- The following equipment items must be tagged by the receiving department upon receipt:
- Items acquired by purchase, gift, or transfer.
- Items furnished or loaned to the University from federal agencies for at least six months that cost $2,000 or more.
- Official government transfer documents must accompany equipment upon arrival.
- Equipment Inventory's Federal Program Coordinator should be contacted to ensure proper processing of all transfer documents regardless of cost.
- Items received from federal agencies costing less than $2,000 do not need to be tagged upon receipt but must be monitored and accounted for separately by the receiving department.
- Official government transfer documents must accompany equipment upon arrival.
- Equipment Inventory's Federal Program Coordinator should be contacted to ensure proper processing of all transfer documents regardless of cost.
- The department should create evidence of receipt by signing and dating a receiving report or transfer document upon delivery of equipment.
- Designated individuals (inventory contacts) in each department are to be authorized to check the condition of the equipment, sign for delivery, tag equipment within 24 hours of receipt, and either enter the information into the Asset Entry/Inquiry Screen of OASIS or submit a completed UW Equipment Information (Orange) Card to Equipment Inventory.
- The department should maintain the following documents for a minimum of four, and preferable six, years for audit research 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
- Receipts on purchased items under $10,000 which are processed through the Accounts Payable Rapid Invoice Process (RIP).
- Copies of signed invoices from Accounts Payable for payment of invoices of $10,000 or more. Accounts Payable will forward an invoice/receiving report to obtain departmental approval for payment of invoices of $10,000 or more.
OASIS - On Line Asset System