Controllable Property

Title: Controllable Property
Policy Owner: Robin Hoagland
Applies to: Faculty, Staff and Designated Affiliates
Campus Applicability: Storrs and Regional Campuses
Effective Date: July 1, 2015
For More Information, Contact Robin Hoagland
Contact Information: (860) 486-3780
Official Website: http://accountingoffice.uconn.edu/913-2/

REASON FOR POLICY

According to the State of Connecticut Property Control Manual issued by the Office of the State Comptroller, Controllable Property assets must be identified and inventoried on a regular basis due to their sensitive, portable, and theft-prone nature.

APPLIES TO

This policy applies to Faculty, staff and designated affiliates of the University of Connecticut.

DEFINITIONS

Controllable Property assets: Items with a cost under $5,000 that have a life of one or more years, and are sensitive, portable, and theft-prone in nature. These items are prone to theft because they are either not secured, are easily portable, contain new technology, contain sensitive data, and/or they are adaptable for personal use.  Examples of Controllable Property assets include: audiovisual equipment, televisions, projectors, communication equipment, cellular phones, data processing equipment, computers (laptops, iPads, Netbooks), computer peripherals, scanners, and cameras.

Custodian: The custodian of a Controllable Property asset is the employee who is in possession of the equipment on a day-to-day basis.

POLICY STATEMENT

It is the responsibility of the individual departments to identify and inventory Controllable Property assets on a regular basis.

It is the Custodian’s responsibility to safeguard Controllable Property assets owned by their departments. For example, equipment should be locked in a secured location when unattended, and should be stored in an environmentally suitable location.

When departments need to dispose of Controllable Property assets, University Surplus policies and procedures must be followed. The Controllable Property asset records should be updated to reflect the disposal.

If Controllable Property assets are lost or stolen, University Police must be notified immediately, and the Accountability Form (C1) must be completed.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

Departments may utilize the Controllable Property List Excel template, or may utilize the Kuali Financial Systems Capital Asset Management (CAM) module to track Controllable Property.  The Excel template, CAM procedures, and additional information are available on the Inventory Control website: http://accountingoffice.uconn.edu/913-2/. Tags for Controllable Property assets may be ordered from Central Stores.