- State Property Control Act
The purpose of the State Property
Control Act, as related to movable equipment of the
university, is "to safeguard the property of the State
and encourage effective utilization of state-owned property."
Within this framework, the President of the university
is designated as the "responsible officer" under the
act, and is accountable for all property to the Director
of the Department of Central Management Services, State
of Illinois. The President normally delegates this responsibility
for the university's physical assets to department heads
or fiscal officers who work with or have control over
equipment assets. Information contained in this section
of the Business Procedure Manual is primarily
intended to assist those individuals in meeting their
responsibility to the President on property control
- Definition of Equipment
An equipment item is a movable or
fixed unit of furniture or furnishings, an instrument,
a machine, an apparatus, or a set of articles which
generally meets all of the following conditions:
- It retains its original shape
and appearance with use.
- It normally has a useful life
of more than two years and is non-consumable; that
is, if the article is damaged or some of its parts
are lost or worn out, it is usually more feasible
to repair it than to replace it with an entirely new
- It generally represents a substantial
investment of money, which makes it feasible and advisable
to capitalize the item.
- It does not lose its identity
through incorporation into a different or more complex
unit or substance.
- All items of an equipment nature
individually costing or valued at $500.00 or more
must be placed on inventory.
- NIU Identification Tags
The Property Control Department
tags furniture and equipment costing $500.00 or more
with a white bar-coded label showing a six-digit identification
number and the words "Property of, Northern Illinois
University." Items costing less than $500.00 are not
tagged by the Property Control Department.
The NIU tag numbers identify the items so they can be
cross-referenced to the purchase order on which an item
was acquired. They are applied to furniture and equipment
using either a label, an indelible marking pen, or both.
When equipment consists of several
pieces which are likely to be used separately, each
piece shall be marked in such a manner that the identification
number is not easily removed.
- Inventory Reconciliation
The State Property Control Act includes
a provision that annually a physical inventory is to
be made for all items and a full accounting of errors
or exceptions reported to the State. Therefore, the
university prepares a complete listing of all equipment
each year. The lists are sent to those individuals who
are accountable for the equipment and it is their responsibility
to report to the Property Control Department any differences
between the published list and the actual inventory.
Property Control assists departments in locating missing
inventory or otherwise helps to resolve any other differences.
They also conduct periodic physical inventories, although
primary responsibility for the equipment still rests
with the fiscal officer or department head.
In addition to the annual listing,
there are monthly transaction listings available to
the department fiscal officer, showing equipment additions
and/or deletions that have occurred during any given
month. These monthly listings must be requested from
Property Control, and if any discrepancies are noted,
they should be promptly reported to Property Control
- Inventory Verification After a Physical Move
The Property Control Department will update a Department's Inventory following a physical move to another location. A list of assets will be sent to the responsible officer of that department. The responsible officer will identify those assets they wish to retain and those assets they wish to surplus. Those assets left in the old location will remain the Department's responsibilty until Property Control has received proper notification that they have been transferred to another department or have been removed from that location by university movers for surplus.
- Transfer of Equipment
The Property Control Department
must be contacted first when a department wishes to
have assigned equipment:
- Transferred permanently to another
- Surplused and removed from inventory
- Transferred from one inventory
location to another
- Transferred from the surplus
equipment pool to their inventory location
In such instances,
the Property Control Department will initiate the necessary
Equipment Transfer Authorization, a copy of which will
be supplied to the university’s movers to allow the
move to be scheduled. The requesting department will
also receive a copy when the university’s movers complete
Equipment Transfer Form
- Off-Campus Use of University
The private and/or personal use
of university property is expressly prohibited; however,
situations may arise where university responsibilities
can justify the temporary use of portable equipment
off-campus. The criteria for off-campus usage is more
effective utilization of university resources and not
the personal convenience of the employee. Approval to
use equipment off-campus is obtained by completing a
"Request to Use NIU-Owned Equipment Off Campus" form
available from the Property Control Department, or on
the Materials Management web site under Property Control.
Complete this form, sign it, obtain your department
head's signature, and forward two copies to the Property
Control Department at the Dorland Building. When Property
Control approves the request, a signed copy will be
returned to the requesting department. Equipment should
not be removed from campus without first obtaining an
approved off-campus equipment use form.
to Use NIU-Owned Equipment Off-Campus Form
- Surplus or Scrap Equipment
Equipment owned by the university
which has become obsolete, damaged or broken, worn out,
or is no longer needed by a department should be
surplused on a timely basis.
To surplus equipment, the department
should prepare a memorandum containing the following
information and send it to the Property Control Department—Dorland
- NIU Inventory number
- Description (i.e., secretarial
chair, Black, AllSteel)
- General condition or usability
- Reason for scrapping or surplusing
- The complete department name
- Building and Room No. where the
item can be picked up
- A contact person's name and phone
Property Control will then prepare
an Equipment Transfer Authorization form and arrange
for the item to be picked up and removed by the university
movers or Grounds Department staff, and placed in the
used equipment pool for reassignment within the university
or eventual transfer to the State Property Control Division
Computer Systems with Hard Drives
State of Illinois Public Act 93-0306
effective 7/23/2003 requires that all hard drives returned
with surplus computer equipment be wiped clean of all
data and software by overwriting every track at least
ten (10) times and certifying in writing that this process
has been completed. Central Management Services and
NIU Property Control will only accept completed systems
that have been certified by attaching a sticker (form
# 24709 available from Property Control) with the Agency
name, Serial #, NIU Asset Tag #, Application used to
overwrite, Name of person overwriting the disk, Date
and Signature of certifier. This sticker must be applied
on the upper right-hand corner of the face of the unit. Laptops
must be labeled on the topside of its cover.
The software, instructions and detailed
information to erase the hard drive can be found at
ITS Customer Support will accept work orders to provide
this service for a miminal charge.
Central Management Services further
states that all of the computer equipment that belongs
with the system is to be returned whole and intact.
If the hard drive has been removed or is not operating
and unable to be wiped clean, the certification label
must state that the hard drive was removed and either drilled, crushed or shredded.
All requests for surplus computer equipment must comply
with these procedures and be properly labeled before
Property Control and Materials Management personnel
will be able to pickup these items from the Departments.
- Tagging of Movable Equipment—Purchased
Purchased equipment should be unpacked
and checked for damage immediately after the requesting
department receives it. If the department is satisfied,
it should inform the Property Control Department (753-1436)
that the equipment is ready to be tagged.
- Gifts of Equipment
Departments receiving any gift of
equipment must notify the NIU Foundation of the donation
and provide that office with the following information:
- College and department
- Date the gift was received
- Fair Market value of the gift
determined by appraisal or current market value
- Description of the gift
- From whom the gift was received
The Foundation office will notify
Property Control if the gift is to be tagged and registered
as State property with the Department of Central Management
Services – Property Control Division in Springfield.
Once tagged the equipment becomes property of the State
of Illinois and Northern Illinois University, and cannot
be disposed of without written authorization by the
Property Control Department.
- Personally-Owned Property
University personnel who bring personal
property to campus do so at their own risk. Personal
property of any individual brought to university premises
is the responsibility of the individual. The university
can assume no liability for loss, theft, or damage.
Such property should bear a note or tag showing that
it is personal property and listing the owner's name.
Employees desiring to protect their personal property
from damage or loss should make their own arrangements
- Equipment Trade-Ins
Equipment may be traded in for dollar
credit against the purchase of new equipment if:
- The equipment is not needed by
another university department.
- The proposed trade-in is approved
by the Property Control Division in Springfield.
- The equipment to be traded is
functionally similar to the new equipment being purchased.