Acquisition and Tagging
All tax levy and non-tax levy assets are normally received at the College Central Receiving/Warehouse located at P105. The College at times may receive direct shipments bypassing the Warehouse and the asset are delivered directly to the department. However, any asset received either by Central Receiving/Warehouse or a direct shipment must follow the receiving procedures as per CUNY and College policy.
Assets that meet the CUNY capital asset threshold are assigned KIN numbers (white color bar-coded tags) and are loaded to the CUNYfirst Asset Management System by the Fixed Assets Manager. It is important that the delivery of any asset is correctly received so that the information can be entered into CUNYfirst. Incorrect information will result in a very time consuming process during re-inventory. So having the correct department, room number the asset is located in and who the custodian will be.
There are certain assets that have been determined to be untagabble but have a dollar value that exceeds the CUNY threshold. Items such as computer software and mechanical components that are attached to a physical building structure would we designated as untaggable. Verification that these assets exist will be documented in an email by the departments Director. We are in the process of creating a separate logbook for items that are Untagabble. Untaggables, such as the Art Work Book, will be updated to reflect all Art Work currently listed in CUNYfirst. A Boat and Vehicle Logbook will be created and if necessary, a replacement KIN tag will be assigned if the current KIN tag is missing or cannot be accessed. Computer software and building infra structure equipment attached to the physical building or a component of a functioning system will be documented in a logbook supported by department email for verification of the existing asset and the assigned KIN tag number.
Internal Shadow System
As approved by the Vice President for Finance & Administration, selected equipment with a purchase cost of less than $5,000 such as Printers, monitors, Air conditioner, refrigerator, etc. that are defined as sensitive to theft will be tagged with KCC
Blue Internal Tags (blue color bar-coded tags) with the exception of iPads, laptops and desktops. The Fixed Assets Manager will track and monitor these assets using an Internal Shadow System.
“Sensitive” Items – Selected equipment with a purchase price less than $5,000 such as IPADS, laptops, desktops, A/V equipment, etc. are defined as “Sensitive” to theft and must be tagged. An audit of capital assets that meet capitalization thresholds and sensitive inventorial items must be performed annually (i.e. re-inventory). Re-inventory scope includes all assets acquired during the fiscal year. KCC must complete their re-inventory by December 31st of the current year, unless otherwise specified. The college must comply with the requirement that the total value of items “Not Found” is the lesser of $300,000 or 5% of a College’s total inventory value. Re-inventory categories include the following asset classes: