EquipmentManagementProcedures

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UTAHSTATEUNIVERSITY

EQUIPMENTMANAGEMENTSERVICES

PROCEDUREMANUAL

APRIL2019

EquipmentManagementServicesOldMainRoom26

Phone:435-797-0499

Fax:435-797-1077

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SectionA:GENERAL

Purpose

Thepurposeofthefollowingequipmentmanagementproceduresistoestablishproceduresforthemanagementandcontrolofcapitalandnon-capitalequipmentownedby,orinthe

custodyof,UtahStateUniversity(USU,University).SeeUtahStateUniversitypolicy344.2.

Theseproceduressatisfytherequirementsofgovernment,bothStateandFederal,aswellasgoodbusinesspractices.Theseproceduresprovidecontroloverallequipment,as

hereafterdefined,forwhichUtahStateUniversityisresponsible.

Title

UtahStateUniversityhastitle(ownership),and/orwillreceivetitletoallequipment

purchasedwithUSUfunds,orreceivedasgiftsordonationstotheUniversity.Thisincludesallequipmentlocatedatsatellitecampusesandlocations.USUequipmentwillbetitledandidentifiedasUSUequipmentwhetherinthefieldoronloanatotherinstitutions.

Titletoequipmentpurchasedwithfundsfromagrantorcontractwillvestaccordingtothetermsandconditionsofthegrantorcontract.Inmostinstances,USUhastitleeither

immediately,orattheendofthecontractorgrant.UtahStateUniversityexercisestheresponsibilitiesofownershipforallequipment.

NOdepartment,departmentalunit,ormemberofthestafforfacultymayholdproprietaryinterestinanypieceofUSUequipment.Regardlessofwhichdepartmentalunitorderedtheitem,thefundcited,orthebudgetexpensed,theprincipleofUSUownershipprevails.

Scope

TheEquipmentManagementandControlSystem(AssetTrackingsystem(s))appliestothe

equipmentbelongingto,orinthecustodyof,UtahStateUniversity,includingequipmenton

loantoUSU,government/contractorprovidedequipment,orequipmentsecuredfor

completionofcontractsandgrantsforresearch,trainingandpublicservice.

RelatedDocuments

i.FederalAcquisitionRegulations(FAR)

ii.GovernmentAccountingStandardsBoardStatements34and35iii.InternalRevenueService(donations)

iv.NationalAeronauticsandSpaceAdministration(NASA)GrantHandbookv.DepartmentofDefense(DOD)Manual4161.2-M,5000.64

vi.DepartmentofEnergy(DOE)–ManagementofGovernmentEquipmentinthePossessionofContractors

vii.HealthandHumanServices(HHS)ContractorsGuideforControlofGovernmentEquipment

viii.OMBUniformGuidance(2014)

ix.StateofUtahRegulations

x.StateofUtahBoardofRegentspolicies

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Definitions

AccessoryItem-Anitemthatfacilitatesorenhancestheoperationofequipment,butisnotessentialforitsoperation.

AcquisitionValue-Acquisitionvalueisavalueassignedatthetimeofacquisitionfor

equipmentorotheritemsdonatedtotheUniversity,orfoundthroughaphysicalinventory.UniversityAdvancementwillprovidetheassignedvalueforitemsthataredonatedorgifted.Ifassetisfoundwithoutacquisitiondocumentation,valuemaybeprovidedbydepartmentorresearchedthroughsiteson-line.

Agency-Anentity(e.g.organization,corporation,foundation,orperson)fromwhichUSUderivesexternalsupportthroughcontractorgrants.

AssetViewAssetTrackingSystem–SoftwareassettrackingsystemusedbyUSUtomanageassetsdeterminedbypolicyforUniversityrequirementsordepartmentneeds.

Asset/Equipment/Item/Property–Termsareusedinterchangeably

Attachments-Equipmentthatisoriginallyseparatefromtheparentequipmentitem,butbecomesafunctionalpartoftheequipment.Theattachmentisdependentontheparentitemtofunctionproperly.Costsforattachmentsareincludedaspartoftheequipmentatthetimeofpurchase.

