Overview

Under the University's Systems Policy, multiple line items in the same purchase requisition that will function together as only one piece of equipment may all be coded with the same 06-XX equipment object code.  The object code should be based on the line item totals rather than the individual line item costs.  These items should be permanently assembled together and remain together for the life of the asset.  

Examples include:  

  • Microscope with objectives, light source
  • Centrifuge with one or more rotors 
  • Projector with throw lens, hardware mounting
  • Digital camera with one or more lenses
  • Freezers and refrigerators with racks
  • Vehicles with installed accessories
  • Audio visual equipment with accessories
  • Lasers with connected accessories
  • Cages and attached accessories
  • Zebrafish tank systems
  • Data acquisition systems
  • Dual chamber incubators
  • Computing systems that don't fall under the Personal Computer Policy (below) or Computer Cluster Policy
  • Printers or copiers that don't fall under the Personal Computer Policy (below)

Examples of items that do not qualify under this policy include:

  • Furniture work stations
  • An iPOD purchased with a laptop computer
  • Any item that is not permanently connected to the equipment
  • Laptops or computers that will function with a different kind of equipment item, such as a microscope or PCR system
  • Personal computers and attached peripherals - please see the University's Personal Computer Policy below.
  • Clustered hard drives and computers - please see the University's Computer Cluster Policy

The cost of should not include consumable supplies or manuals.  

Procedure

  • Make your purchase using the procedures outlined under one of the following acquisition methods.  Please be sure to use the appropriate object code for your purchase.
  • Enter a comment into the comments section stating which line items make up the individual piece of equipment.  For example:  "Line items 1, 2, and 5 belong together to make one piece of equipment."
  • If the equipment item and its necessary components $5,000 or more, within 3-7 days after receipt (unless prior arrangements are made with EIO), tag the item in a visible place (not on the back) and enter it into OASIS as a "T" status asset.  Please see this page for details on the tagging process.
  • Equipment Inventory will review the OASIS entry for complete information and approve the asset.
  • If the equipment item totals less than $5,000, a department still has the option to tag it and enter the data into OASIS. There are three differences in procedure:
    • Use a "purple" (non-inventorial) tag instead of a white tag;
    • Use Status "N" (non-inventorial) instead of "T"; and 
    • There's no Equipment Inventory involvement.

Personal Computer Policy

Overview

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 personal computer and attached peripherals should be restricted to a single location.  Networked accessories, such as a shared printer or scanner, should not be included in a computer system.  Linked hard drives/CPUs should be treated as multiple units and not a computer system unless they qualify as a computer cluster under the University's Computer Cluster Policy.

If possible, personal computers should be purchased from a single purchase requisition. The cost of the personal computer should not include consumable supplies, or manuals.  

If multiple purchase requisitions have been used to form a personal computer, a journal voucher (JV) may be requested to accumulate all 05-40 expenditures into the appropriate 06-XX object code.  Secondary requisitions will not be allowed to use 06-XX object code unless the acquisition meets the definition of equipment.

Procedure

  • Make your purchase using the procedures outlined under one of the following acquisition methods.  Please be sure to use the appropriate object code for your purchase.
  • If the personal computer totals $5,000 or more, within 3-7 days after receipt (unless prior arrangements are made with EIO), tag the CPU in a visible place (not on the back) and enter it into OASIS as a "T" status asset.  Please see this page for details on the tagging process.
  • Equipment Inventory will review the OASIS entry for complete information and approve the asset.
  • If the personal computer totals less than $5,000, a department still has the option to tag it and enter the data into OASIS. There are three differences in procedure:
    • Use a "purple" (non-inventorial) tag instead of a white tag;
    • Use Status "N" (non-inventorial) instead of "T"; and 
    • There's no Equipment Inventory involvement.

Forms

Optional - UW Equipment Information Form