they will be assigned to your departmental account.

These items can only be used for official University business. They are not available for other New York State agencies or personal use.

Available surplus items have been determined to be in usable condition.

Review our available surplus.

To make a request, send a completed Surplus Shop Transfer Request Form to [email protected].

Relocate an Asset

Whenever an asset is relocated to another location, institution or sponsor, you must notify Asset Management.

Once you have reviewed the protocols for electronic devices and hazardous materials, please follow the instructions below to relocate an asset.

Relocate an asset elsewhere on campus

Use the Asset Relocation Authorization Form to relocate a New York State or Research Foundation asset to another location on a UAlbany campus.

Print and complete the form, and then send it via email ([email protected]).

Note: If you are relocating multiple assets, you must submit one form per asset.

Relocate an asset off campus

If you plan to use a New York State or Research Foundation asset off-campus or at a facility that is not part of your normal work area, you must obtain authorization from your unit's Account Manager by completing the Off-Campus Use Authorization Form.

Note: If you are relocating multiple assets, you must submit one form per asset.

Print and complete the form, and then send it via email ([email protected]). We will keep the form on file.

You must also notify our office when the assets have been returned to campus.

Transfer a Research Foundation asset

Use the Research Foundation Property Status Change Request Form to relocate a Research Foundation asset to another institution or to a sponsor, or to transfer the title to SUNY. Print and complete the form, and then send it via email ([email protected]).

If the sponsor owns the asset, you'll also need approval from the sponsor before the asset can be transferred.

New York State assets may only be transferred to other New York State agencies. Only under critical, unusual circumstances (such as retrenchment or a center/department closing) may a project director request permission to transfer asset(s) acquired through Research Foundation funds to New York State. In those instances, a project director must receive advanced approval for the transfer.

Accepting Assets from Another Institution

With the proper approvals, project directors may accept assets transferred from another institution to UAlbany, the Research Foundation or the University at Albany Foundation.

The transferring institution must send a list of the assets being transferred to Asset Management via email ([email protected]). That list must include a description of the assets, purchase prices, date of purchases, serial numbers, condition of the assets and any other pertinent information deemed necessary in identifying the assets.

Assets being transferred to the University at Albany should be sent to Procurement Services, Management Services Center 100, 1400 Washington Avenue, Albany, NY 12222.
Assets being transferred to the Research Foundation should be sent to Award Management Services, Management Services Center 312, 1400 Washington Avenue, Albany, NY 12222.
Assets being transferred to the University at Albany Foundation should be sent to the University at Albany Foundation, Business Office, University Administration Building, Room 226, 1400 Washington Avenue, Albany, NY 12222.

Once the transferred assets are received, Asset Management will tag the assets.

Please contact our team at [email protected] or 518-437-4596 with any questions.

Surplus an Asset

When a department has surplus, scrap, obsolete or reusable assets, those assets must be surplussed through Asset Management.

Once you have reviewed the protocols for electronic devices and hazardous materials, please follow the instructions below to surplus an asset.

Surplus a New York State asset

Notify our office of surplus assets by printing the State Property Status Change Request Form and sending your completed form via email ([email protected]).

Assets in good condition are taken to a surplus holding area and either redistributed elsewhere on campus or made available to other SUNY institutions, New York State agencies and local governments.

Assets in scrap condition are disposed of once our team receives approval from the New York State Office of General Services.

Surplus a Research Foundation asset

Research Foundation assets that are not needed for the project and are eligible for sharing, transferring or disposal should be approved and reported by the project director and department chair. Sponsor-owned assets must also have the sponsor's approval before they can be surplussed.

Notify our office of surplus assets by printing the Research Foundation Property Status Change Request Form and sending your completed form via email ([email protected]).

Assets in good condition are taken to a surplus holding area. Assets in scrap condition are disposed of.

Process a Trade-in

All trade-ins must be processed by Procurement Services, with approval from Asset Management. Whenever possible, older assets should be traded in for similar, newly purchased equipment.

New York State assets cannot be traded in on a Research Foundation purchase or University at Albany Foundation purchase.

Research Foundation assets can only be traded in for New York State assets if the Research Foundation asset is not owned by the sponsor and the project director and department chair approve the request.

University at Albany Foundation assets can only be traded in for New York State assets, or Research Foundation assets that are not owned by the sponsor, with permission from the University at Albany Foundation Director.

Protocols

Protocol for Electronic Devices

Contact ITS before any electronic device is sent to surplus: How to Surplus Computers, Phones, Tablets and Associated Peripherals

Information Technology Services (ITS) has established a Media Disposal, Destruction and Redeployment Protocol that governs the disposal or relocation of electronic media — including, but not limited to, computers, cell phones, printers and removable storage devices. This protocol is intended to prevent information stored on these devices from getting into the wrong hands.

Protocol for Hazardous Materials

Hazardous materials include, but are not limited to, biologicals, chemicals, oil, fuel, batteries, lamps, antifreeze, asbestos, lead, PCBs, mercury, radioactive materials and gases.

Asset Management and the Office of Environmental Health and Safety have created the following protocol to protect the UAlbany community and environment from exposure to or contamination from hazardous materials found in assets to be relocated, surplussed or disposed.

Step 1: Determine if hazardous materials are present

Before an asset can be relocated or surplussed, the department must determine if the asset contains any hazardous materials, hazardous waste and/or universal waste. If so, it must be removed before the asset can be relocated or surplussed.

Evaluate the asset visually and review any manufacturer's operator guides, specs, etc. Use our Checklist for Hazardous Materials to assist in your determination.

Step 2: Contact the Office of Environmental Health and Safety

If the asset is suspected to be contaminated with or to contain any hazardous materials, hazardous waste and/or universal waste, you must contact the Office of Environmental Health and Safety at 518-442-3495 before the asset can be relocated or surplussed.

The Office of Environmental Health and Safety will help you identify and, if necessary, remove hazardous materials. They will also pay for the disposal of any hazardous materials, hazardous waste and/or universal waste removed from the asset.

Step 3: Obtain clearance from the Office of Environmental Health and Safety

Once the asset has been evaluated by Office of Environmental Health and Safety, and any hazardous materials have been removed, the Office of Environmental Health and Safety will clear the asset for surplus or relocation. An employee from that office will attach a green clearance tag to the asset, with their signature and the date.

You may then submit the appropriate relocation or surplus forms to Asset Management. Please contact our team at [email protected] or 518-437-4596 with any questions.