AuxiliaryItem-Anitemwithoutwhichequipmentcannotoperate.

Award-Alegaldocumentprovidingexternalsupport.Awardincludesgrantsaswellascontracts.

CapitalOrDepreciableEquipment-Equipmentthathasanacquisitionvalueof$5,000ormore,isfreestanding,andhasanormallifeexpectancyofoneyearormore.

Components-Equipmentthatcouldoperateindependently,butisworkinginterpedentlywithanotherequipmentitemisconsideredacomponentoftheparentequipment.

Componentsofcapitalizedequipmentareevaluatedonacase-by-casebasistodetermineiftheaddeditemchangestheuse,lengthoflife,orvalueofparentitem.Iffoundtoaddvalueoruse,theequipmentwillbecapitalizedanddepreciatedalongwiththeparentequipment.

Contract-Anagreementwithexternalsponsorsfordeliveryofspecificresearchresultsordeliverableitem.

ContractAdministrator-AnauthorizedrepresentativeoftheContractingOfficeassignedtoadministerthecontractrequirementsandobligationsrelatingtogovernmentequipment.

ThispersonisnormallyanemployeeintheUSUSponsoredProgramsOffice.

Contractor-UtahStateUniversityorUtahStateUniversityResearchFoundation.

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CodeofFederalRegulations215(OMBA-21)–ReplacedbyOMBUniformGuidance.CodeofFederalRegulations(220OMBA-110)–ReplacedbyOMBUniformGuidance.

Cost–Theactual,originalcostpaidforequipment.Thecostoftheequipmentremainsthesameduringthelifeoftheequipment.Costisnotadjustedtobookvalueorfairmarket

valueatanytimeinthelifecycle.

CustodialDepartment-DepartmentorunitoftheUniversityhavingphysicalcontrolofequipment(e.g.Departmentpossessingequipmentorthesponsoringagencyconnectedwithaspecificdepartmentforanaward).

DepartmentPropertyAdministrator(DPA)-Personappointedbythedean,departmenthead,ordirectortoberesponsibleforrecords,inventory,andotherdutiespertainingtocapitalandnon-capitalequipmentbelongingtothedepartmentorunit.

DepartmentalEquipment-Equipmentwithanacquisitionvalueoflessthan$5000,isfreestanding.Departmentalequipmentrequiredtobetaggedandtrackedatthe

departmenthasanacquisitionvaluebetween$3000and$4999.99,andequipmentthatcan

containPIIinformationasoutlinedbytheDepartmentofHomelandSecurity.Other

departmentalequipmentmaybetrackedasdeemednecessarybythedean,departmenthead,ordirector.

EquipmentManager-DulyauthorizedrepresentativeoftheUniversitydelegatedtheresponsibilityfortheAssetTrackingSystem(s),andtheidentificationandtrackingofallUniversityinventoriableequipment.

FabricatedEquipment-Equipmentconstructedbycombiningorassemblingmodular

componentsand/ormaterialsintooneidentifiableunit.Whencompleted,eachcomponentlosesitsindividualidentityandtheendproductbecomesanidentifiablesingleunit.

Typically,suchequipmentisconstructedanddesignedin-houseforaspecificpurposeorforresearch.Inordertocapitalizethisequipment,thefinishedproductmusthaveaunitcostof$5,000ormoreandalifeexpectancyofmorethanoneyear–fabricatedequipmentwillberecordedasdepartmentalequipmentifthecostisbetween$3000and$4999.99.

FederalAcquisitionRegulation(FAR)-TheFederalAcquisitionRegulation(FAR)isthe

primaryregulationforusebyallFederalExecutiveagenciesintheiracquisitionofsuppliesandserviceswithappropriatedfunds.Itisissuedwithinapplicablelawsunderthejoint

authoritiesoftheAdministratorofGeneralServices,theSecretaryofDefense,the

AdministratoroftheNationalAeronauticsandSpaceAdministration(NASA),Officeof

FederalProcurementPolicy,andtheOfficeofManagementandBudget.TheportionoftheFARthatrelatestogovernmentequipmentisFARPart45–GovernmentProperty.ThishasbeenincludedinthenewOMBUniversalGuidance.

