Property Control

Mission
Property Control maintains accountability of University inventory and provides moving services of furniture and equipment for the campus community. The Receiving Section of Property Control is responsible for ensuring positive control of incoming shipments, temporary warehousing of inventory awaiting disposition, and transferring obsolete equipment and furniture from the University inventory.

USER'S REFERENCE MANUAL

Table of Contents

General Information Receiving Equipment I. Overages, Shortages and Damages II. Returns to Vendors Identification of Property I. Tagged Items II. Non-Tagged Items III. Grant Property IV. Engraved Items V. Foundation-Supported Departments Inventory Procedures for Equipment I. Delegation of Property Management Responsibilities II. Departmental Inventories (Capital Equipment) III. Departmental Inventories (Non-Capital Equipment) IV. Software Inventory Security of Equipment I. STOP Tag Procedures for Receiving Property I. Purchase of New Equipment (except data/word processing) II. Gifts and Donations III. Surplus Property Purchases IV. Loaned Equipment V. Excess Property VI. Word/Data Processing Equipment VII. Purchasing Card Users Procedures

Procedures for Movement of Property I .General Guidelines II. Moves Requiring the Moving Crew (Property/ Supplies) III. Off-Campus Repairs IV. Off-Campus Use/Property Pass V. Small Asset Tracking Form VI. Transfers Between Departments Trade-In of Property Miscellaneous Guidelines I. Privately Owned Property II. Classroom Furniture III. Stolen or Missing Property IV. University Clearance V Forms Availability Storage I. Privately Owned Property II. Records III. Furniture Records Retention and Disposal (RR and D) Purchasing Card Acquisitions

GENERAL INFORMATION

Morgan State University is an agency of the State of Maryland and is required by law to regulate and control all property and equipment in its possession. State of Maryland administrative procedures require that the University capitalize and carry on its inventory all equipment that has an acquisition value of $500 or greater (sensitive items $250.00 or greater). Non-capital equipment is not reportable for financial reporting purposes.

To efficiently control the amount of dollars involved in the administration and control of fixed assets, equipment and departmental materials, the State and the Office of the Vice President for Finance and Management recommended the following:

Department Chairpersons are the Property Officers for Fixed Assets located within their departments. They may assign responsibility to an Accountable Officer. However, the Department's Chairperson is ultimately responsible for the asset.

Administrative Departments: Department directors are the Property Officers for the equipment located within their departments. They may assign responsibility an Accountable Officer. However, the Director is ultimately responsible.

The State provides policy and procedures that the University's President administers. He has delegated the responsibility and authority for carrying out these duties to the Director of Property Control. The department is responsible for maintaining all records regarding the acquisition, disposal, transfer, and location (building and room number) of all Morgan State University capital assets (including trade-ins, foundation, grant acquisitions, gifts and donations). In addition, Property Control is responsible for managing and ensuring that other University departments conduct a physical inventory at least once every three (3) years and a sensitive item inventory every year. Accurate records must be maintained of all transactions.

Each Property/ Accountable Officer is required to maintain an accurate inventory of all property within his/ her area of responsibility, to adhere to all procedures and regulations pertaining to State/ MSU property and to cooperate with the Property Control Department in ensuring that all property is physically inventoried. Each department's Property Officer will appoint an Accountability Officer. The Accountability Officer is responsible for the department's property accountability and compliance with established procedures and acts as a liaison between the department and Property Control. The Accountability Officer handles all paperwork and maintains records for the department. All personnel within the custodial department will go to the department's Accountability Officer when they need to report stolen/missing property, or need to move, transfer, dispose, etc., of any State/ MSU property. The Accountability Officer must also notify Property Control of any property acquired through other than normal channels (MSU Purchase Order), such as construction or contractual agreements, surplus property, gifts to the school, transfers from other state agencies, and even the recovery of stolen property. This includes non-capital (less than $500) equipment. If the person(s) handling this assignment is newly appointed or changes, Property Control must be notified. The Property Officer and Accountability Officer will be appointed in writing.

