2016_SUNY_Optometry_PRR

Equipment Replacement Policy and Procedure The College has in place a “comprehensive and systematic equipment lifecycle process that proactively supports the leadership’s identification of future budget requirements." This is accomplished by conducting a systematic review of equipment twice a year, once during the annual budget development process, usually during March, April and May, and again during the annual equipment/property control inventory process, usually during the months of September and October. 1.) The annual budget call letter includes both a funding request template (attached) and a request for a narrative. In the template, the equipment categories are furniture, information technology, clinical and other. The request addresses the next three fiscal years. In the narrative, equipment is specifically addressed by asking that the narrative include an equipment section that, in addition to a specific funding request for the three forward fiscal years, reflects where possible an equipment replacement plan that considers the equipment’s estimated useful life, physical condition, degree of obsolescence or other factors that may be relevant to the particular items. The equipment items should be specified along with estimates of when replacement may be necessary and at what cost. 2.) The annual property control inventory request is sent to all appropriate managers. Included is a listing of equipment items in the Property Control System (PCS)** as of a specific date that have been identified as being located on a specific floor. The listing of equipment includes a capitalization date, indicating the age of the equipment. Mangers are asked to review this list and determine that the equipment items are: a) located where indicated on the spreadsheet (room #) and tagged correctly; b) assessed as to condition (E= Excellent, G = Good; F = Fair, P = Poor; S=Scrap); c) assessed as to status (1 = In use, 2 = on loan - out, 3 = storage, 4 = surplus, 5 = under repair, 6 not in use, 10 = on loan - in, 12 = obsolete); and that d) the date of the inspection is listed. The combination of the budget request and narrative, presented annually to the President by each Vice President, and the PCS assessments, submitted by department managers to the Property Control Officer, provides the information needed to manage and budget for the College’s equipment replacement needs. ** The PCS includes items costing $5,000 or more.

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