Property Donations to: - the University - Non-State entities Request for Property Survey Sale of Property Property Transfers Trade-in of Property Office Machine Repair Property Management Policies Campus Stores Mail Services Property Management Shipping and Receiving

Property Management Bungalow W | PHONE:323/343-3490 | FAX:323/343-3545 Mission Statement The staff of the Property Management is charged with the responsibility of tagging, maintaining records, inventorying and disposing of University-owned property. The Office of Property Management also provides asset and inventory listings, information on cost, location, depreciation and other pertinent data on equipment to departments when needed. All tangible items (e.g., equipment) and intangible items, (e.g., software) with a value of $5,000.00 or more and a one-year life expectancy are assigned a unique property identification number (bar code tag), and are capitalized (recorded in the Property and Accounting department records). Other equipment with a value of $200.00 to $4,999.99 is also tagged with a bar code number and recorded in the property records, but is not capitalized. TOP Property Donations to the University: Property donated to the University becomes state-owned property and should be tagged and treated in the same manner as property acquired on a purchase order. TOP Property Donations to Non-State entities: Donations of property to non-state entities must be an eligible donee with the State Surplus Property Office or a certified non-profit agency. The property must be properly surveyed and transferred on a Standard Form 157. The requesting department will need to contact the Office of Property Management prior to arranging any donations to non-state entities. TOP Request for Property Survey: When equipment is no longer needed by a department, is worn out, or stolen, a Request for Property Survey Form must be completed and sent to the Office of Property Management. The Property Office will schedule a time for the equipment to be picked up from the requesting department. Normally, equipment for survey will be picked-up within three (3) working days after receipt of the Request for Property Survey. TOP Sale of Property: Property belonging to the state can only be sold to non-state agencies through an auction or sealed bid sale. The sale of the property must be advertised in a local newspaper a minimum of seven (7) days prior to the sale. Proceeds from the sale of property is recorded as general revenue. An exception to this rule occurs when the sale is one-step in a series of transactions, which replaces the old asset with another asset. In this case, the proceeds from the sale are accounted for as an abatement and the proceeds may be deposited in an account specified by the department that owns the equipment. Please contact the Office of Property Management for further information on sale of property. TOP Property Transfers: Property transfers between departments on campus must be accomplished with a Property Movement Form (Form No. F-ADM-702). Transfers of property to an off campus agency must be accomplished with a Standard Form 157 after the property has been surveyed. Contact with the Office of Property Management in advance to coordinate any off-campus property transfer. TOP Trade-in of Property: Departments may trade-in equipment, but should first contact the Office of Property Management for instructions on how to proceed with the trade-in. TOP Office Machine Repair: Typewriters, printers, calculators, fax machines, and other office machines can be repaired by the Department of General Services Office Machine Repair Service (DGS/OMRS). The repairs are done on a time and materials basis at the rate of $75.00 per hour, plus parts. To use this service, a Purchase and Campus Stores Requisition, Form 42, must be completed and forwarded to the Office of Property Management. To view the information required on this form, please click here. TOP Property Management Policies 1.0 It is the policy of the University that equipment owned by the University be afforded the maximum protection from damage, misuse, and theft. 2.0 Departments will designate individuals at the supervisory level or above to be responsible for University equipment. Designations will be in writing and will include: the individual's name, area of responsibility and effective date. A record of the designations will be maintained by the Office of Property Management. (Click here to view form) 3.0 All transfers of equipment between departments must be processed on a Property Movement Form with the appropriate signatures releasing and accepting the item. Click here to view form. 4.0 Department Heads are responsible for all State equipment items assigned to their respective department(s). 5.0 University equipment may not be removed from the campus except for official use. Approval must be in writing and recorded on a Property Loan Agreement Form. 6.0 Departments must complete a formal physical inventory of equipment at least every three years. 7.0 All capital equipment items maintained in the Property Database are subject to an unannounced physical audit at any time. 8.0 Faculty and staff who keep personal property at the University should label those items to indicate personal ownership. Unless there is a written agreement approved by the appropriate Chair and Senior Administrator, personal equipment is utilized at the owner's risk. (See Administrative Procedure No. 508.) 9.0 Detailed information on these policies may be obtained from Administrative Procedures No. 501, Property Survey, No. 505, and the State Administrative Manual (SAM), Sections 3500 and 8600 respectively. TOP | Cal State L.A. | Division of Administration and Finance | Materials Management