The following section contains a complete set of procedures regarding the handling of State/ Morgan State University Property. Should there be any questions, call Property Control on extension 3114 or 1605.

RECEIVING EQUIPMENT

All goods purchased via a Purchase Order by the Procurement Department are centrally received at the Washington Service Center Receiving Section. All deliveries and returns must be processed through the Property Control Department. If vendors make Purchase Order deliveries directly to departments, the departments should redirect the delivery to the Washington Service Center's Receiving Section. Prepaid magazines, subscriptions and special items will be shipped directly to the department.

A receiving report is made for each item received by the Receiving Section. The receiving report is used to ensure items are paid for in a timely manner. It is necessary to have a receiving report properly prepared, verified, and submitted to Accounts Payable within 24 hours of receipt of goods. The receiving clerk is responsible for the completion of that receiving report. Additionally, it is within the Receiving Section that items to be tagged as Fixed Assets are identified, recorded, and tagged.

1. Overages, Shortages and Damages

All items delivered to the Receiving Section are to be opened and inspected within 24 hours of delivery. Items received are to be compared with the University's Purchase Order for conformance and also for general condition of items. If items conform to the Purchase Order and are in good condition, they are delivered to the department.

Upon receipt of items, the requestor is urged to immediately check the contents of shipments for conformity with the packing slips. If there is a shortage, overage, damage and/or incorrect item, the Receiving Section should be notified immediately.

2. Returns to Vendors

Note: No shipments will be returned without approval of Procurement. Procurement is responsible for all adjustments with suppliers and claims against carriers.

1. Departments are asked not to return items purchased through Procurement directly to vendors, but rather through the Procurement Department. Adherence to this procedure will permit the Procurement Department to properly document returned goods, and assures credit to the appropriate accounts. The following procedures are used to return an item to a vendor:

   1. Complete a "Return to Vendor" form and forward it to the Procurement Department.

   2. The Procurement Department will conduct the necessary coordination with the vendor and carrier (UPS, FedEx, etc.). The Department returning the item(s) will be responsible for the shipping costs if the item(s) is to be returned due to the fault of the University. The vendor is responsible for shipping costs if the item(s) is returned due to no fault of the University.

   3. The Procurement Department will coordinate with Accounts Payable so that the payment process can be addressed.

   4. The Procurement Department will coordinate with Property Control to pick up the item(s) to be returned.

   5. Your department must complete the repackaging of the item(s) as needed and have it available for pickup.

   Note: Damaged and/or non-conforming items are to be noted in the comment section of the Receiving Report.

2. Items that are initially inspected in the Receiving Section and are found to be damaged or they do not conform to the Purchase Order specifications will not be accepted. The requesting department will be notified. The goods are held in the Receiving Section and the Procurement Department will be notified immediately. Procurement will make the necessary vendor contacts and advise the Receiving Section of the disposition of the damaged/ non-conforming goods (i.e. mail back to vendor, hold for vendor pick-up, etc.). The Procurement Department will confirm all vendor contacts in writing.

IDENTIFICATION OF PROPERTY

1. Tagged Items

   Any Fixed Asset (item $500 or greater) or sensitive item ($250 or greater) will be tagged with an adhesive barcode label. This label will carry a unique identification number and barcode along with the words "Property of the State of Maryland, MORGAN STATE UNIVERSITY". Under no circumstances should this tag be mutilated or removed. Property and equipment, which is considered as non-capital, will not be tagged with a barcode label; however, it will be tagged with a label identifying it as "Property of the State of Maryland, MORGAN STATE UNIVERSITY".

