News & Archives
January 14, 2016 – The 2016 Physical Inventory Cycle is now live – and Fully Electronic
The Equipment Inventory Office (EIO) has been working to develop a system to electronically deliver the physical inventory count sheets to the campus departments. This project is part of EIO’s effort to increase administrative effectiveness, which will help to simplify and streamline our processes and reduce administrative burden. On the 14th of January, we were able to send out all physical inventory lists via email – in both PDF and CSV form (the latter for use with Excel).
All inventories should be returned electronically as well; if your department has some problem with returning electronically, please contact us at firstname.lastname@example.org or 206-543-4663. We will do our best to assist you in complying with our new initiative.
Please view the Physical Inventory page on our website for details. We appreciate the patience of our campus partners as we implement the new process!
October 02, 2015 – Reallocating Equipment Expenses to Awards After Purchase
The Equipment Inventory Office has received updated guidance from Research Compliance regarding this issue. Please click this link to our FAQ for more details: https://f2.washington.edu/fm/eio/faq/faq?term_node_tid_depth=Grant%20and%20Contract%20Equipment#
September 18, 2015 – New M&E Certificate and M&E Checklist
We have updated our M&E certificate and ask that all departments discard any old forms that may be saved to their desktops and start using the new certificate. Your orders will be rejected starting Thursday October 1st if you are using an old certificate. Please share this with all of your staff that processes orders using the M&E tax exemption.
We’ve created a M&E check list for use when you purchase items using M&E to ensure that required documentation is included with the order. Feel free to click here to download a copy and keep it for reference!
September 1, 2015 – New EIO Assistant Director
In order to make a smooth transition from Erin Fay to the new EIO Assistant Director, we have hired a new person also named Erin (Fujiwara). It will be hard to follow in Erin Fay’s footsteps but having the same name may make it easier.
Erin Fujiwara came to us from UW Medical Center and Harborview and has over 11 years of fixed asset accounting and finance experience. Please join us in welcoming her to our EIO team.
August 28, 2015 – Equipment Inventory Office is now sending Asset Control Sheets Electronically
The Equipment Inventory Office is excited to announce that as of this date we began sending out our asset control sheets via email. We are reducing paper waste as well as getting this information to the Department Inventory contact and the Department Administrator in a much quicker fashion. We welcome all feedback on this new form of asset control sheets. We also encourage inventory contacts to use our EIF form (link listed below) to report your equipment; this can be done prior to getting an asset control sheet as well as after.
May 11, 2015: Equipment Inventory Office has a new home!
As of Monday, May 11, 2015, we may be found at:
Roosevelt Commons West
4300 Roosevelt Way N.E., 3rd Floor
Seattle, WA 98105
All the phone numbers will remain the same.
May 1, 2015: M&E Object Code & DOR Certificate How-to Video
We have completed a training video to assist departments with object codes and DOR certificates for the M&E purchasing process. You may find the video here.
February 19, 2015: New! Department Contact Change Form
The Equipment Inventory Office is pleased to announce a more convenient way for departments to report changes in departmental Inventory Contacts, Secondary Inventory Contacts, Department Heads, and Administrators. The new online Contact Update Form can be found here:
The form requests all the information required to update a department’s contacts, eliminating the need for follow-up emails. If you have any questions, please contact EIO at email@example.com.
January 1, 2015: M&E Threshold Change
Effective January 1, 2015, the Machinery & Equipment (M&E) Exemption threshold will decrease from its current $1,000 per qualifying equipment item down to $200 per qualifying equipment item. The University has eliminated a significant amount of the manual work related to this process and has determined that it is beneficial to the University as a whole to lower the threshold. For additional information related to the M&E Exemption, please see Machinery and Equipment (M&E) Exemption Sales Tax Exemption .
December 1, 2014: Tagging Requirement Change
Effective December 1, 2014, the time frame for tagging inventorial equipment has been updated. This update is necessary in order to tag equipment both accurately and timely. Tagging must now be completed “within 3-7 days after receipt (unless prior arrangements are made with EIO)” instead of the prior time period of “within 24 hours.” For additional information related to Equipment Tagging, please see Equipment Tagging – Procedure .
July 1, 2014: New EIO Fax Number
Effective July 1, 2014, EIO's fax number will change to (206) 543-0764.