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FoundEquipment-EquipmentfoundbydepartmentsorEquipmentManagementServices(EMS)personnel.Foundequipmentwillbeincludedintheassettrackingsystemifthevalueiswithinprescribedlevelsfordepartmentalorcapitallevels.

Government-UnitedStatesofAmericaortheFederalgovernment,unlessotherwisespecifiedas“Stategovernment”.

Government/ContractorEquipment-SpecialcategoryofequipmentdefinedinFARPart45andUniformGuidance200.33GovernmentPropertyisconsideredasallequipmentownedorleasedbytheFederalgovernment.Suchequipmentacquiredundercontract/grants

(Federalawards)withtheUniversityincludes:

GovernmentFurnishedEquipment-Equipmentinthepossessionof,oracquiredby,the

governmentandsubsequentlydeliveredto,orotherwisemadeavailabletotheUniversityforuseunderspecifiedcontractsorgrants.

ContractorAcquiredEquipment-Equipmentpurchasedby,orotherwiseprovidedto,

theUniversityfortheperformanceofacontractorgrant.Titleforthisequipmentvestswiththegovernmentbyvirtueofitsprocurementwithgovernmentfunds.

ExcessGovernmentEquipment-EquipmentnolongerrequiredbythecurrentFederalcontractor(s).

FederalSurplusEquipment-EquipmentscreenedbyallFederalagenciesandgenerallymadeavailabletoeligibleinstitutionsthroughtheStateEducationalAgencyforSurplusProperty.

GovernmentSpecifiedSupplies-OMBUniversalGuidancelanguageallowscomputersandcomputerrelatedequipmenttobelistedassuppliesifthevalueislessthan$5000.

Grantee-UtahStateUniversity.

Insurance-Providesfunding,inpart,forthecostofreplacinglost,damaged,destroyedorstolenequipment.UtahStateUniversityisself-insuredbytheStateofUtah.

InventoriableEquipment-

UniversityCapitalEquipment-Equipmentthathasanacquisitionvalue$5,000ormore,isfreestanding,andhasanormallifeexpectancyofoneyearormore.

GovernmentInventoriableEquipment-Equipmentprovidedbycontractorgrantthathasanacquisitionvalueof$5,000ormoreandanormallifeexpectancyofoneyearormore.Thismayincludegovernmentpropertylessthancapitalthresholdsbutrequiredtobeidentifiedasassetsbycontractorgrantspecification,orifrequiredbythe

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University.Governmentequipmentdoesnotloseitsidentityasinventoriableequipmentbecauseofaffixationtorealproperty.

LoanedEquipment-EquipmentloanedtotheUniversitybyanexternalagency,fromoneUniversitydepartment/unittoanother,bytheUniversitytoanexternalagencyorindividual,orfromoneUniversitytoanotherUniversity.IftheUniversityisliableforcareandcustody,loanedequipmentwillbemarkedoridentifiedsothatitcanbe

trackedforinformation.NOTE:Taggingloanedequipmentdoesnotdenotethatthe

Universitytakespossession.Taggingloanedequipmentisforinformationandinsurancepurposesonly.

MotorVehicle-Anymotorizedcarrierdesignedprimarilyforthetransportationofpersonsorproperty,whichisoperatedonapublicroad.

DepartmentalEquipment-Equipmentthathasanacquisitionvaluelessthan$5000,isfreestanding,andhasanormallifeexpectancyofoneyearormore.Policystates

Departments/Unitsarerequiredtotrackallequipmentwithacostof$3000to

$4999.99,andequipmentcapableofholdingPIIinformation.(E.g.computers,tabletsorexternalhard-drives).Departmentsmayincludeitemsthataretargetsfortheftsuchasdigitalcameras,camcorders,oritemsthatmaybeusedforillicitpurposes,etc.The

departmentswillberesponsibleforconductingtheannualphysicalinventoryofthedepartmentalequipment.