2. Non-Tagged Items

   Certain property, while meeting the $500 limit, by its very nature or the circumstances of its use cannot be tagged. In these cases a "Property of the State of Maryland, MORGAN STATE UNIVERSITY" property tag label will mark the item. In cases such as this, the item's serial number, if applicable, will be recorded. This serial number should be listed in all correspondences. Certain other property such as a musical instrument or an anatomical model, which cannot be tagged, will likewise be carried on the computerized inventory data system and where possible will be engraved with the words "Property of the State of Maryland, MORGAN STATE UNIVERSITY" and the tag number.

3. Grant Property

   Grant Property purchase orders will have budget account codes beginning with the numbers 4 or 5, which is assigned and/or approved by General Accounting. The Principal Investigator must notify Property Control of Grant Property acquired.

4. Engraved Items

   Property Control personnel will engrave certain items with the corresponding State of Maryland, MORGAN STATE UNIVERSITY property tag number. This number should be referenced in all correspondence regarding the item. In no case should this number be removed or defaced without prior permission from the Inventory Control Section.

5. Foundation- Supported Departments

   In order to ensure proper inventory control and proper labeling, all property and equipment purchased with funds from the Morgan State University Foundation must be received in the Washington Service Center. In addition, departments are not permitted to pick up items from a vendor.

INVENTORY PROCEDURES FOR EQUIPMENT

Each Dean/ Department Head and Property/ Accountable Officer share a joint responsibility to ensure the State/ University property entrusted to his/ her care is maintained and safeguarded to the best of their ability. Property items, valued at $500 or greater (capital items) are inventoried centrally for each department using their TBM 300 Report. Responsibility for this property and equipment rests with the unit manager/ department head where the equipment is assigned. Accurately maintained equipment records, including periodically inventorying the items, is the responsibility of the Department Property Officer. Inventories of equipment with unit values of less than $500 and are not classified as sensitive is maintained centrally. Responsibility for controlling these items rests entirely with the unit/Department's Property Officer where the equipment items are assigned.

1. Delegation of Property Management Responsibilities

   1. Duties: To ensure effective accountability of State/ University property responsibility shall be delegated to Property Officers. Custodial responsibilities shall be delegated to Accountable Officers. The manner in which these responsibilities are delegated will depend on the size and amount of property of the division and department. The requirement is in accordance with State of Maryland Regulations.

      1. Duties of Property Officers
         a. Appoint in writing, other Property Officers as deemed necessary.
         b. Appoint in writing, Accountable Officers as deemed necessary.
         c. Initiate and implement division/ department specific internal inventory control procedures as necessary.
         d. Responsible for all property assigned their division/ department.
         e. Ensure physical inventories of personal property are conducted and reconciled.
         f. Review and approve request for property transfer and property disposal.
         g. Report missing and stolen property.
         h. Ensure a thorough search for missing property is conducted.
         i. Maintain records of all personal property assigned to the department/ division.
         j. Ensure a record of sensitive property within the division/ department is maintained.
         k. Ensure that items susceptible to theft are properly secured.

      2. Duties of Accountable Officers
         a. Appointed by the division Property Officer.
         b. Assume custody of all University personal property assigned to their department/ division.
         c. Know the location at all times of all assigned University property.
         d. Conduct and reconcile physical inventories of assigned University personal property with assistance from Property Control.
         e. Certify, in writing, the accuracy of the physical inventories.
         f. Sign all requisitions and receipts for incoming personal property.
         g. Ensure that equipment is properly marked and identified.
         h. Inform employees that they are personally responsible for the use and care of University property in their custody or under their control and for reporting losses promptly to the Department of Public Safety.
         i. Ensure that an Off Campus Property Pass is obtained prior to being taken off campus.
         j. Report missing, stolen, and damaged property to the Property Officer and the Department of Public Safety immediately upon discovery of loss or damage.
         k. Keep Property Officer informed of any excess of unserviceable property.
         l. Keep Property Officer informed of any personal property related issues.
         m. A record must be maintained of all property passes.

