Departments and Property Control are jointly responsible for the custody, control, location, use and maintenance of all college-owned property in their possession.

This is the annual process of departments verifying the college is still in possession of the assets it has purchased.

The annual inventory verification period opens on the first Monday of October and ends the first Friday of December. This gives departments two months to locate and update the status of their assets.

Departments and Property Control will conduct an annual inventory of all items in the college inventory database. Budget Center Managers/Custodians will have their inventory list emailed to them along with instructions on the first Monday of October. It is the responsibility of the Budget Center Manager/Custodian to return the completed inventory report by the due date.

• Anything with an acquisition cost of $2,500 or more
• All computers & laptops, regardless of cost
• Must be tangible (no services or software)

Assets are assigned and tagged by Property Control - departments are not responsible for determining what assets need a tag.

Departments are not responsible for assigning and managing asset tags. Property Control will assign an asset tag when the purchase order is created. When the college receives the asset, Property Control generally attaches the asset tag and collects serial number and location information. For all computers, laptops, and equipment managed by OIT, OIT will be responsible for attaching asset tags.

For asset purchased with federal or state grant funds, an additional tag will be placed on the asset noting they are federal or state property.

Example of SLCC asset tag:

When equipment is transferred to another department, an Inventory Ownership Transfer Form will need to be submitted and approved in Etrieve.

This form is to be used when updating the Budget Center Manager/Custodian of a tagged asset. Do NOT use this form if you need College property physically moved to a new location – contact FIXIT.

For location changes that involve a room or ORG change only, send an email to the Property Control Manager.

The email should include the following information:

• Asset Tag Number
• Description
• NEW Location
• NEW ORG Code

All lost or missing equipment require Vice President or Provost approval to be removed from the college's inventory list.

For lost or missing equipment with an acquisition cost of $5,000 or higher, a police report will also be required to be removed from the college's inventory list.

Departments that suspect an asset has been stolen must immediately report it to the Public Safety Office, Risk Management, and Property Control. Vice President or Provost approval and police report number are required to have the equipment removed from the college's inventory list.

Surplus and Property Control are separate departments. For equipment that needs to be sent to Surplus, arrange for equipment to be picked up by Surplus prior to the physical inventory. Keep copies of the PAPER PICK-UP FORM signed by Surplus when they remove your equipment. This pick-up form is not available digitally, it is not in Etrieve, you need to keep the PAPER FORM left by Surplus.