6.0 Equipment Tagging

Property is required to be received by Distribution Services. University property is tagged after it is distributed to the accepting department. It is the responsibility of the department to inform AMO if property will be delivered to another physical location other than the Humboldt campus.

6.1 Identification of University Equipment

Capitalized and non-capitalized University equipment must be tagged or marked with a unique identification number and recorded in the property database. The identification number will be directly applied to the actual unit unless its size or nature prohibits application. Any additional identification number required by the department should be applied in a manner that avoids confusion with the University identification number. If an equipment identification number becomes destroyed, defaced, or removed it is the responsibility of the department to contact the AMO for re-application of a new identification number. Assigned identification numbers are recorded on applicable property control documents.

University property will have a tag with the prefix "S." Property maintained by the Sponsored Programs Foundation will have a tag with the prefix "F". Property donated to the University by the Sponsored Programs Foundation will then be tagged with an "S" tag.

For example: "S05823"

6.2 New Property Added to the University Equipment Database

University property that is to be tagged and entered into the University equipment database should conform to one of the definitions of equipment (Section 3.0 Definitions) and be a stand-alone piece of property.

For example: a computer is a stand-alone piece of property. A printer bought on the same order is not considered part of the computer.

Items that are attached to, and add value to an existing piece of equipment, will be treated as a part of that equipment and its dollar value will be added to the hosts property file.

For example: by adding a $700 collator increases the production and value to an existing copy machine. This is also true of any add-on regardless of the dollar value. In this instance, the department should type the decal number of the host equipment onto the add-on's purchase order.

6.3 CMS Chartfield Account Numbers

University property should have the appropriate CMS chartfield account numbers on the purchase order. Chartfields used will be reviewed by Purchasing and/or Accounting. Inappropriate chartfields will be returned to the originating department for clarification or correction.

Acceptable accounts to use are:

  • 619001 - Equipment
  • 616002 - IT Hardware
  • 616003 - IT Software

6.4 Property Purchased Jointly with Other Entities

Property purchased with a combination of University and other entities’ funds should be listed on the purchase order with the amount of funds allocated from each funding source. These items will be recorded as University Property if any portion of the funds used to acquire, install, or maintain the items are from University sources.