      Accountable Officers should be supervisory or administrative employees with sufficient authority to direct the care and proper utilization of State/ University property assigned to them.

   2. Internal Audit: Internal audit personnel will verify the accuracy of inventories by sample counting, verify the reconciliation of individual inventory records by physical count of a reasonable number of items and evaluate any phase of physical inventories.

2. Departmental Inventories (Capital Equipment)

   1. Inventory and Property Control Reports: Departments are required to assist the Property Control representative(s) in the taking of a thorough and complete inventory of all property and equipment in their possession. Departments will be notified in advance of the month in which the inventory will be taken. The department will be required to assign one of more people to assist Property Control in completing the physical inventory.

   2. Property Control will perform unannounced inventories (Special Inventories) to verify the accuracy of departments' inventories and assist in stolen assets paperwork. The department will be required to assign one or more people to assist Property Control in completing the physical inventory.

   3. Property Control will issue a Preliminary Report showing the results of the physical or special inventory and provide inventory guidance.

   4. The Preliminary Report consist of:

      1. Cover memo explaining the results of what is required of each department. This should be carefully read.

      2. Blank Inventory Response Form

      3. An Inventory Verification List (TBM300), (Appendix C) becomes an authorized registered document when first signed by the department's Property/ Accountable Officers and lastly signed by the Property Officer of MSU whose office is located within the Property Control Department, Washington Service Center. It is used during periodic inventory evaluations and to record such daily activities as transfer and missing fixed assets. The TBM300's availability and condition codes are indicators that allow it to be signed by a Property or Accountable Officer even when there are problems related to particular fixed asset line item(s). The Property Officer or the Accountable Officer may utilize the report as a checklist. The heading indicates the department and the custodian responsible for the assets listed. Information on this report helps one identify the assets he/ she is responsible for. When the Accountable Officer and the Inventory Control Representative agree on all fixed asset availability, conditions and that the line items are applicable to his/ her custodianship, the listing then may be signed. Once signed, it becomes a registered document that remains in his/ her file in Property Control. When the department assigns a new Accountable Officer, a new TBM300 listing will be produced by the Inventory Control Section. The Property/ Accountable Officers will review the new TBM300 Listing prior to its signing.

   5. All discrepancies (i.e., missing property) are to be explained on the Inventory Response Form. The Property/Accountable Officer must sign the Property Accountability/ Responsibility Statement and return it and the Inventory Response Form to Property Control within 10 working days after receiving the Preliminary Report. No other form of response will be accepted.

   6. Only verifiable explanations of discrepancies can be accepted. For example, a properly executed Property Control Action Request Form (PCAR) for a transfer of property is acceptable. Also, a report of a theft to the University Police, which they can substantiate, is acceptable. If the Dean/Department Head or Property Officer determines that an item is truly "missing", a police report must be filed explaining the circumstances of the disappearance, including what steps were undertaken to locate the equipment. Your explanation would read "See Police Report Number _____". However, a discrepancy explained by a statement, such as "cannot be located" or "missing," is not valid. The Accountable Officer's signature on the Inventory Verification List (Form TBM300) signifies the Property/ Accountable Officers accepts responsibility for all the property noted on the printout. Also, items having an investigative of pending Inventory Control Condition Code placed next to them are not the responsibility of the Property or Accountable Officers until such time as an agreed upon or substantiate reason is validated. Be mindful that the Accountable Officer is an official representative of the Dean/Department Head or Property Officer.

   7. Once the inventory response has been verified, approved, and processed by Inventory Control, the department will receive a Final Report of the updated inventory (Form TBM300). They should verify the accuracy of the data and advise Inventory Control of any corrections.

   8. In any case, where there are discrepancies concerning missing property, the Accountability Statement must be signed by the Property and Accountable Officers and returned to Inventory Control before the inventory can be considered complete. Missing property will remain on the records until such time as the Maryland State's Department of General Services approves their authorization for removal. Departments should maintain a copy of their printout for future reference.

