Equipment costing over $5,000 is tagged when received in the stockroom by either Stockroom Manager or Student Employee within 3-7 days of receiving.

Exceptions

1. Large, heavy equipment that needs to be uncrated and installed by the vendor.
2. Equipment that has been delivered directly to the lab, bypassing Receiving entirely.

In these cases, Purchasing Manager will contact the PI to tag after equipment has been installed.

Tagging Procedure

• Condition of equipment is checked; any damage is reported to Purchasing Agent (listed in PurchasePath) who then contacts the PI/vendor/Procurement Services.
• Tag is affixed to equipment in a visible (but non-impeding) place.
  
  • Exception: NT (No tag) equipment: underwater equipment, software, lenses, etc. Affix tag to printout from Oasis and keep in Equipment Inventory binder.
• Equipment information is entered in the equipment inventory notebook.
• Tag number is written on receiving paperwork and entered in PurchasePath.
• Purchasing Manager is notified via PurchasePath when equipment is received.

Oasis Entry Procedure

Purchasing Manager enters tagged equipment information into Oasis when it shows up as a pending asset. Oasis is searched once a week for pending assets.

Federal or Agency Owned Equipment

Purchasing Manager will affix Yellow Agency tag to the equipment. (Only notified in Oasis that this would be necessary.)

Sponsor must be notified for disposal, cannibalization, or transfer of equipment.

Inventory Procedure

The Purchasing Manager and Facilities Managers will work with a designee to locate all equipment on the inventory list.  Equipment Custodians will assist with finding equipment as needed (emailing photos from remote locales if necessary). Equipment Custodians are not to conduct inventory.

• Locations will be updated on list.
• Equipment permanently used by another department will be officially transferred.
• Not Found equipment will be marked as lost.

The Chair will sign off on all inventory reports.

EIO processes any necessary updates, disposals or transfers.

Equipment Inventory sends a follow-up memo and new inventory listing to the inventory contact for each completed inventory.

Departments respond via the Physical Inventory Response Form to any concerns highlighted in the follow-up memo.

Equipment Inventory will send a final inventory listing after processing requested revisions.

Faculty / Equipment Custodian Roles & Responsibilities

Notify Purchasing Manager if:

• Equipment purchases are received directly from vendor (bypassing receiving).
• Taking equipment out of the country for UW business to insure and for customs documentation: https://finance.uw.edu/eio/equipment/equipment-maintenance/customs-export
• Transferring equipment to another PI or department.
• Equipment is moved from current location or loaned to another PI.
• Returning equipment to vendor (for trade-in or refund).

Contact a Facilities Manager for any repairs, cannibalization of parts, or to dispose of (surplus).

Contact the Administrator if transferring equipment out of the UW.

Documentation Procedures

The department should maintain the following documents for six years for audit purposes (see the General Record Retention Schedule):

• Receiving and shipping documents
• Evidence of receipt (usually an authorized signature and date on a receiving report or transfer

document upon delivery)

• Official government transfer documents of federally furnished or loaned equipment
• Copy of invoice