101: Employee Responsibilities

Property Management Policy & Procedure Manual
Section 100: Responsibilities
Effective: 07/01/1971
Revised: 05/27/2003

 

Purpose

To identify the responsibilities associated with the management of fixed assets.

 

Background Information

The Oregon University System implements State of Oregon policies throughout higher education. The OUS Controller's Division sets standards for record keeping and controls certain data elements within the FIS Banner system, but has assumed an advisor/consultant role in the day-to-day management of OSU's fixed asset records. OUS is responsible for insurance, certain closing of the books functions, indirect cost computations, and various other reports. The OUS Chancellor's Office also coordinates the gathering of supplies inventory information and other information that is used for insurance reporting.

 

Policy

Property Management

See PRO 001: Introduction for the responsibilities of the Property Management Department.

Deans, Department Heads, Chairs & Directors

Deans, Department Heads, Chairs, and Directors are responsible for:

  • All property acquired in any way by their departments;
  • Ensuring that property in their department's custody is identified, inventoried, safeguarded, maintained, utilized and disposed of in accordance with OSU, OUS, state and federal regulations and laws.

Department Heads are responsible for:

  • Delegating maintenance duties as appropriate because each department is responsible for the use, care and maintenance of all property in its custody.

Departmental Property Coordinator

The departmental property coordinators maintain the departmental equipment records and are responsible for:

  • Ensuring that all equipment is appropriately coded, recorded and marked;
    initiate changes to the department inventory;
  • Coordinating, assisting with and/or conducting the physical inventory of equipment;
  • Providing information about property procedures and requirements to departmental personnel; and
  • Generally assisting the department heads with property functions.

The departmental property coordinators are usually the primary liaisons with Property Management inventory staff.

Principal Investigators (PIs)

Principal Investigators are responsible for:

  • Receiving, maintaining, protecting, controlling and restricting the use of property assigned to their custody.
  • Being accountable for sponsoring organization requirements regarding screening, acquisition, maintenance, storage, and the prompt reporting and disposition of excess or surplus property, as well as the prompt reporting of any loss, damage or destruction of federal property.  See PRO Section 900: Sponsored Research and Federal Property for information about federal sponsoring agency requirements.
  • Ensuring that each equipment item remains marked in a visible, easily accessible location with an OSU asset tag (see PRO 301: Equipment Tagging) and additionally with a sponsor's asset tag if required by the terms of the grant or contract. (Equipment assigned to an individual's custody, whether acquired with state, federal or other funds, remains the property of OSU or the sponsoring organization.)
  • Ensuring that certain equipment is appropriately stored and safeguarded when not in use.
  • Conducting or arranging for an annual inventory if required by the sponsor, as well as closing inventory of sponsor-accountable property as part of the grant/contract closeout process.
  • Ensuring that property is only disposed of with prior approval from Property Management in one of the approved manners described in PRO 800: Equipment Disposal.
  • Informing the departmental property coordinator of all equipment movement and disposal in a timely manner.

Other Departmental Users

Departmental users are responsible for:

  • Maintaining, protecting, controlling and restricting the use of property assigned to their custody. Equipment assigned to an individual's custody remains the property of Oregon State University.
  • Ensuring that each item remains marked in a visible, easily accessible location with an OSU asset tag (see PRO 301: Equipment Tagging).
  • Ensuring that the equipment is appropriately stored and safeguarded when not in use.
  • Ensuring that property is only disposed of with prior approval from Property Management in one of the approved manners described in PRO 800: Equipment Disposal.
  • Informing the departmental property coordinator of all equipment movement and disposal in a timely manner.