InventoryNumber-AuniquenumberassignedtoUniversityequipment.Aninventorynumberisalsocalledaninventorytag,assettag,barcodesticker,propertytagorPtag.

OMBUniformGuidance-2014revaluationandcombinationofallpreviousOMBcirculars.

PrincipalInvestigator-Theacademicoradministrativestaffmemberresponsibleforinitiatingandconductingexternallyfundedresearch,training,orpublicserviceproject.Theindividualmaybeknownastheprojectdirector,projectadministrator,responsibleperson,orP.I.

PersonallyIdentifiableInformation(PII)*-Informationprotectedbyfederalandstatelawsandregulations,includingfederalregulationsadministeredbytheU.S.DepartmentofHomeland

Security(DHS),andisdefinedbyDHSas“anyinformationthatpermitstheidentityofan

individualtobedirectlyorindirectlyinferred,whichiflost,compromised,ordisclosedwithoutauthorizationcouldresultinsubstantialharm,embarrassment,inconvenience,orunfairnesstoanindividual.”PIImustbeprotectedpriortoreleaseinaccordancewiththeUtahGovernmentRecordsAccessandManagementActorotherdisclosuresrequiredbylaw.

PIIdoesnotinclude“publicinformation”asdefinedbytheUtahGovernmentRecordsAccessandManagementAct,orinthecaseofstudentrecords,“directoryinformation”asdefinedbytheFamilyEducationRightsandPrivacyAct.

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PIIincludesbutisnotlimitedtothefollowing:

1.FullSocialSecurityNumber

2.Driver’slicenseorStateIDnumber

3.Passportnumber

4.Visanumber

5.AlienRegistrationnumber

6.Fingerprintsorotherbiometricidentifiers

7.Fullnameincombinationwith:a.Mother’smaidenname

b.Dateofbirth,last4digitsofSSNc.Citizenshiporimmigrationstatusd.Ethnicorreligiousaffiliation

8.ProtectedHealthInformationasdefinedbytheHealthInsurancePortabilityandAccountabilityActof1996

SpecialTestEquipment-Eithersingleormultipurposeintegratedtestunitsengineered,designed,fabricated,ormodifiedtoaccomplishspecialpurposetestinginperforminga

contract.Itconsistsofitemsorassembliesofequipmentincludingstandardorgeneral-purposeitemsorcomponentsthatareinterconnectedandinterdependenttobecomeanewfunctionalentityforspecialtestingpurposes.Theequipmentdoesnotincludematerial,specialtooling,

facilities(exceptfoundationsandsimilarimprovementsnecessaryforinstallingspecialtestequipment),andplantequipmentitemsusedforgeneralplanttestingpurposes.

SpecialTooling-Jigs,dies,fixtures,molds,patterns,tapsandgauges,otherequipmentand

manufacturingaids,includingallcomponentsofthisequipment,whichareofsuchaspecializednaturethatwithoutsubstantialmodificationoralterationuseislimitedtothedevelopmentorproductionofparticularsupplies,partsthereof,ortotheperformanceofparticularservices.Itdoesnotincludematerial,specialtestequipment,facilities(exceptfoundationsandsimilar

improvementsnecessaryforinstallingspecialtooling),generalorspecialmachinetools,orsimilarcapitalequipment.

SponsoringDepartment-ThedepartmentorunitoftheUniversityresponsiblefortheadministrationofanexternallyfundedproject.

State-StateofUtah.

TitledEquipment–EquipmentthatbylawhasatitletodetermineownershipasrequiredbyStateandFederalgovernment.

University-UtahStateUniversityandallaffiliates,satellitecampuses,distanceeducationcenters,andextensionfacilities.

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UniversityEquipment-EquipmenttowhichtitlevestswiththeUniversity,whetherpurchasedwithUniversitycontrolledfundsoracquiredbybequestorgift.

