1	EQUIPMENT POLICY PROCEDURES
2	CONTACTS Jay Seehorn, Property Control Supervisor Jamie Simmons, Technical Clerk Marty Harvey, Technical Clerk Central Receiving PO Box 70696 439-4364 Fax: 439-5793 www.etsu.edu/centralreceiving
3	RESPONSIBILITY OF THE PROPERTY CONTROL OFFICE It is the responsibility of the Property Control Supervisor to maintain an inventory of all equipment and sensitive items purchased by the University, regardless of the source of funds; received by gift; and on loan to the University. Equipment and sensitive items are identified on purchase orders using object codes. An ETSU property control tag is affixed to each piece. Pertinent information about the item is entered into the Fixed Asset System (serial number, model, description, building and room location). When payment is made, the information is fed via the Financial Records System (FRS) to the Fixed Asset System. Each item is maintained in the Fixed Asset System. The Fixed Asset System inventory is balanced monthly and annually to the Accounting department records. The Property Control Supervisor will annually verify all equipment items on the University inventory. Sensitive items will be verified using a random sampling method. Physical transfer of the equipment is the responsibility of the Receiving department; however, departments may request assistance from the Physical Plant to move large and/or heavy articles.
4	DEFINITION OF AN ASSET Equipment is defined as any single item or resource or assembled item other than all glass, all rubber, or all fabric, which costs $5,000 or more and whose useful expected life is greater than three (3) years. Software, audio and videotapes, and films are not considered to be equipment.
5	“SENSITIVE ITEMS” Items considered particularly subject to theft are “Sensitive Items” and will be assigned property control tags and maintained on the inventory listings. Sensitive items are those items valued at $1,500 to $4,999 as listed: Exceptions to this include all computers, printers, scanners and other peripherals which are tagged regardless of cost or how they were purchased (purchase order, departmental purchase order or visa card). Boats Boat Motors, Trailers Camera Bodies (35mm, Digital, Document, Imaging) Camera Lens Canoes Computers Computer Peripherals DVD Players Bar Code Generators Fax Machines Ham Band Trans/Rec Laser Disc Players Marine Band Trans/Rec Multi-media Projectors Oscilloscope Radio Scanners Televisions Two-Way Radio Trans/Rec Vector Scopes Video Cameras Video Recorders and Players Waveform Monitors Weapons
6	EQUIPMENT PURCHASES VIA FOUNDATION, DONATIONS, GRANTS AND CONTRACTS FOUNDATION Equipment purchased by the ETSU Foundation is added to the University inventory of the department designated by the Vice President for Business and Finance. DONATION OF EQUIPMENT TO UNIVERSITY Upon receipt and payment of equipment, the Foundation notifies the Property Control Supervisor in writing. The equipment is added to inventory. Donation of equipment to the University is through the ETSU Foundation as described by current TBR policy, and is added to University inventory and listed as part of the inventory of the department designated by the Vice President for Business and Finance. Upon receipt of donated equipment, the Foundation notifies the Property Control Supervisor in writing. The notification should include a description of the item, the department location, and the value of the item and other pertinent information. The equipment is added to inventory.
7	LIFE CYCLE OF AN ASSET
8	RESPONSIBILITY OF DEPARTMENT HEADS Department heads have custodial responsibility for the equipment assigned to their department and are to exercise due care and diligence in safeguarding the items. Department heads are to notify the Property Control Supervisor in writing, using the Equipment Inventory Change/Deletion Form (http://www.etsu.edu/centralreceiving/surplus.htm) anytime equipment is moved from one room to another within the department. Equipment assigned to a department is not to be taken off campus or be permitted to be taken off campus except for instructional equipment, which may be taken off campus for instructional purposes in the possession and under the care of University instructional personnel. The Vice President for Business and Finance must approve any exception to this regulation in writing. It is imperative that this procedure be followed.
9	ASSET LOCATION MEMO The location memo is included with all new pieces of equipment that are tagged prior to delivery to departments. Please note: It is very important that this memo is returned to the Property Control supervisor. Included on the memo is information regarding the Purchase Order number and the ETSU Property Control Tag.
