University Property Procedures Manual

The Board of Trustees of the California State University has delegated to campus Presidents the authority to establish and maintain a system of internal controls to safeguard University property pursuant to Executive Order 649. In accordance with this order the cost of the system of internal controls should be less than the value of the resulting benefits. They have also delegated the authority to sell or exchange any University property belonging to the University (Executive Order 409) when the campus President determines that it is in the best interests of the California State University.

The President has delegated this authority to the Vice President of Administrative Affairs, who has delegated it to the Associate Vice President of Business Services. This manual outlines procedures for the safeguarding and disposition of University Property, as approved by the Associate Vice President of Business Services. 

1.0 Purpose

The purpose of this document is to establish a method for the processing of University property through the Asset Management Office (AMO) based on the Policy for Management of University Property. University property transactions include purchases; inventory cycle updates; change of location, department, or of responsible person; auction sales; trade-ins; donations; and loss and thefts.

2.0 Objective

Property accounting procedures are designed to maintain uniform accountability for University property. These standard procedures are used to provide accurate records for the acquisition, maintenance, control, and disposition of property. The combination of accurate accounting records and strong internal controls must be in place to protect against and detect the unauthorized use of University property.