3. Departmental Inventories (Non-Capital Equipment)

The following guidelines should be used in controlling non-capital equipment:

1. Each Dean/Department Head has custodial responsibility for all non-capital equipment and should use adequate safeguards such as locks, cabinets and limited access storerooms. At a minimum, the department (or other unit as appropriate) should maintain a list of all non-capital equipment not included on the University's perpetual inventory system. At the department's discretion, the list may be manual or electronic. The list should show the asset description, actual cost (estimate cost if actual is unavailable), serial number, and individual responsible for the item(s). Items not owned by the University should be included on the list and custodial responsibility properly assigned.

2. Non-Capital Equipment should be tagged or engraved by the department to the extent practical. Property tags are provided by the Property Control Department or engraving by request and scheduling.

3. Periodically, the Manager/ Department Head or his/her designee should inspect the items listed to ensure they are still on hand. After inventorying the equipment, the inventory list should be updated and retained.

4. Software Inventory

All administrative software that is purchased by the Information Services Department for implementation at administrative offices is the responsibility of the Director of Information Services. Software is installed at users workstations and users are provided the hard copy documentation; however, original software diskettes are not left at the user sites.

All original software diskettes must be retained in the Information Services Department. This includes all software purchased as part of the IS Action Plan (see MSU IPP) or from Information Service funds, and includes but is not limited to WordPerfect, Excel, Quattro Pro, Microsoft Publisher, PageMaker.

Users should understand that IS software that is purchased for a particular department and installed on hardware units in that department is for the exclusive use of that department only. Specifically, users are not allowed to make copies of the software installed on their workstations for any reason. Users are especially cautioned against the following:

• making copies of their software for distribution to other users in their department (i.e., do not copy software from one machine to another machine),
• making copies for personal use at home,
• making copies for users in other departments,
• making copies for students or for use in classroom environments.

Failure to comply with the strict limitations against software piracy could seriously jeopardize the privileges granted to the University under various site licenses agreements and could result in legal action against the University.

It should be noted that software procurements must be from authorized sellers and if the software has any date- keeping ability, it must be century compliant or Year 2000 compliant.

SECURITY OF EQUIPMENT

Small office machines such as typewriters, calculators, tape recorders, etc., are more susceptible to theft than other types of equipment. Departments are reminded that security devices are available to help prevent thefts of some of these items. Keys to these security devices must be properly protected. Where practical, unsecured small items should be placed in locked cabinets at the end of each working day. During absences from the office, doors should be closed and locked. It is the ultimate responsibility of the department head to insure adequate security measures are in place.

1. STOP TAG

   Stop Tags are theft deterrent labels used nationally by government and civil institutions. It is the product of choice at Morgan State University for computers, copiers, and other pilferable equipment. Persons interested in the STOP Tag product and how it works should contact the Property Control Department at extension 3114.

PROCEDURES FOR RECEIVING PROPERTY

1. Purchase of New Equipment (except data/ word processing)

   Any property with a value of $500 must be either physically tagged or engraved. Property Control will do this on a scheduled basis. All audio-visual and/or data processing equipment requiring engraving must be fully tested and approved for acceptance by the assigned department prior to actually being engraved. Defective equipment that has been engraved generally cannot be returned for credit. Please allow time for testing and engraving in any plans for acquiring equipment.

2. Gifts and Donations

   Gifts do not become University property until officially accepted by the President. This responsibility has been delegated to the Office of Finance and Management. The Office of Finance and Management will initiate the request for presidential approval. After this is obtained, Finance and Management will notify the Property Control Department in writing of acceptance. Gifts left at the University prior to acceptance approval must be reported to Property Control as being "on loan". The tagging, engraving and inventorying of accepted gifts will be handled through Property Control.

