Definitions

Equipment Tag  –  An identification marker that is required to be affixed to all University inventorial and government or agency owned equipment.  Some departments choose to tag non-inventorial equipment for internal purposes.

"No Tag" Equipment - An asset that meets the definition of equipment but is too small or delicate to affix a tag to.  Common examples are underwater equipment, software, or lenses.  "No tag" assets are treated the same as regular assets, except for the following steps:

• Asset tag is affixed to a copy of the purchase paperwork instead of the asset and the paperwork is kept in the departmental inventory file.
• "NT " for No Tag is entered into the "How Tagged" box of the Snapshot view in OASIS.
• "Other Location" field can be populated with more specific location information such as "Used with computer 1199887."

Tag Components

Each tag lists:

• State of Washington (360)
• University of Washington
• Department Name
• Bar Code and Tag Number (exception - tags made prior to 1994 do not include a Bar Code)

Types of Equipment Tags 

 NOTE:  Only the Equipment Inventory Office is authorized by the State of Washington to make tags for the University.  There is no charge to the department.

 Click on Name of Tag to see actual sample.

Procedure

There are several different procedures that relate to equipment tags.  Each department has a designated inventory officer (contact) that is responsible for tagging equipment within 24 hours of receipt and entering the equipment information into OASIS or reporting it to Equipment Inventory.

Ordering Tags:

• To order equipment tags, the inventory contact should fill out the online Equipment Tag Request Form .  This can also be found in the Quick Links box on the lower right side of any of our Equipment Inventory Office web pages.  
• Complete the online form and submit to Equipment Inventory.
• Please be prepared to submit the following information: 
  • First and last name
  • Department name to be on the tags
  • Organization code or budget number (for record purposes - there is no charge  for equipment tags)
  • Type of tag desired
  • Quantity of tags needed (any multiple of 25)
  • UW box number
• Inventory contacts should always have tag stock on hand for new equipment.

Tagging Equipment:

• If equipment is greater than $2,000, it should be tagged with a white bar code tag (in a visible, central part of the equipment) within 24 hours of receipt.  Even if the item is to remain in its box for some time before use, it should be opened and inspected, tagged, and the necessary identifying information recorded within 24 hours of receipt. 

• Identifying information can either be input directly into OASIS by the inventory contact or reported to Equipment Inventory on an UW Equipment Information Card.  Required information includes:

• UW Tag Number 
• Description
• Manufacturer
• Model
• Serial Number
• Custodian/User
• Building
• Wing
• Room Number
• Status (enter - T)
• Requisition Number 
• Accountable Budget
• Total Cost
• Class Code
• Date Received
• Acquisition Method

• If equipment is less than $2,000 and a department chooses to tag and track it, it should be tagged with a purple bar code tag (in a visible, central part of the equipment) within 24 hours of receipt.  Even if the item is to remain in its box for some time before use, it should be opened and inspected, tagged, and the necessary identifying information recorded within 24 hours of receipt. 

• Identifying information can either be input directly into OASIS by the inventory contact.  Information includes:

• UW Tag Number 
• Description
• Manufacturer
• Model
• Serial Number
• Custodian/User
• Building
• Wing
• Room Number
• Status (enter - N for Non-inventorial)
• Requisition Number 
• Accountable Budget
• Total Cost
• Class Code
• Date Received
• Acquisition Method

Inventory Contact Checklist

The following checklist is a guide for inventory contacts to make sure they are successful.
 

• Do you have tag stock on hand for new equipment (both white for inventorial equipment and purple for non-inventorial equipment)?
• Is your department aware that you are the inventory contact?
• Does your department know to alert you immediately when they receive equipment?
• Did you tag the equipment within 24 hours of receipt?
• Did you record the identifying equipment information and report it to Equipment Inventory via direct entry into OASIS or on an UW Equipment Information Card? 

Unique Tagging Situations

There are some types of equipment that aren't as straight forward to tag.  

Personal Computers

Under the University's Personal Computer Policy, integral personal computer components, once assembled to a central processing unit (CPU) that meet the definition of equipment should be tagged and inventoried as a single equipment item.  An individual personal computer workstation consists of a CPU, operating system, monitor, keyboard, mouse, desk printer, external modem, external and internal drives, and drives installed within the purchased CPU.  The tag should be placed on the CPU in a visible place (not on the back).

Software:

Software over $1M is considered a University asset.  To track software purchases (including upgrades) that are $1M or more, these items should be treated as a "no tag" asset or add-costed to the equipment it will be used on for its life span.  

Updating a Tag Number

Tag numbers may need to be updated for a variety of reasons:

• When an equipment item is defective and is exchanged under warranty;
• When a tag is damaged;
• When a tag is being updated, such as going from an old silver tag to a bar code tag; or
• When correcting a data entry error.

For internal control purposes, departments cannot make tag number changes.  To update a tag number, put an "EIO Note" in OASIS or send an email to eio@uw.edu requesting Equipment Inventory to change the older tag number to the new tag number.

Pending Assets

Failure to tag equipment and enter the information in OASIS (or complete the UW Equipment Information (Orange) Card) in a timely manner will result in entry of only accounts payable invoice data to the inventory system.  Notification of a department's pending assets are indicated on the Departmental Asset Control Sheets sent to departments; in "Equipment Needing Tags (PTEs)" in the Asset Search Screen on OASIS; in monthly email Pending notifications; or located at the end of the bi-annual Physical Inventory Listing.  Pending assets should be cleared immediately by tagging equipment and entering the information in OASIS (or completing the UW Equipment Information (Orange) Card).

Note:  It is important to have complete information entered into the inventory system so that entries can be reconciled with the disbursement records.  Do not wait for receipt of an Asset Control Sheet before tagging and recording new assets, as payment can occur significantly later than receipt of the asset.  Assets that are missing data will remain in a pending status, which could pose a liability risk to the department.

Form

Optional - UW Equipment Information (Orange) Card