May 6, 2014: 2014 Physical Inventory
Yes, it’s time for the biannual Physical Inventory of University-owned equipment, as per State law. Hardcopies will be sent out the first week of May, and the completed inventories are due back to EIO by 5 PM August 29th, 2014. The inventories are sorted by organization code, and will contain a percentage of the department's inventorial assets. EIO can also provide an Excel spreadsheet which will allow departments to organize the listing by whichever criteria they prefer (custodian, location, etc.).
If you would like a refresher on how to conduct your inventory, or wish to train others in your department to assist you, we are pleased to announce that we have completed a Tegrity video which reviews the basics of the inventory process. You will find that video here: https://tegr.it/y/1egoy
We recently held a Brown Bag Lunch on the topic (April 3rd). If you missed our session and wish for more information on inventories, you may wish to visit our webpage on the topic: http://f2.washington.edu/fm/eio/physical-inventories.
There are plans in the works to have the output provided in Excel without having to import it from a text file – we will let departments know when that has been programmed.
If you are not familiar with the process of importing text data into Excel, we have updated our Tegrity training video, which will walk you through the steps. The video can be found at this link: https://tegr.it/y/1eybh
If you have problems or questions that cannot be answered by the video, please contact EIO.
Equipment Inventory has updated the manual for the General Inventory Procedures Training, as well as the related quiz to reflect current policies and processes for managing your department’s inventory. This training is still online and on demand. If you have any questions, please contact us at firstname.lastname@example.org.
January 15, 2014: OASIS Access From Off-campus Now Restricted
Effective 01/15/2014, you will be unable to access OASIS from any computer that is not located on the UW Campus. This is being done for security purposes. If you need to access OASIS from home, you will need to remote in to a computer located on campus first. If you have any questions or concerns, please contact us at email@example.com.
January 3, 2014: Upcoming Equipment Inventory Quarterly Brown Bag Lunch Session
Since we discontinued the quarterly in-person trainings, we thought it would be a good idea to hold quarterly brown bag lunches so that our campus customers have the chance to meet us, as well as having the opportunity to learn about specific inventory-related topics. Our first brown bag lunch will be held Thursday, January 23rd, 12-1 PM in Room 118 of the Purchasing and Accounting building (3917 University Way NE). The main topic of the day will be Federal and Agency inventories, as well as general questions.
We look forward to seeing you there!
January 2, 2014: UW Equipment Information Card Web Form Now Available
The Equipment Inventory Office (EIO) has created a web form version of our Equipment Information Card (previously known as an Orange Card). Using this form allows departments to submit equipment information directly to EIO from the web. This web form replaces the Excel form, which was discontinued 01/01/2014. Click here for the web form.
Please contact firstname.lastname@example.org with any questions or concerns.
December 1, 2013: New Online OASIS Training is Live
Equipment Inventory is proud to announce that their on-demand, online training is now available (http://f2.washington.edu/fm/eio/training-OASIS). The new training program consists of eight short videos and some exercises to be done in our Training database. This replaces the quarterly, in-person sessions.
The videos may be watched by anyone at any time; to receive permission to access OASIS, and to be set up in our Training database, please email us at email@example.com.
October 14, 2013: Equipment Purchases on Fellowships/Training Grants
Fellowships provide Fellows (individuals who have generally attained their graduate degree and help conduct research at the University) with research funds, which can include the purchase of necessary equipment. Previously, if a Fellow was going to keep this equipment at the conclusion of a research project, our policy required they acquire a stipend through the Payroll Office and then go out to purchase the equipment themselves. It was our understanding that using a UW purchasing system to buy the equipment was a violation of the Washington State Ethics Law.
We’ve recently revisited this topic with Internal Audit and have determined that using one of the UW Purchasing systems for these purchases is NOT a violation of the Washington State Ethics Law and therefore is allowable, as long as the intention for the Fellow to keep the equipment at the conclusion of the research project it is explicitly stated in the grant from the sponsor.
October 10, 2013: M&E Purchases will require an official Department of Revenue (DOR) Manufacturer's Sales and Use Tax Exemption Certificate (M&E Certificate) be attached to the order.
