Frequently Asked Questions

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Tagging

It depends on what object code was used to make the purchase.  Specific detailes related to this process can be found on the Equipment Acquisition - Capital Projects page. 

Grant and Contract Equipment

The Office of Sponsored Programs (OSP) and the sponsoring agency negotiate to determine the ownership of equipment.

While submitting the closeout property report, Equipment Inventory (working with University research departments) asks the granting agency to vest title with the University. Note: Title never vests with an individual.

Equipment Inventory prepares and submits all closing and annual reports. Occasionally, Equipment Inventory will contact the department for clarification and assistance.

Disposals

The University has established disposal procedures for all property (equipment, material, supplies). Contact EIO (Equipment Inventory Office) for assistance in determining whether or not an item is eligible for sale or donation. EIO can be contacted at eio@uw.edu, or (206) 543-4663. Once EIO has determined the equipment is eligible for sale or donation, it will be the University's Surplus Property Office that does the negotiation with the potential buyer. Additional information about the disposal of equipment can be found at Equipment Disposals.

You schedule your transportation and pick ups through the Surplus Property Office. (The Equipment Inventory Office is responsible only for processing the forms and removing the items from your inventory.)

Equipment Inventory, Box 351121. You should retain a copy for your records as well.

No, all items are to be forwarded to the Surplus Property Office for disposal.

No, as described by WAC 236-48-198, surplus property available for disposal under the provisions of RCW 43.19.1919 shall not be sold to state elected officials, officers or employees, except at public sale. Public sales are held through the Surplus Property Office.

Please see the procedure under Equipment Lost/Stolen.

Please see the procedure under Defective Equipment--Return to Vendor.

The revenue source code tells the funding source of an expenditure. If it is 01 through 60, then the expenditure was federally funded. If it's 00 or 61 through 99, then the expenditure was state funded (this includes start up funds and anything not federal/agency).

Training

You will need to complete two training programs: 1) General Inventory Procedures, and 2) OASIS Training. You will also need an access permission form signed by your manager.

No. All of our training is now online. Visit our Training page for specifics.

Yes. It is required that you pass with a score of 80% before you will be set up for the OASIS training.

You will not need to register for the General Inventory Procedures training. You may access it here. You will need to contact Equipment Inventory (eio@uw.edu) before you can begin the OASIS training.

General

Object/sub-object codes are used in expenditure classifications. The term applies to the type of the article purchased or the service obtained. See Equipment Acquisitions for object codes used to purchase equipment. For more detailed descriptions of these codes, please click on the individual code or visit Object Codes for Expenditures.

If a piece of equipment is Federal or Agency titled, it is owned by the Federal Government or the sponsoring Agency. It is not titled/owned by the University and has special restrictions. The title/ownership of equipment is usually spelled out in the do

If the equipment has a current fair market value of $2,000 or more and a life expectancy of at least one year, enter the equipment information into the OASIS system:
Status 'T'
Requisition number '000000'
Acquisition method 'GF'
You will also need to complete a Gift Transmittal Form and submit it to Gift Processing, Box 359505. This will ensure proper reporting.

Yes.  Equipment for the fellow to keep may be purchased on a fellowship budget using any one of the University's purchasing methods, as long as supporting documentation is provided (award documentation or an email from the sponsor) stating the equipment may become the personal property of the Follow.  Please code these equipment items as 05-40 Non-inventorial Equipment.

a. Tangible assets acquired through donation, gift, purchase, loan, capital lease, or self-construction, with a life expectancy of more than one year and a total acquisition cost of $2,000 or more (total purchase price including shipping, handling, tax, etc.) should be assigned an appropriate University equipment identification tag and inventoried.
b. Equipment purchased for certain University research and development activities may qualify for a sales tax exemption allowed under RCW 82.08.02565, (Revised Code of Washington - compilation of Washington State laws in force) known as the Machinery and Equipment Tax Exemption, or M&E Exemption. Purchases must have an acquisition cost of $1,000 or more to be considered, along with other criteria, for an M&E exemption. Please see the University's Machinery and Equipment (M&E) Sales Tax Exemption for additional information
c. A confirming order is a purchase for supplies or materials that has been placed by a department, directly with the vendor, rather than the University's Purchasing Department placing the order on behalf of the department. A notation is made in the PAS (Purchasing and Accounts Payable online System) to identify a confirming order so the Purchasing Department doesn't inadvertently place the order themselves thus duplicating the order. A confirming order needs to be no more than $3,300, exclusive of any shipping, handling, or taxes. Additional confirming order information can be found here.
d. A ProCard purchase is an order placed where the payment mechanism is the University's official ProCurement Card. Purchases made via ProCard must have an acquisition cost of no more than $3,300 (total purchase price including shipping, handling, tax, etc.). At times it might be necessary to request a single transaction limit increase in order to make a ProCard purchase over $3,300. Instructions on how to request an increase can be found here.

Computer components purchased on the same requisition can be purchased as a system and coded as equipment according to total cost (CPU, monitor, mouse, key board, etc.)

Equipment associated with a grant or contract can be designated as University owned equipment, or agency owned equipment. The ownership of equipment is usually spelled out in the documentation that accompanies a negotiated grant or contract. OSP (Office of Sponsored Programs) negotiates and processes award documents. OSP will determine the appropriate ownership of equipment associated with a particular grant or contract. For questions regarding the determination of equipment ownership, OSP can be reached at: osp@u.washington.edu, or 206.543.4043

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