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Operations Department

Property Control

Overview

The Phoenix College Property Control area maintains the philosophy that property control is a way of life in our day-to-day routine, allowing us to always be ready for an audit.

The Property Control area is responsible for recording and tracking all equipment purchased and received at Phoenix College. It is our responsibility to ensure that all capital and non-capital equipment and goods are accounted fro and appropriate records are maintained in compliance with the Maricopa County Community College’s, State, and Federal regulations.

Property controls responsibilities are:

  • The maintain and safeguard the campus assets through proper tagging of all equipment that is received on campus.
  • Maintaining records of all tagged equipment.
  • To conduct an annual inventory of all capital assets.
  • To provide guidance to campus personnel on the processes.

All Departments are responsible for their respective capital assets. Initial reports will reflect the benchmark of each department’s record able capital assets. Ad hoc reports will be available upon request.

 

Meet the staff in Property Control! Please call if you have any questions for us or about our services. We look forward to helping you!

Sandra Matsusaka, Office Coordinator III
sandra.matsusaka@phoenixcollege.edu
602.285.7246

Charles E. Sweezey II, Operational Services Clerk
charles.sweezey@phoenixcollege.edu
602.285.7579 

RICOH Contracted Services, Christina Cardenas 
602.285.7460

 

Room Numbers – Changes

Accurate room numbers are vital to an accurate inventory. If room numbers change due to construction please advise the following departments:

  • Maintenance and Operations
  • Technology Support
  • Receiving
  • Business Services

Moving Items

If a department needs a piece of technology or any other capital equipment moved from one location to another (even across the room), please advise the following departments via a request form:

  • Maintenance and Operations
  • Technology Support
  • Receiving
  • Business Services

Home Checkout Items

All home check out requests must complete a loan request form. All home checks are subject to an annual review and new request form completed.

Employees are responsible for the stewardship of all items checked out to them. Should a loss occur they will need to provide the below information, and be prepared to reimburse the college for the lost item out of their homeowners insurance policy.

Surplus, Cannibalized or Trashed Items

All capital items that are to be sent to surplus, cannibalized, or trashed, must go through IT and Operations prior to any action taken by the department. Please send an email for any of the above to the IT Helpdesk and Operations. This allows the official database to be changed to reflect whether an item was sent to surplus, a department cannibalized the item or sent the item to the trash. This is extremely important in keeping our exception report and write-offs to a minimum.

Report Thefts and Self-Insurance Reimbursement Process

All thefts need to be reported to our College Safety Office. Items over $1,000 need to be reported to the Phoenix Police Department.

For self-insurance reimbursement the department will need to submit the following:
MUST BE SUBMITTED WITH 30 DAYS OF THE THEFT!!

  • Public Safety Report
  • Official copy of Police Report
  • MCCCD tag information and serial number of each item
  • A Property Loss Claim Form completed
  • A copy of the original invoice of the items purchased
  • Proof of due diligence in protecting the capital assets
  • A written quote for the replacement items

Accepting Donated Items

Before accepting donated items please consider the age and shape of the item(s). If the item(s) are in need of major repair and maintenance it may not be in the best interest of the department’s budget to accept the items. All donated items over $1,000 accepted by the college must have a donated property form completed and sent to Receiving and Business Services.

Donating College Property

Before donating any Phoenix College equipment to an outside entity, the following steps must be taken:

  • The item that is identified for external donation must be made available to all departments and units in Maricopa Community Colleges. The Operations Department is responsible for this process.
  • Donations can only be made to non-profit organizations.
  • Transfer Form must be completed and returned to Operations with supporting documents.