3. Surplus Property Purchases

   In order to purchase property from the Maryland State Agency for Surplus Property, and authorization card must be obtained, in advance, from the Procurement Department. Upon return of the card to Procurement, a list containing make, model, serial number, price, location, and contact person must be submitted to Procurement. At the same time, arrangements for the tagger/engraver of qualified equipment can be made with the Inventory Control Department. Failure to provide such a listing can result in a suspension of a department's card privileges.

4. Loaned Equipment

   1. Any equipment on loan to the University from a non-State agency for official use should be reported immediately to Property Control. The University carries no insurance that would cover the loss of loaned equipment. Any losses would be the responsibility of the using department. This should be kept in mind when accepting loan equipment.

   2. If a department wishes to temporarily loan any equipment (e.g., typewriter, calculator, etc.) to another department, it is the responsibility of the department to complete a PCAR, which indicates the description of equipment loaned, termination date of the loan, and the department to which it was loaned. The completed form must be sent to Property Control with the Department Head or Property/ Accountable Officers signatures for both the lending department and the receiving departments; department property records may then be updated to reflect the loan. Responsibility and accountability of such property rests with the lending department. When the equipment is returned to the lending department, the Department Head (or Property/ Accountable Officers) must advise Property Control of the building and room number in which the equipment is now located so that the property records can be updated.

5. Excess Property

   Excess Property may only be turned-in by Accountable Officers that are authorized to use the EPCN (Excess Property Control Network) Process. All departments must contact their Property/ Accountable Officer when there is excess property to be disposed of before notifying the Property Control Office. Authorized Property/ Accountable Officers have attended a training session conducted by the Property Control Office and have been given a State of Maryland authorization number.

   If you are a Property/ Accountable Officer and have not attended an EPCN class, contact the Property Control Office, extension 3114. Property Control will inform you when the next training class is scheduled or provide a one-on-one training session for you.

   The Excess Property Control Network (EPCN) is the only authorized process for disposing of excess State/ University Fixed Assets. The State has made this reporting system mandatory.

6. Word/ Data Processing Equipment

   The purchasing of new DP equipment should be coordinated through Information Services. Once delivered, an inspection and testing must be done prior to the equipment being tagged and/or engraved. After this tagging/ engraving has been completed, the equipment can be delivered to its user. The pre-acceptance testing will prevent the engraving of incorrect, damaged, or defective equipment, which could prevent returning it to the vendor.

7. Purchasing Card Users Procedures

   When using the Purchasing Card Menu screens, cardholders will input departmental responsibility for equipment and fixed assets purchased by selecting the appropriate department (where the items will be housed) from a drop down window. Correct entries should also be made for the Contact Person and the Building and Room on the same screen. For inventory purposes, equipment and furniture that costs over $500 or sensitive items that costs over $250 (i.e. computers, servers, laptops, palm pilots and weapons) are recorded here.

PROCEDURES FOR MOVEMENT OF PROPERTY

1. General Guidelines

   All transactions involving property require the submission of a properly filled out and signed Property Control Action Request Form (PCAR) to Property Control prior to any action being taken.

   1. A complete PCAR Form is required prior to an interdepartmental transfer or a report of theft of property, etc. The PCAR Form may be obtained from the Property Control Office. Once the form is filled out, it may be faxed (ext. 8368) back to Property Control.

   2. The scheduler in Property Control will assign a date and contact the requesting department to inform them of the date for the relocation property move. Please give consideration as to timing and allow for processing and other moves when planning and requesting your move(s).

2. Moves Requiring the Moving Crew (Property/ Supplies)

   To execute the moves of property and equipment, PCAR signed by the department head must be completed and sent to Property Control. Property Control will make the necessary update of the inventory record. Instructions for preparing the Moving Request Form are provided. Equipment must not be moved until the Property Control Section approves it. Approval will not be given if all of the required information is not listed on the PCAR. This information must include the old and new location, the department(s) involved, barcode inventory control numbers, item descriptions, and the authorized signatures. Incomplete forms may cause delays. The PCAR Form(s) for small moves (less than a department) must be submitted and received by Property Control five (5) working days prior to the date needed. The PCAR Form(s) for larger moves (full department) must be submitted and received by Property Control ten (10) working days prior to the date needed.

