Controller's Unit Policy Program

* This information replaces PRO 801 Lost, Damaged or Destroyed Equipment & PRO 802 Stolen Equipment & PRO 806 Return of Equipment & PRO 807 Cannibalization for Parts

PRO 801: Lost, Damaged or Destroyed Equipment

• Effective Date: 03/01/1979

  Revision Date: 03/22/2016

• • Departments must report all incidents resulting in equipment loss, damage or destruction to OSU Risk Management (541-737-7252) for insurance purposes.  Departments must notify Fixed Assets Property Management (541-737-4084) if the equipment is lost or damaged beyond repair and should be removed from inventory.  If the property is accountable to a grant or contract, the principal investigator must also follow instructions in the award document for reporting lost, missing, stolen or damaged property to the sponsoring organization.

    Departments must report all equipment loss, damage or destruction resulting from suspected criminal activity to the Department of Public Safety (541-737-3010) or local law enforcement, if the incident occurred away from the OSU main campus.

    REPORTING LOST OR DAMAGED EQUIPMENT

    Responsible Party	Action
    Department	Contact OSU Risk Management Office (541-737-7252) to report the incident and the police case number, if applicable.

    REMOVING LOST, DAMAGED OR DESTROYED EQUIPMENT FROM INVENTORY

    Responsible Party	Action
    Department	Complete a Property Disposition Request (PDR) Form.   Record the police case number on the PDR, if applicable.   Submit to Fixed Assets Property Management.
    Fixed Assets Property Management	Remove equipment from inventory.

     

    Additional Information

    PRO 304: Insurance

    PRO 802: Stolen Equipment

    PRO 903: Reporting & Inventories

    The Department of Public Safety & Oregon State Police website for procedures on reporting crimes and incidents to law enforcement 

• PRO 802:  Stolen Equipment

• Effective Date: 03/01/1979

  Revision Date: 03/24/2016

•  

  • This policy defines equipment as any tangible property with a life expectancy of more than one year that is not consumed in the course of operation

    Units must immediately notify the Department of Public Safety (541-737-7000) of all incidents resulting in stolen equipment or suspected theft of equipment.  Contact local law enforcement, if the incident occurred away from the OSU main campus. 

    For insurance purposes, units must also notify the OSU Risk Management Office (541-737-7252) or risk@oregonstate.edu.

    Units must complete a Property Disposition Request (PDR) Form and contact Fixed Asset Property Management, if the equipment is a capital asset. 

    If the stolen property is accountable to a grant or contract, the principal investigator must contact the Office for Sponsored Research and Award Administration (OSRAA) and follow instructions in the award document for reporting stolen property to the sponsoring organization.

    Additional Reference

    PRO 304: Insurance

    PRO 903: Reporting & Inventories

•  

• PRO 806:  Return of Equipment

• Effective Date: 07/01/1971

  Revision Date: 03/29/2016

•  

  • Agency or other owned equipment must be returned to the agency or owner upon request, upon completion of project, or upon expiration of the loan agreement.  The returning department must notify Fixed Assets Property Management - Business Affairs of the return and complete a Property Disposition Request (PDR) Form.

    Return to Sponsoring Agency at Contract Close-Out

    Responsible Party	Action
    Office of Sponsored Research and Award Administration (OSRAA)	At contract or grant close-out, request sponsor's disposition instructions for sponsor owned equipment.   Submit a copy of the sponsor's instructions to Fixed Assets Property Management.   If applicable, submit a copy of the sponsor's instructions to departmental Principal Investigator.
    Returning Department	Complete a Property Disposition Request (PDR) Form including information such as the Sponsoring Agency's name, address, telephone number, and contact person.   Obtain Responsible Person and Director/Department Head signatures and send PDR to Fixed Assets Property Management.   Ship equipment to Sponsoring Agency's contact person.
    Fixed Assets Property Management	Remove asset record from inventory.

    RETURN TO OWNER

    Responsible Party	Action
    Returning Department	Complete a Property Disposition Request (PDR) Form including information such as the owner's name, address, telephone number, and the owner's contact person.     Obtain Responsible Person and Director/Department Head signatures and send PDR to Fixed Assets Property Management.   Ship equipment to owner or contact person.
    Fixed Assets Property Management	Remove asset record from inventory.

     

    Cross Reference

    See PRO 701-03: Equipment Loaned - To OSU

    See PRO 900: Sponsored Research and Federal Property

•  

• PRO 807:  Cannibalization for Parts

• Effective Date: 07/01/1996

  Revision Date: 03/29/2016

  • Departments may cannibalize obsolete or non-functional equipment upon obtaining approval from Fixed Assets Property Management - Financial Accounting & Analysis (FA&A). 

    Responsible Party	Action
    Department	Prepare a list of potential equipment to be salvaged or cannibalized.   Contact Surplus Property to see what the equipment value might be if resold "as is".   Submit list to Fixed Assets Property Management and request approval to cannibalize or part out the equipment.
    Fixed Assets Property Management	Audit the asset record to see that the property is OSU-owned and not accountable to a current grant or contract.   Approve or disapprove request and notify department of decision.
    Department	If approved, submit a Property Disposition Request (PDR) Form to Fixed Assets Property Management.
    Fixed Assets Property Management	Remove equipment from inventory.