SectionB:INSURANCE

PolicyofInsurance

TheStateofUtahmayprovideinsurancetocoverlossesofUniversityequipment.Toacquirecoverageatreasonableratescertaintypesoflossesmaynotbeinsured.Adeductibleprovisionwillnormallybeincludedintheinsurancepolicytermsandwillbeapplicabletomostlosses

incurred.(SeeRiskManagementofficefordetails.)

PaymentofDeductibleRequirement

UniversitydepartmentsandoperatingunitshavetheprimaryobligationtodefrayanyuninsuredlossesandtopaythedeductibleportionoflossesofUniversityequipment.

Universityequipmentlossesmustbeabsorbedfromthefundsavailabletothedepartmentoroperatingunitthathadmanagementresponsibilityfortheequipmentconcerned.

IfcatastrophiclossistheresultofconductthatwasnotwithinUniversityguidelinesornotincompliancewithUniversitypolicyorproceduresanadditional$100,000amountmaybe

required.

Exclusions

TheUniversityequipmentinsurancefundmaynotcoveranypartoftheloss,damage,destructionortheftincluding:

a.UniversityequipmentnotproperlyrecordedontherecordsoftheEquipmentManagementServicesofficepriortotheloss.

b.TheftofUniversityequipmentnotreportedtotheUniversityPublicSafetyDepartmentafterdiscoveryoftheloss.

c.PersonalequipmentownedbyUniversitypersonnel,students,guestsorother

individuals,eventhoughsaidequipmentwasonUniversitypremisesatthetimeofloss.

ProceduresforActionsRequiredIntheEventofaLoss

UponthediscoveryofalossofUniversityequipment,theheadoftheconcernedoperatingunitwill:

1.ImmediatelynotifythecampusPublicSafetyDepartmentorequivalentauthorityinthearea,(e.g.Police)andEquipmentManagementServicesofthelossbytelephoneorinperson.

2.AdvisetheUniversityRiskManagementinsurancecoordinatorofthelossinwritingorviathelinkonRiskManagementinternetsitewithanyotherrelevant

circumstances,andsendacopyofnotificationtoPublicSafety.Ifthelossdoesnot

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occurinornearcentralcampus,usetheRiskManagementinternetlinkassoonaspossibletoapprisetheinsurancecoordinator.

3.Prepareandsupplyadescriptivelistofthelostormissingequipment,includingtheUniversityinventorynumber(s)andserialnumber(s)totheresponsibleUniversityofficials,uponrequest.

4.CooperatewithinvestigationsbyPublicSafetyorappropriateauthorityandRiskManagement.

5.PrepareandsendacompletedRequesttoRetireAssetformtoEquipmentManagementServices.

6.Prepareandimplementaplanofactiontopreventthereoccurrenceoflossinthefuture.

SectionC:PERSONALUSEOFUNIVERSITYEQUIPMENT

UseofUniversityequipmentbyemployeesforpersonalpurposesisprohibited.University

ownedequipmentisnot,underanycircumstances,usedforprivatebusinessorpersonalprofit.

SectionD:RESPONSIBILITIESOFDEPARTMENTSANDEQUIPMENT

MANAGEMENTSERVICESOFFICE

Department/DepartmentalUnitResponsibility

DepartmentsandEquipmentManagementServices(EMS)havethejointresponsibilitytotrackallrequiredequipment.

LossofanyUSUequipmentincludingequipmentcontaininganyPIIinformationistheresponsibilityofthedepartmentordepartmentalunitassigned.

EMSwillassistdepartments/departmentalunitsbyprovidingUSUinventorytagsandtrainingDPApersonnelintheuseoftheAssetViewfixedassetsystem.

AssetViewwillprovidedepartmentswithrelativeinformationforanyassettracked,bothcapitalandnon-capital.CapitalitemsarecreatedinAssetViewonlybyEMS.EMSwillcreaterecords

forrequirednon-capitalassetsreportedthroughthepurchasingsystem.Departmentsmaycreaterecordsfornon-capitalessentialequipmentatthedirectionofthedepartmenthead.

