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Equipment Tagging

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

  • "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." Print the snapshot data of the OASIS entry for the asset.

  • Affix the inventory tag to this and enter it into your departmental No Tag log. A No Tag log could be as simple as a binder that houses this type of “No Tag” asset documentation.

One of the data fields in OASIS.  Please see below for details regarding each of the different asset status types.

A – Status (Approved)

All the necessary information is provided for the asset in OASIS (SnapShot Data and Expenditure Information). It is considered an active asset, and may be selected in the Biennial Physical Inventory. Departments are required to keep Approved or active assets updated; this means changes in Custodian or Location must be entered into the system, and a Form 1024 submitted if an Approved asset is transferred to another department within the University of Washington.

D – Status (Deleted)

These are assets that have been removed from active status for various reasons. The most common reason is a surplus disposal, although some assets are traded in, returned to vendor, lost at sea, or cannibalized in some fashion. These assets remain in the OASIS system for six years in compliance with the University of Washington’s record retention policy.

N – Status (Non-Inventorial)

This is for equipment under $5,000 in value. Tagging is optional for these items. EIO does not enter these assets or update them, although we do delete them from the system to keep it accurate. Please note that any asset entered into OASIS is potentially auditable, so if your department enters non-inventorial assets they should periodically inventory them.

P – Status (Pending) EIO Entered PTE

Pending assets reflect payments for assets not currently in the OASIS system. OASIS is required to have an asset for each expenditure on inventorial equipment. If EIO cannot match an asset to a requisition, we create a pending asset. Please see this page for more detailed information on pending assets.

T – Status (Temporary) Department Entered

This is asset information entered by the department if they receive equipment before payment is made. Before creating a T-status asset, you should search for your requisition number. Requisition number formats can be tricky, so we have created a table to assist with searching for them in OASIS. Before we enter pending assets in the system, EIO will search for the requisition number to see if the asset is in the system. To avoid pending assets, as well as confusion about the number and types of items ordered, it is best to create a T-status asset when equipment is received.

T-status should also be used for gifts, equipment loans, transfers-in, or trade-ins where no financial transactions are involved.

An identification marker (white tag) that is required to be affixed to all University inventorial and government or agency owned equipment that meets the equipment capitalization threshold and is required to be tracked and inventoried.

Tagging and tracking non-inventorial assets (assets costing less thaN $5,000) is not mandatory. Some departments choose to tag non-inventorial equipment for internal purposes; for more information on tagging this type of asset, please see this page.