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New Equipment

This area deals with all equipment purchased with specific criteria for each cost center of purchase. Property Control issues assets for the following expenditure areas: State, Research, as well as Hospital. Specific guidelines are followed for each cost center they are as follows.

Important Information Regarding State And Hospital Assets That Fall Below The $5,000 Threshold:
Although it is the individual department's responsibility to monitor and control these assets, Property Control must still be informed as to the "change of user" (transfer) or the surplus of any of these items, so that our records can be completed, in accordance with Albany's requirements.

State

The dollar threshold for capital equipment purchases is $5,000.00 and above. The budget categories for these purchases are 7000-7999. Property Control will review all equipment purchased with these budget codes for proper thresholds and equipment will have asset numbers issued accordingly. The only exception to these guidelines is that we will continue to issue asset decals for computers, monitors, printers, and televisions valued over $500.00 .

It will continue to be the responsibility of the campus to assign an asset decal to all equipment items, including those under the $5,000.00 threshold. We will continue to issue the Property Control asset decals for equipment $1,500.00 and higher, but individual departments will be responsible for their inventory.

Visa / American Express Purchases: Purchases with Visa/Amex cards will be assigned an asset decal in accordance with the Budget account paying for the purchase. Hospital or State, etc. The Dollar threshold will remain the same as State, Hospital, Research, Foundation, or LISVH. Required information: Receipt of purchase, Budget #, Building, Room, Phone, and Contact Person. Must be sent to Property Control from the purchaser. Departments are to contact the Property Control Office at (631) 632-6306 to schedule an appointment for PC personnel to physically affix a decal to any purchased items requiring a decal.

Stony Brook Foundation

Donations from Stony Brook Foundation

Stony Brook Foundation accepts the donation and forwards the information to Property Control. Must have certified appraisal from outside company sent with paperwork.

Property Control then:

  1. Creates asset paperwork for equipment over $2,000.00 as per Stony Brook Foundation guidelines.
  2. Brings asset decals to department and tags the equipment donated.

When the equipment is surplused, the end user must notify Property Control for pick-up and disposal of equipment and removal from the department inventory. The end user must complete a Report of Surplus and/or Transfer of Personal Property Form (in Adobe PDF format).

Capitalization Policy

Historically, all purchased assets over $500 are capitalized, however, the capitalization policy changed to all purchased assets over $5,000 are to be capitalized.

Research

There are several dollar thresholds and budget categories that apply to this area.

  1. EQP RESEARCH EQUIP & EQP OTHER EQUIP: General equipment cost threshold of $5,000.00 and above.
  2. SUP BELOW THRESHOLD EQUIP: Inventoried supplies: $500.00 - $4,999.99
  3. EQP SPONSOR DEFINED EQUIP Sponsor specified: $0.01 - $1,000.00

For additional information on the budget categories used for grant purchases please contact Grants Management at (631) 632-9038.

Hospital

Effective 1/1/03

The dollar threshold is $5,000.00 and above for Major Movable equipment, this equipment is purchased with budget codes/expenditure types of 7300 - 7399. It is the responsibility of the University to assign an asset decal to all equipment items, including those below the $5,000.00 threshold.

Property Control will review all equipment purchased with these budget codes for property thresholds and equipment will have asset numbers issued accordingly. The only exceptions to these guidelines is that we will continue to issue asset decals for computers, monitors and printers valued over $500.00.

We will continue to issue the Property Control asset decals for equipment $1,500 and higher, but individual departments will be responsible for their inventory.

If further information is required, please contact Hospital Procurement at (631) 444-4050.

Long Island Veterans Home

The threshold for equipment is $1500.00 and above with no exceptions.

These asset decals are issued at the LISVH and entered onto the SUNY system in Property Control


Created by Application Support for Administration
Property Control @ Stony Brook University