The Business Affairs Department maintains SUNY Optometry’s inventory of equipment records. College 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 or Research Foundation and items received as gifts or donations to the College.
The State University of New York Real Asset Management “RAM” is made available to campuses 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 campus personnel.
When a Purchase Order number is created for the acquisition of equipment an Asset Label will be generated in the Business Office. At the time Equipment is received the Business Office Staff will affix a label to the item. This label 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. Business Affairs is responsible for maintenance of “Real Asset Management” in accordance with the requirements established by Federal, State, Research Foundation, and University policies.
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 Business Affairs Office conducts Annual Inventories for all equipment. In addition to annual inventories, Business Affairs staff and coordinators perform physical inventories on a biennial basis on fixed assets.
At times equipment acquisitions can bypass the Receiving area. In this instance departments are to contact the Business Affairs Office (212) 938-5670 to schedule an appointment for personnel to physically affix the decal to the item.
The Business Affairs 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 Business Affairs Office is responsible for surplus items throughout SUNY Optometry.
Policies and Proceduress
SUNY Procedure 7595- Property Control System Manual
Property Removal Authorization Form
Loaned Equipment Authorization Form