The Property Control Department maintains Stony Brook University's inventory of equipment
records. University equipment items are physically identified annually, and the information
pertaining to each item is updated in the State University of New York "Real Asset
Management" system, RAM (formerly PCS).
Real Asset Management (RAM) is a computerized inventory system used SUNY-wide for
the purpose of tracking State and Research Foundation equipment. In addition, the
Real Asset Management (RAM) contains specific information about all SUNY equipment
with a threshold greater or equal to $ 5,000 and having a useful life of two or more
years. It includes items purchased for State, Research Foundation, Hospital, LIVH
and items received as gifts or donations to the University.
The State University of New York Real Asset Management "RAM" was developed by SUNY
Central Administration to provide consistency with property accountability and allows
Property Control personnel to monitor the whereabouts of equipment that are acquired
by University Personnel.
When a Purchase Order number is created for the acquisition of equipment an Asset
Decal will be generated in the Property Control Office. At the time Equipment is received
in the Central Receiving Warehouse the Property Control Staff will affix a decal to
the item. This decal serves as a way of recording the physical and financial information
about the item. All information pertaining to the item is recorded into the SUNY Real
Asset Management (RAM). In addition, it ensures that the equipment is properly tracked
during its service life and disposed of according to State and University guidelines.
Property Control is responsible for maintenance of 'Real Asset Management' in accordance
with the requirements established by Federal, State, Research Foundation, and University
The Office of Management and Budget Circular A-110 specifies that an inventory of
federal property must be maintained. In accordance with this regulation the Property
Control Office conducts Annual Inventories for all equipment. In addition to annual
inventories, Property Control staff performs physical inventories on a biennial basis
on fixed assets.
At times equipment acquisitions can bypass the Central Receiving area. In this instance
departments are to contact the Property Control Office (631) 632-6306 to schedule
an appointment for PC personnel to physically affix the decal to the item.
The Property Control Department is also responsible for developing and maintaining
policies and procedures for tracking and decaling equipment items under $5,000, spot
checking selected equipment items < $5,000 to verify their location and condition,
and reporting theft, loss or misuse of State assets in excess of $1,000 (original
cost) to the Office of the State Comptroller (OSC) on a quarterly basis.
In addition, The Property Control Office is responsible for surplus items throughout
Stony Brook University. Information pertaining to surplus can be found here