3. Off-Campus Repairs

   When departments have individual pieces of furniture or equipment in need of repair, the following steps should be taken:

   1. In coordination with Property Control, furniture/ equipment will be picked up from the using department.

   2. The using department should determine if there is an existing contract for the repair of furniture, if so they should contact the designated vendor. If there is no contract, Procurement should be contacted.

   3. The department is responsible for notifying Property Control of where and for how long a piece of furniture or equipment will be away for repair.

   4. The department is responsible for notifying Property Control of where and for how long a piece of furniture or equipment will be away for repair.

   NOTE: Please note that broken furniture or equipment should not be sent to the Physical Plant for repair.

4. Off-Campus Use/ Property Pass

   Permission to take property off campus is generally limited to the faculty and staff for use only on Official University business. Off-campus personal use is prohibited. It is the responsibility of the department head to maintain a copy of a Property Pass approved by the Procurement and Property Control Department signifying permission. The Pass should include a description of equipment, i.e. model number, serial number, tag number, etc., the starting date of the property pass and when the equipment is to be returned. The department's responsible Accountable Officer must be informed when an item on his/ her TBM300 is being authorized to be taken off-campus.

   Authorization to remove equipment from campus will be given only when the requesting department, up to and including, the Vice President, Director of Procurement and Property Control and the Inventory Control Manager signs the property pass. Property Control will distribute the necessary copies of the property pass once it has received the original signed document.

   An employee must be able to produce, on demand, the equipment that has been taken off campus. It is the responsibility of the head of the department and the Property Officer to ensure that all equipment is returned to the campus prior to an employee's separation. Upon notification of termination, resignation, etc., Property Control will provide a list of property that the employee is responsible for.

   The procedures described above for faculty and staff applies to students permitted to use University-owned equipment. Items assigned for use in an academic context such as musical instruments are subject to the individual department's guidelines.

   It is important to note that in all cases the borrower accepts responsibility for the security of the equipment and is responsible for any damage incurred.

5. Small Asset Tracking Form (PPCO 07 [8/01])

   Same as Off-Campus Property Pass except used only with Laptops and Palm Pilot type computers. (See Appendix F)

6. Transfers Between Departments

   A permanent move of equipment between departments should be reported to the Property Control Department prior to the actual transfer. A PCAR, listing the inventory control numbers, item descriptions, old and new locations, and the involved department(s) along with the appropriate signatures should be sent to Property Control. The Property/ Accountable Officers must sign the form prior to its submission to Property Control Department. For more details, see General Guidelines, page 15.

TRADE-IN OF PROPERTY

The trade-in of equipment is prohibited without prior approval of the Department of General Services. To trade in property or equipment, list a full description of the property or equipment to be traded in, with tag number(s) and serial number(s), if any, on the Purchase Requisition and the PCAR. Forward the PCAR and a photocopy of the Purchase Requisition to Property Control. A photocopy of the PCAR should be sent to the Procurement Office with the original requisition. A copy of the Purchase order listing the equipment to be traded in will be sent to the requesting department by Procurement. Property Control will request authorization from the Department of General Services to trade-in the equipment by creating and submitting an excess Property Declaration (DGS Form 950-9). Once written approval from DGS has been received, the trade-in equipment will be deleted from the department's inventory. Without this approval, equipment cannot be traded-in.

MISCELLANEOUS GUIDELINES

1. Privately Owned Property

   The University is not responsible for any privately owned property (i.e., books, clothes, computers, or radios) brought on campus and used by any member of a department. The University carries no insurance that would cover the loss of privately owned property regardless of the cause.