EMSwillcreateanassetrecordwiththefollowinginformation:

?PurchaseOrderNumber(ifavailable)

?InvoiceNumber

?Description

?Make

?Model

?OriginalCost

?PurchasingIndex

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AdditionalinformationmaybeaddedtotheassetrecordbythedepartmentalDPA,suchas:

?Location

?ResponsiblePerson

?SerialNumber

?Otherhelpfulinformation

Maintaininganassetrecordofrequirednon-capitalandessentialitemsgivesdepartments’

quickinformationincaseoftheft,changesordeparturesofresponsiblepersonsorpurchasesofsimilarequipment.

Theheadofthecustodialdepartmentandtheprincipleinvestigatorhavetheprimary

responsibilityforthecare,maintenance,records,andcontrolofequipmentincustody;whether

Universityowned,ownedbyasponsoringagencyoronloantotheUniversity.Ifspecial

contract/grantrestrictionsorconditionsareinvolved,departmentsorDPA’sinitiatetheformsorlettersnecessarytoinformEquipmentManagementServicesofallprovisionsrespectingthecare,custody,maintenance,records,control,andalltransactionsinvolvingsaidequipment.

Afterreceivingtheformsorletters,EquipmentManagementServiceswillcarryoutthe

functionsrespectinginventoriableequipment.ThedepartmentheadorprincipalinvestigatormaydelegatetheresponsibilitiesoutlinedabovetotheDepartmentPropertyAdministrator.

Deans/departmentheads/directorsareresponsibleforassigningtheDepartmentPropertyAdministrator(DPA)theresponsibilityasaprimarycontactforEquipmentManagement

Services.DPA’swillberesponsibleforallrecordsofUniversityequipmentwithinthe

departmentorunit,includingallcapitalandrequirednon-capitalandessentialequipment.

Tochangedepartmental/unitDPA,completeandforwardaDepartmentPropertyAdminister

Changeformat:

/files/dpa_change.pdf

DPAResponsibilities

A.Maintainingalldocumentsfordepartmental/unitequipmentandinitiatingreportstoEquipmentManagementServicesregardingallchangestocapitalequipment.

B.UpdatingEquipmentManagementServicesonthelocationandresponsiblepersonsfor

department/departmentalunitequipmentandinitiatingreportsforallcapitalequipment.

C.SupportEquipmentManagementServicesintheannualphysicalinventoryofcapitalequipmentassignedtothatdepartment/unit.(SeeInventoryGuidelines)

D.Physicalinventoryandauditresponsibilitiesfordepartment/departmentalunitequipment.

(SeeDepartmentAuditGuidelines)

LocationofEquipment

ThelocationofeachitemofequipmentwillbeintheAssetTrackingsystemrecords.Currentrecords,includingmovementofequipment,willbemaintainedinsuchamannerthatanyitemofequipmentcanbelocatedforinspection,inventory,orauditpurposeswithinareasonabletime.ThecustodialdepartmentorDPAwillnotifyEquipmentManagementServicesofany

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changesinthedepartmentregardingresponsibilityofcapitalequipmentbysubmittingthe

EquipmentRecordChangeform:

/files/equipment_record_change.pdf

LocationcodeshavebeenassignedtoallareasthatpertaintoUtahStateUniversity.Newareasthatareavailablewillbeassignedwhendocumented.

PhysicalSecurity

Theheadofthecustodialdepartment,theDPAandtheprincipalinvestigator,ifacontract/grant

isinvolved,willmakeadequateprovisionsforthephysicalsecurityoftheequipmentintheir

custody.Areascontainingequipmentwillbekeptlockedafterbusinesshoursorwhennotin

use.Specialprecautionsarerequiredtobetakeninthecaseofhigh-value,portableequipmentthatisatargetfortheft.Aresponsiblepersonisassignedtoensurethephysicalsecurityand

responsibilityofequipment.

