Property & Accountable Officers

Department Roles & Responsibilities

The State provides policy and procedures that the University's President administers. He has delegated the responsibility and authority for carrying out these duties to the Director of Property Control. The department is responsible for maintaining all records regarding the acquisition, disposal, transfer, and location (building and room number) of all Morgan State University capital assets (including trade-ins, foundation, grant acquisitions, gifts and donations). In addition, Property Control is responsible for managing and ensuring that University departments conduct a complete physical inventory once a year and a sensitive item inventory every year. Accurate records must be maintained of all transactions.

Property Officers Responsibilities:

Department (academics) Chairpersons are the Property Officers for Fixed Assets located within their departments. They may assign responsibility to an Accountable Officer. However, the Department's Chairperson is ultimately responsible for the asset.

Department (administrative) Directors are the Property Officers for the equipment located within their departments. They may assign responsibility to an Accountable Officer. However, the Director is ultimately responsible. 

To ensure effective management of the personal property, control responsibilities shall be delegated to "Property Officers".  Each department’s director/Dean/Chair Person/Vice President shall be required to designate an individual to become a Property Officer.  The designated individual will serve as a liaison to the University’s Inventory Section of the Property Control Department. The respective Departmental Property Officer must be a supervisory level employee and report to an individual no lower in the department than director, or a comparable position who will have the ultimate responsibility for the Department’s inventory. To maintain accurate Inventory records, the current Property Officer & Accountable Officer needs to be updated to your department's Inventory list. Each department's Property Officer will appoint an Accountability Officer.

• Maintain departmental inventory records for all assets in their department. 
• Receive and review Property Control Inventory Request (PCIR) Form from
• Report missing and stolen property.
• Determine if any property is no longer needed by the department. 
• Reconcile physical inventories to inventory records. 
• Ensure accurate inventories by test counting a reasonable number of items. 
• Certify in writing, the completeness and accuracy of the departments physical inventories. 
• Ensure Department staff performs required inventories, report on variances when needed, sign and forward within the time required their department-wide Inventory Report to the Property Control Department.  Annual Inventory Reports shall be reconciled by Property Control Department.

Accountable Officers Responsibilities:

Each Accountable Officer is required to maintain an accurate inventory of all property within his/ her area of responsibility, to adhere to all procedures and regulations pertaining to State/ MSU property and to cooperate with the Property Control Department in ensuring that all property is physically inventoried. The Accountability Officer is responsible for the department's property accountability and compliance with established procedures and acts as a liaison between the department and Property Control. The Accountability Officer handles all paperwork and maintains records for the department. All personnel within the custodial department will go to the department's Accountability Officer when they need to report stolen/missing property, or need to move, transfer, dispose, etc., of any State/ MSU property. The Accountability Officer must also notify Property Control of any property acquired through other than normal channels (MSU Purchase Order), such as construction or contractual agreements, surplus property, gifts to the school, transfers from other state agencies, and even the recovery of stolen property. This includes non-capital ($250 or greater) equipment. If the person(s) handling this assignment is newly appointed or changes, Property Control must be notified. The Property Officer and Accountability Officer will be appointed in writing.

• Assume responsibility for all personal property under their control assigned to them by their Property Officers.
• Know the whereabouts at all times of all personal property under their control.
• Conduct physical inventories of department property under their control as required and certify in writing the accuracy of the physical inventory.
• Ensure that equipment is properly marked and identified.
• Instruct employees they are personally responsible for the use and care of department property in their custody or under their control and for reporting losses promptly to University’s Police and the Property Control Department.
• Require personnel to complete an “Off Campus Property Pass” for property to be taken off campus to conduct official University business.
• Ensure that properly prepared and authorized “Off Campus Property Pass” is turned in to the Procurement and Property Control Department.
• Report missing and stolen property to the University’s Police and Property Control Department immediately upon discovery of loss or damage.
• Report excess property to the Property Officer when the property is no longer needed.
   

Administrative & Academic - Accountable & Property Officers List below is updated daily as needed. Department Property Officers are to contact Property Control (Gloria Smalls x-3413) for Officers updates or changes.    

Administrative - Accountable & Property Officers List

Academic - Accountable & Property Officers List