   This property should be identified with "Do Not Inventory" labels during a physical inventory.

2. Classroom Furniture

   Classroom furniture (i.e., tablet-arm chairs, lecterns, instructor chairs, etc.) is to remain in their respective rooms. If there is insufficient tablet-arm chairs or lecterns in a classroom, the Property/ Accountable Officer is to be contacted. He/ she will contact Property Control to make the necessary arrangements for transferring furniture.

3. Stolen or Missing Property

   Stolen of missing property and equipment must be reported to the University Police immediately. The University Police will conduct a thorough investigation and issue a theft report. This report should include the property tag number, any serial numbers, and an accurate description of the property. The department's Accountable Officer must report the stolen inventory items to Property Control by submitting a completed PCAR. Inventory deletions of stolen or missing equipment cannot be made unless a theft report and a PCAR are generated. It is imperative that thefts and missing property be reported promptly and accurately.

4. University Clearance

   The clearance process is a University procedure managed by Human Resources. When an individual retires, resigns or is terminated, he/ she is required to walk-thru a Clearance Process Sheet. The signing of the Clearance Process Sheet by the Property Control Department representative informs Human Resources that the person has returned all required State property.

5. Forms Availability

   The Property Control Department maintains forms that are of general usage by the University Community. For a list of the forms maintained at the Property Control Department, see Appendix "D".

   Specific departmental forms must be ordered from the University Print Shop. Before seeking outside printers, all departments are required to contact the University Print Shop first.

STORAGE

Because storage space is at such a premium, Property Control cannot always supply space for the storage of excess property. Departments should keep this in mind when planning to dispose of property. Prior approval for any item to be stored must be obtained from the Inventory Control Manager well in advance (at least 2-4 weeks) of any deadline for removing the property from the department's premises.

1. Privately-Owned Property

   In cases of an unforeseen situation (death), privately owned property of a current MSU employee or resident student may be temporarily stored until next-of-kin has been notified to claim the item(s).

2. Records

   Record retention criteria (regulated by either State and/ or Federal guidelines) will be adhered to under all circumstances. However, whenever possible, record storage on site will be limited to two (2) years. For storage requirements beyond the internal two (2) year limit, records will be moved to the State's storage facility in Jessup, MD. Any requirement for additional storage time for records on site must be justified, in writing, to the Director of Procurement and Property Control.

3. Furniture

   Furniture storage at MSU storage facilities is limited to one (1) year and generally is used while renovations are in progress or while space is temporarily allocated to special use. Furniture that is left in storage for more than one (1) year will be considered abandoned and will be made available for use throughout the University. Prior to release for other use, the department will be notified.

RECORDS RETENTION AND DISPOSAL (RR AND D)

MSU has implemented a Record Retention and Disposal (RR and D) Program. The guidelines are authorized by the Department of General Services and are contained in the Record Management Handbook. Procedures relating to the University's RR and D Program of records can be found in the handbook located in the Property Control Department, Washington Service Center, Room 110. For information about the RR and D Program, contact the Property Control Manager on extension 3114.

PURCHASING CARD ACQUISITIONS

Equipment bought with the MSU Purchasing Card and received on campus must be reported to the Property Control Department and logged into the "Card Reporting System".

All single items having a dollar value of $500.00 or more must receive a State of Maryland/ MSU Bar Code Number. All single items considered to be sensitive (computers, servers, laptops and Palm Pilot type computers) must receive a bar code number when the dollar amount is $250.00 or greater. Weapons of any type, regardless of the price, are required to be bar coded. All other items not meeting the above criteria must receive a "State of Maryland/ Morgan State University" Property Tag. Copies of all receipts should be sent to the Tagging Unit via fax (443.885.8368) or by interdepartmental mail to the Property Control Department's Tagging Unit, located in the Washington Service Center, Room 100. An appointment will be scheduled by the Tagging Unit to affix the proper tag to your equipment.