Effective 11/1/2013, Machinery and Equipment (M&E) purchases in eProcurement will require an official DOR M&E Certificate be attached to the order. This will strengthen the University’s compliance with DOR requirements.
Detailed procedures of the new process can be found on the Equipment Inventory Office’s M&E Procedure – eProcurement webpage: http://f2.washington.edu/fm/eio/m-and-e-eprocurement .
September 27, 2013: M&E Purchases will no longer be allowed in the Non-PO Invoice and eReimbursement modules of Ariba beginning November 1, 2013
Effective 11/1/2013, Machinery and Equipment (M&E) purchases will not be allowed in the Non-PO Invoice or eReimbursement modules of Ariba. Although M&E codes will still be visible in these modules, they should not be selected. If M&E codes are used, the order will be rejected to the department by the Equipment Inventory Office. Departments will have to create a new Non-PO Invoice and e-Reimbursement request.
Eventually, M&E codes will be completely removed from the Non-PO Invoice and eReimbursement modules of Ariba. However, due to programming efforts and competing priorities, this will be a future phase.
M&E purchases require pre-approval. A vendor should not allow an M&E purchase to be made without the M&E certificate presented up front. Since both the Non-PO and eReimbursement modules are “post purchase” payment methods, pre-approval is not available. By allowing these types of purchases to qualify as M&E, we are jeopardizing the University’s ability to participate in the M&E Tax Exemption Program.
Best Practice for M&E Orders
Use eProcurement Catalog or Non-Catalog modules of Ariba for your M&E purchases.
September 12, 2013: Maintenance Agreements and Warranties – Are they taxable?
Maintenance agreements and warranties should always be taxed, even if the purchase they are related to is tax exempt. For more information, please see the following Equipment Inventory Office’s web sites:
September 12, 2013: UW Equipment Information Card (Orange Card) Web Form Now Available!
The Equipment Inventory Office (EIO) has created a web form version of our Equipment Information Card (previously known as an Orange Card). Using this form allows departments to submit equipment information directly to EIO from the web.
EIO is transitioning away from the term “Orange Card” and will now refer to this document as the Equipment Information Card. We will continue to accept the non-web form version of the Equipment Information Card through 12/31/13. After that, we request you use the web form version. There may be rare circumstances where the non-web form version will need to be used.
May 02, 2012: Purchase Incentives/Gifts - Guidance
- The form is an Excel form so you can type directly into it and save it electronically.
- Section D for External Transfers has been removed. We are working on a new form for External Transfers. Please contact EIO to initiate any External Transfers.
- More lines have been added for asset tags and descriptions.
- Check boxes have been removed. Filling out data in a section indicates your desired procedure.
Section B has been updated. It is only used for special sales and out of area disposals now. All standard surplus disposals are now done electronically via the Surplus web site and do not require completion of a 1024 Form.
June 03, 2011: Traveling out of country with personal or University owned equipment? Check out the updated customs procedure.
When University faculty, students, or staff are traveling out of country with either personal or University owned equipment that is less than 6 months old (as carry-on or checked baggage), be prepared to document the original purchase upon returning to the United States to avoid having to pay duty tax.
The traveler should keep supporting documentation of the equipment purchase with the equipment as it leaves the country, while it is in the foreign country, and most importantly, when the equipment returns to the United States. Appropriate supporting documentation includes:
- The Original Receipt for the purchase of the item (Preferred Support),
- A Customs Letter(Sample, Template) prepared by the department,
- U.S. Customs and Border Protection (CBP) Form 4455 (for University/Government owned)
- U.S. Customs and Border Protection (CBP) Form 4457 (personal)
Effective May 23, 2011, a Property Activity Request – Form 1024 will no longer be required when departments are disposing of equipment through Surplus Property’s online surplus request form. Surplus Property will automatically notify the Equipment Inventory Office (EIO) when equipment items (both inventorial and non-inventorial) have been picked up. This electronic notification will serve as the official record from which EIO will remove assets from the OASIS system.
NOTE: It is important to enter tag numbers individually because this form serves as the official record used by the Equipment Inventory Office to remove assets from the OASIS system. Failing to enter individual tag numbers may result in items being surplused but not removed from the OASIS system. The department will then have to report the item as lost using a Property Activity Request - Form 1024 because there will be no official record of the items’ surplus.