NO: 98-15-OMB

ORIG AGENCY: Office of Management and Budget

EFF DATE: 3/1/98

EXP DATE: Indefinite

SUPERSEDES: 88-24-OMB

SUBJECT: Assignment of State-Owned Personal Computers to State
Employees

ATTENTION: Department and Agency Heads, Directors of Administration
and Chief Fiscal Officers

FOR INFORMATION CONTACT: John Ditri
Phone: (609) 292-8938

I. PURPOSE

To revise policy regarding the assignment of state-owned personal
computers and peripheral equipment to state employees for use at employee
residences or temporary work sites.

II. OBJECTIVE

To prevent the unauthorized use of state personal computer equipment and
to safeguard state resources.

III. POLICY

State-owned personal computers and peripheral equipment may be assigned
to state employees for use at temporary work sites or employee residences
under the conditions specified below.

Criteria

A personal computer and peripheral equipment may be permanently
assigned to an employee for use on assignments at temporary work
sites when the employee has demonstrated the level of knowledge
regarding the equipment that would justify the assignment, and
work has been assigned which requires the use of a personal
computer.

A personal computer and peripheral equipment may be permanently
assigned for use at an employee's residence when the employee
has demonstrated the level of knowledge regarding the equipment
that would justify the assignment, work has been assigned which
requires the use of a personal computer, and:

• the employee is assigned a personal computer under the guidelines
  the Senior Executive Services, or
• a personal computer is not available for use at the employee's
  official station during nonworking hours.

A personal computer and peripheral equipment may be temporarily assigned
to an employee for use on assignments at temporary work sites or at the
employee's residence when the employee has demonstrated the level of
knowledge regarding the equipment that would justify the assignment, and
work has been assigned which requires the use of a personal computer.

Under no circumstance may a personal computer be assigned to an
employee's residence merely for the employee's convenience nor shall the
equipment be utilized for personal business.

Approvals

Permanent assignments for use at employee residences shall be approved by
the agency head or designee.

Permanent or temporary assignments to temporary work sites, or temporary
assignments to employee residences shall be approved, at a minimum, by
the employee's supervisor.

Recordkeeping

All equipment with an original cost of at least $1,000 must be included
on the department's equipment inventory. However, only equipment costing
more than $10,000 should be reported to the Bureau of Risk Management.
The following information should be included:

• Brand name and model number
• Employee(s) to whom it is assigned
• Location (if it is being used at various temporary work sites,
  indicate that the piece of equipment is a "floater")
• Estimated fair market value.

A Property Removal Pass shall be completed when equipment is removed from
State premises. The information contained on the document shall include,
but should not be limited to, the following:

• Employee taking custody of the equipment
• Equipment being removed, including inventory identification number
• Intended location of equipment
• Authorized approval signature(s).

IV. STATE INSURANCE COVERAGE

Loss or damage to equipment is subject to a $10,000 deductible, i.e., any
occurrence resulting in a loss of $10,000 or less is self-insured by the
department that owns the equipment. Only losses greater than $10,000 per
occurrence can qualify for reimbursement by the state for repair or
replacement of the equipment in like kind and quality, when the equipment
is scheduled with the Bureau of Risk Management. The determination
regarding the extent of reimbursement is made by Risk Management.

Full details on insurance coverage of state property are found in Risk
Management's Policy and Procedures BRM 1.3.