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From the Vice President for Finance and Management

Posted: Friday, March 27, 2020

Procedures for Loan of College Property

The State of New York, SUNY System Administration, and Buffalo State College recognize that there are legitimate reasons for faculty and staff members to remove property from Buffalo State College for work-related functions.

All Buffalo State College property—whether recorded on a departmental inventory or not—that is removed from campus by faculty or staff for work-related functions must be identified on a Loan of College Property form (PDF, 157 KB).

This requirement applies to assets, such as laptop computers, that are transported back and forth on a continual basis.

All signatures are required in order for the form to be considered a valid request. It is the responsibility of the user to secure the required permission and signatures. Electronic signatures are permissible.

Loan Renewals: Loan forms are required to be renewed every year. An e-mail reminder will be sent out when the user’s loan has expired. Signed original forms should be submitted to the Property Control Office.

Loan Returns: It is the user’s responsibility to report to Property Control when a loaned asset has been returned to campus. This will remove the loan status from the user and allow for the inventory to be updated to reflect the new location of the property. If the return is not reported, then the loan status for the asset will remain with the user. This will cause inaccuracies when an audit occurs.

Please contact Property Control with any loan or inventory questions.