University property equipment is usually acquired by use of a purchase order and is recorded in the University property database when received. The receiving process takes places in the University Receiving department, and the Property Management office is located adjacent to this department. Information from the purchase order and the corresponding receiving documents are used to properly record assets into the property database.
Information included in the property record are:
- Fund number (based on the chartfield assigned by the requisition)
- Department (based on the chartfield assigned by the requisition)
- Serial number
- PO number
- Acquisition cost
- Custodian or User (if known)
- Date received
- Location (Building/Room)
Upon receipt through the Receiving department, all property is tagged with a CSUSB barcoded identification number. If it is not practical to tag the property while in Receiving, arrangements will be made to tag the property after it has been delivered to the custodial department. Any receipt of incorrect or damaged property must be reported immediately to the Receiving department. Receiving or Purchasing will report any repairs or replacement of property to the Property Management office. No property should be delivered directly to and/or picked up by departments unless arrangements have been made with Purchasing or Receiving.
Purchase of property items by use of the Procurement credit card (ProCard) can be authorized with prior V.P. approval (see Procurement Card Handbook, ("Restricted Purchases"). It is the responsibility of the ProCard user to report to the Property Management office any purchase of University property, such as laptops, iPads, computers, etc. The same information as listed above for purchase orders must be provided to the Property Management office in order to properly enter the item into the University property database. A useful link has been created for this purpose: ProCard Equipment Purchases Form. Property Management will then make arrangements with the end user to tag the property item soon afterward.