The purpose of this policy is to provide information regarding University property control procedures and requirements.<\/p>\n\n\n\n
Property is defined as tangible, non-consumable movable property having an acquisition cost of $1,000 or more. All property having an acquisition cost of $1,000 or more must be tagged and placed on inventory, including any donated equipment received with a value of $1,000 or more. Because all electronic media assets, regardless of their original acquisition cost, must be sanitized of data before they permanently leave the campus by means of surplus, transfer, or disposal, these assets must be tagged for tracking purposes. Departments are to notify the Office of Purchasing and Property Control when they receive property that requires tagging.<\/p>\n\n\n\n
Departmental property custodians designated by University administrative officials, deans, or department heads are responsible for all items on their inventory until transferred to another department or to surplus. All faculty and staff are cautioned not to dispose of any inventory property without the prior<\/strong> approval of the Office of Purchasing and Property Control. This includes property on your inventory listing as well as other property items costing less than $1,000. The Office of Purchasing and Property Control must make a formal written request to the state to dispose of any tagged item, regardless of its condition. Each budget unit head is accountable for the movable property in their inventory until such time the item is picked up from the department. An Equipment Inventory Action Request Property Control Form #1<\/span><\/a> must be completed in order to have property removed from your department. Property pick-up requests are then forwarded to custodial services and are placed in line for pickup. Inventory items that become obsolete or idle shall be surplused by the department within the week they become idle or surplus. Submit an Equipment Inventory Action Request Property Control Form #1<\/span><\/a> for such items to be removed from the department.<\/p>\n\n\n\n Prior to the Office of Purchasing and Property Control requesting permission to surplus or dispose of any electronic media equipment, a University information technology (IT) technician will remove and destroy the hard drive of the equipment to meet the requirement of data sanitization. All electronic media equipment will be sanitized in accordance with the Office of Technology Services IT-POL-1-04 Data Sanitization Policy.<\/p>\n\n\n\n No property item may be dismantled prior to receiving approval from the Louisiana Property Assistance Agency. Approval to dismantle property for parts are any other purpose must be submitted to the Office of Purchasing and Property Control by submitting an Equipment Inventory Action Request Property Control Form #1<\/span><\/a>. A formal request will be made to the state, and the department will be notified if the request is approved. No property can be dismantled until approval is obtained<\/strong>.<\/p>\n\n\n\n Complete the Authority to Release Equipment for Repairs Property Control Form #3<\/span><\/a> for any movable property. This form is to be forwarded to the Office of Purchasing and Property Control prior to equipment being sent for repair.<\/p>\n\n\n\n If it is determined that a property item has been stolen, a McNeese Police report should be filed immediately, indicating the circumstances suspected for the disappearance. A copy of the police report should be forwarded to the Office of Purchasing and Property Control.<\/p>\n\n\n\n Property moved from one area to another should be reported to the Office of Purchasing and Property Control via the Equipment Inventory Action Request Property Control Form #1<\/span><\/a>. It is important to know the location of each property item.<\/p>\n\n\n\n There are some property items that may have a trade-in value. When studying the possibility of trading in a piece of equipment for the purchase of a new piece of equipment, please contact the Office of Purchasing and Property Control. There are specific directions that must be followed for such a transaction to occur, and a trade-in cannot occur until permission is received from the Louisiana Office of Property Assistance.<\/p>\n\n\n\n No inventory property of McNeese shall be removed from campus to another location for use or storage without the prior approval of the employee\u2019s department head or director.\u00a0An Equipment Entrustee Property Control Form #2<\/span><\/a> must be completed and submitted to the Office of Purchasing and Property Control prior to removing the equipment from campus.\u00a0Pursuant to Louisiana Administrative Code (LAC) 34:VII.305.E, each person to whom property is entrusted and receipted for shall be liable for the payment of damages whenever their wrongful or grossly negligent act or omission causes any loss, theft, disappearance, damage to, or destruction of property of the agency to which they are entrusted.\u00a0Any such damages shall be recoverable in a civil suit and, therefore, prosecuted on behalf of the state by the attorney general.\u00a0Property used and stored at a non-University location shall not be used for personal benefit or any purpose that can be considered misuse of state property.\u00a0The use of state property for personal benefit is illegal under state law.\u00a0State law requires that an annual inventory of movable property be taken each year.\u00a0Maintaining property throughout the year makes this task much easier.<\/p>\n\n\n\n Personal property used on campus is used at the owner\u2019s risk. Such property should be clearly marked as being non-University-owned property for audit purposes. Property housed at McNeese but not owned by the state is not insured.<\/p>\n\n\n\nData Sanitization of Electronic Media Equipment<\/h2>\n\n\n\n
Dismantling of Property<\/h2>\n\n\n\n
Repairs of Property<\/h2>\n\n\n\n
Theft of Property<\/h2>\n\n\n\n
Movement of Property on Campus<\/h2>\n\n\n\n
Trade-In of Equipment<\/h2>\n\n\n\n
Removal of Property from Campus<\/h2>\n\n\n\n
Personal Property<\/h2>\n\n\n\n
Gifts<\/h2>\n\n\n\n