UtilizationofEquipment

Annually,theheadofthecustodialdepartmentandtheDPAwillreviewtheuseofequipmentinthecustodyofthedepartment.AnyequipmentdeterminednotneededshouldbereportedtoSurplusSalesforresaleorreuse.

StorageandMovement

Whenequipmentistemporarilyidle,butrequiredforauthorizedfutureuse,itmustbestoredinaccordancewithsoundbusinesspracticesandadequateprotectionfromcorrosion,

contamination,anddamagetosensitiveparts.Sludge,chips,andcuttingoilswillberemovedfromequipment.

DepartmentsorDPAsmustdocumentequipmentinstorage.Equipmentneedstobeeasilylocateduponrequest.ThisinformationisrecordedontheEquipmentinStorageform:

/files/equipment_in_storage.pdf.

Departmentsshouldfilethisform

forfutureinventoriesoraudits.FormswithcapitalequipmentlistedissenttoEquipment

ManagementServicesforupdateofthestoragelocationontheequipmentrecords.Equipmentmustbeadequatelyprotectedwhilebeingmoved.Thisentailsproperpacking,covering,

skidding,equipmenthandlingtechniques,andsafetyprecautions.

Governmentequipmentmaybemovedtoanoff-campussiteonlywiththepriorapprovaloftheContractAdministrator.Ashippingdocument,transferdocumentorsimilarinstrumentmustbeobtainedandfiledwithEquipmentManagementServices.

SegregationandCommingling

Usually,governmentequipmentisphysicallyseparatedfromUniversityequipment.However,whenitisconsistentwiththebestuseofsaidequipmentincarryingoutthetermsofthe

contract/grant,thepropertymaybecommingled.Thisprovisiondoesnotmodifythe

requirementforidentificationandrecordingofthegovernmentequipment.

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Universityequipmentusedinthefield,commonareasofsatellitecampuses,distanceeducation

sites,andextensionfacilitieswillbeidentifiedasUtahStateUniversityequipmentwiththerequiredentriesmadeforlocationintheAssetTrackingsystem.AtnotimeisUtahState

Universityequipmenttobegiftedorloanedwithoutproperpaperwork.Comminglingofequipmentisallowedwithproperdocumentationoftitleandwhenproperinventoriesaremaintained.

CareandMaintenance

Thecustodialdepartmentshallprovidethecarenecessarytomaintainequipmentinthe

conditionreceivedorbetter,normalwearexpectedtoensurethatthemostusefullifeis

obtained.Amaintenanceprogramwillbepreventiveinnature,providinglubrication,cleaning,calibration,andinspectiononaregularschedule.Recordsofthemaintenanceprogramneedtoprovidethedescriptionanddateofmaintenanceactionsperformed,detailsofinspection,anddeficienciesdiscoveredorcorrected.Withrespecttogovernmentequipment,suchschedules

aremadeavailabletotheContractAdministrator.Equipmentthatisacquiredunderthe

auspicesofUniformGuidancemusthaveauditablemaintenanceandcalibrationrecordsthat

areeasilyavailableforreviewbyauditingagencies.ThisfeatureisavailableinAssetView.(SeeUniformGuidancesection200.313d(4),200.336a,200.508d.)

EquipmentManagementServicesResponsibility

UtahStateUniversityincludingalldepartmentsanddepartmentalunitsareresponsibleforalloftheequipmenttowhichitholdstitle.Custodialresponsibilityforotherequipmentrestswith

UtahStateUniversitytotheextentthatishasexplicitlyagreedtoacceptresponsibilitytherefore.

A.ResponsiblefortheBannerDatabaseorequivalentAccessViewdatabasereferredtoas

AssetTrackingsystem(s),whichlistsallequipment.Allchangestothedatabaseforcapital

equipmentwillbedirectedtoEquipmentManagementServicesforupdate.Thiswillincludeanycapitaltransfersbetweendepartments,colleges,andchangesindicatedonall

departmentalequipmentinventories.

B.Generateinventorytagsandaudittomakesuretagsareaffixedonallinventoriable

equipment.EquipmentManagementSer