Tagging & Physical Inventory of Property

Identification of Property (Tagging)

All equipment which meets the property requirements will be tagged with a CSUSB barcoded identification number prior to delivery to the ordering department or shortly after it has been delivered to the ordering department. It remains so identified as long as it is in the custody of the University. Assigned property numbers are removed only when the property has been "surveyed" (See "Survey of Property from Records", below). Any additional identification by a department should be applied in a manner that avoids confusion with the State property number. Should the identification number be accidentally or mistakenly removed, the property will be tagged with a new tag and the information transferred to the new record.

Equipment is tagged and entered into the University's official inventory at different thresholds. Firearms are tagged at any value.  Computers, portable projectors, and other equipment identified as "instructional" are tagged when their value is at least $500 including tax and shipping. Other equipment is tagged at $2,500 and occasionally items valued at less than $2,500 that are determined by Property Management to be sensitive may also be tagged.

If a department wishes to identify equipment that does not qualify for inventory tagging, Property Management has tamper resistant non-barcoded, numbered "Property of CSUSB" labels available for distribution. Items identified by these non-barcoded labels will not be tracked by Property and will not be entered into the University's official inventory but can be used by the department for its own tracking purposes.

Physical Inventories of University Property

The Property Management office is responsible to ensure compliance with SAM Section 8652 by physically inventorying one-third of the University's departments each year. The entire University has a vested interest for ensuring accurate property records because State budget allocations for replacement of equipment are based, in part, on existing property records. The Property Management office has set up a tentative rotating inventory schedule that will require the physical inventory of all schools and administrative divisions at least once every three years. The physical inventory will be conducted on a department by department basis within each college and division. The following procedures apply:

  1. The physical inventory of property will NOT be exclusively conducted by the custodian (Property Management Coordinator) of the property records. It is the responsibility of departments to assign a department inventory clerk to conduct the inventory along with the Property Managment Coordinator.
  2. Worksheets and Inventory Reports will be retained for audit purposes and will show the date of inventory and the signatures of the inventory coordinators, i.e. Department Inventory Clerk, Department Manager, and the Property Management Coordinator.

Any property that is not found or accounted for during a physical inventory will be reported to the appropriate department manager in a findings report. The department will be asked to state thoroughly on the report any facts and/or reasonable explanation as to why the missing property was not found. The completed findings report will need to be signed by the department manager. At this time, if appropriate, the department is also responsible for filing a police report on the missing property with University Police (SAM section 2625 and 8643). A copy of the police report is to be sent to Property Management.

Unaccounted property will then be surveyed as missing and a Property Survey Report will be generated. Property Management will forward the Property Survey Report to the members of the Property Survey Board for their review and approval. The Property Survey Board is composed of the head of the department or school who has responsibility for the property being surveyed, the Vice President for that area or their designee, and the Vice President for Administration and Finance or designee. Property Management will notify the Information Security Office of any items items "sensitive equipment" such as computers, tablets, copiers, printers, multi-function devices, smartphones and other items with data storage are identified as missing.

Once the Property Survey Report listing the missing property as lost is approved by the Property Survey Board, the property will be removed from the department's inventory.