10	RANDOM CHECK OF INVENTORY Federal and state regulations require independent, periodic physical inventory of equipment. Unannounced random checks of departmental inventories may be performed at any time by Federal Audit, State Audit, and Internal Audit.
11	INVENTORY CHECK MEMO The Property Control supervisor will inform the department a month prior to his inspection. It is the responsibility of the department to make the necessary changes on the inventory form and send the revised inventory listing to the Property Control supervisor before the beginning of the month the inspection will take place.
12	EXAMPLE OF INVENTORY LISTING
13	TRANSFER OF EQUIPMENT BETWEEN DEPARTMENTS Equipment may be transferred between departments by filing a completed ETSU Equipment Inventory Change/Deletion Request with the Property Control Supervisor. Transfer of equipment requires only the approval of the two department heads and does not involve a transfer of funds. Upon receipt of the Equipment Inventory Change/Deletion Request, the Property Control Supervisor will delete the equipment from the inventory of the transferring department and add it to the inventory of the receiving department. Equipment may be transferred to other institutions and schools with the Tennessee Board of Regents system per TBR policy 4:02:20:00, Section 5, “Transfer to System Institutions and Schools”. Physical transfer of the equipment is the responsibility of the receiving department; however, departments may request assistance from the Physical Plant to move large and/or heavy articles. The Equipment Inventory Change/Deletion Request form may be found at http://www.etsu.edu/centralreceiving/surplus.htm
14	LOST, STOLEN OR MISSING EQUIPMENT Lost, stolen or missing equipment is to be reported immediately upon discovery to the Vice President for Business & Finance by completing a “Missing Equipment Control Form”. The Property Control Supervisor will distribute copies of the form to the Director of Public Safety, and Internal Audit. Reports of all missing equipment should contain sufficient information to allow all personnel to file reports and perform necessary investigations. Information should include, but not be limited to, the following: 1. Description of equipment, and all identification numbers. 2. Building and room location. 3. When last used or seen. 4. When discovered missing. 5. What provisions were taken to protect item from theft or loss. The “Missing Equipment Control Form” can be found at: http://www.etsu.edu/centralreceiving/surplus.htm
15	DISPOSAL OF UNIVERSITY PROPERTY A. TRADE IN Items may be used as a trade-in when purchasing new equipment of a similar type. On a departmental requisition, the property to be traded in is to be listed as a separate item in a space directly below the specifications for the new equipment. Trade-in information should include a brief but detailed description of the item, including model and serial number, and the ETSU property control number. The Property Control supervisor will remove trade-in equipment from the department inventory at the time the new equipment is added to the department inventory. B. SURPLUS Surplus property is property that is: 1. In excess of the present and expected needs of a department. 2. Not satisfactory for further use within the department. A memorandum requesting property be declared as surplus is to be sent to the Property Control supervisor. The department is responsible for the storage and safekeeping of the property until it is picked up from the department. Equipment and sensitive items are removed from the university inventory upon pickup from the department.
16	FRS SCREEN 502 PURCHASING/VENDOR DATA Screen 502 will show the following: 1. Asset Description 2. Purchase Order 3. Account Number 4. Total Cost 5. Vendor Name 6. Model Number 7. Serial Number
17	FRS SCREEN 503 PROPERTY CONTROL DATA Screen 503 will show the following: 1. Acquisition Date
18	FRS SCREEN 504 OWNER/LOCATION DATA Screen 504 will show the following: 1. Custodian Name 2. Custodial Account Number 3. Building 4. Room
19	FRS SCREEN 523 TRANSACTION INQUIRY Screen 523 is a summary screen. Shows all changes to an asset since being placed in Fixed Assets.
20	FRS SCREEN 529 SELECTION QUERY LIST Screen 529 is used to request a list of assets selected on the basis of shared characteristics. You provide the selection criteria, such as all assets of a particular class, managed by a particular custodian and acquired within a certain date range. The system finds and lists all assets that meet your criteria. The query function actually involves two (2) screens, labeled Part 1 and Part 2. Part 1 appears when you request Screen 529; this is where you enter your selection criteria. When your query is processed, the system displays the results of the search on Part 2. For information about any field, tab to the field and press F2.