FREQUENTLY ASKED QUESTIONS
1. Why are we keeping track of inventory that if we bought the same item right now it wouldn't be on inventory?
In the past, the equipment threshold limits were much lower and those items have remained on the inventory listing. There is some question as to why we are doing it this way. Discussion is underway to make recommendations on this matter.
2. Can we remove the items that are not worth anything from our inventory?
If the item is not worth anything then it should be sent to Surplus Sales. If you are retaining possession of the equipment it must still have some value to somebody therefore the equipment needs to be tracked for insurance purposes.
3. Do you have to physically verify everything? Is it necessary to physically see the tagged item?
Yes, with a few exceptions. A-21 and FAR regulations require that someone physically verify each inventory item. Recent (within 6 months) maintenance or calibration records can count as physically verifying the item as well. Occasionally, professors who leave on sabbatical will take equipment with them; also equipment is often used off campus for one purpose for another. In these cases, it is not feasible to physically verify the equipment. Every reasonable effort should be made to physically verify equipment that does not fall under the above exceptions.
4. What is the dollar amount threshold for tagging equipment?
713200 – Small tools and equipment under $1,000. These items are tagged at the discretion of each department; items in normally tagged in this subcode are computers, digital cameras, etc.
713300 – Small tools and equipment between $1,000-4,999. These items are always tagged and tracked for insurance purposes.
772300 – Capital equipment with a cost of $5,000 or more. These equipment items are tagged and depreciated as capital equipment.
772700 – Works of art, regardless of value. All works of art are identified and tracked; usually a tag is not affixed to the art because the art value could be compromised.
Occasionally, equipment is purchased through the USU Purchasing department but reimbursed by the sponsor.
5. Do the monitors get a tag too?
No, monitors are not tagged. We consider the monitor as part of the complete computer system; therefore, a tag will only be placed on the computer itself. In the past, monitors were tagged but because monitors are switched around between one computer and another so often and because the value of each individual monitor has decreased so much in the last few years we have now decided to only tag the computer and identify it as a complete system.
6. This equipment is going off campus, how do I get it tagged before it leaves?
You may call Debbie Megill in the Equipment Management Office at 797-1846, and request that she come and tag the equipment. Normally, she is able to tag equipment the day the request is made.
7. What do I do with equipment that I no longer have any use for?
Equipment that is excess (no longer in use or used so minimally that it is not cost effective to retain possession) should be sent to Surplus Sales. Rather than storing equipment that you may use at some point in the future, we suggest you dispose of the equipment while it still has some value so as to recover as much of the cost as possible. This is particularly important when disposing of technological equipment. For example, computer technology is changing so rapidly that older computer become worthless rather quickly. Moreover, if monitors cannot be sold and have no value then Surplus Sales must pay someone to dispose of the equipment because components within monitors contain hazardous materials. Please call Surplus Sales promptly at 797-2083 when equipment is declared excess.
8. What do I need to do to transfer equipment to another department?
Fill out the form Intent to Transfer/Sell Equipment on Campus and return it to the Equipment Management Office, UMC 2400, or by fax at 7-3873.
9. This equipment was bought with my grant money. What do you mean that the equipment is not mine?
Contracts and grants are awarded to the University on behalf of the person applying for the award. Equipment that is purchased on a contract or grant is owned by the University or the Sponsor and in no way the property of the principal investigator (PI). For questions on ownership of the equipment, carefully read the terms of the contract to determine ownership.
10. This equipment will be located in my personal residence; do I need to fill out a form and where to I find it?
Yes, you must fill out the form prior to taking the equipment to a non-University owned building or home. Fill out the Off Campus Authorization form and return it to the Equipment Management Office, UMC 2400, or fax it to 797-3873. If the equipment will only be off-campus temporarily (less than 3 months) no form is needed. If we do not have any record of the equipment being in a personal residence and the equipment is stolen or destroyed while there, there is no guarantee that the equipment will be insured by the State.
11. I won't have to do physical inventory this year?
No. Responsibility for performing the physical inventories now resides with the Equipment Management Office. Our staff members will perform the physical inventories on a biennial basis.
12. Why do I need to have a list of storage items?
Keeping a list of items in storage has many benefits. First, it facilitates the actual physical inventory by reducing the amount of time spent locating equipment items. If a list is kept by the Department Property Administrator (DPA) and is able to present the list to inventory personnel, we can identify the items in storage and reduce the actual inventory time. Many times we search for items only to find out that the equipment has been in storage for the last year.
13. Where are you located and to whom do you report?
The Equipment Management Office is now part of the Controllers Office, and reports to the Supervisor of Plant Fund Accounting. Our office is located in Old Main Room 10. You may contact the equipment manager at 797-1999.
14. Why do we track this if it is fully depreciated?
Just because an item is fully depreciated does not mean the equipment has no value, depreciation costs were only allocated over the projected life of the asset. Unless the equipment is destroyed or extremely outdated it will always have some value. Additionally, items must be insured and our insurance replaces items at replacement cost (i.e. the cost to purchase the new equipment) not the actual value.
15. How can I get this item off my Inventory?
Items are not just removed from the inventory listing. The only way an item is removed is when it is disposed of, transferred out of USU’s control, or the item is lost, stolen, or destroyed. The department head must sign the Request to Retire Asset form for items that are not disposed of through Surplus Sales. The form should be returned to the Equipment Management Office, UMC 2400, or fax 797-1077.
16. How can we contact your office?
You may contact the Equipment Management Office at 797-1999, fax 797-3873, email email@example.com or through the campus mail: UMC 2400. If you prefer to stop by our office, we are located in Old Main Room 10.