One of the data fields in OASIS is called "Status". 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 below 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.
A pending asset results when an equipment item has been paid for (an 06-XX equipment expenditure has been made) but for which the necessary equipment information (UW Equipment Information Form) has not been entered into OASIS. Each 06-XX equipment expenditure has to be applied to an asset in OASIS in order for the OASIS system to reconcile to FAS.
Notification of a department's pending assets are communicated to departmental inventory contact in several ways:
- Through periodic email Pending notifications
- By the departmental inventory contact (with OASIS access) using the Asset Search Screen in OASIS "Equipment Needing Tags (PTEs)"
- Through the bi-annual Physical Inventory Listing.
Pending assets should be cleared immediately by tagging the equipment and entering the information in OASIS or by completing the UW Equipment Information Form.
Note: Since equipment should be tagged within 3-7 days after receipt (unless prior arrangements are made with EIO), pending assets should be a rare occurance. Departmental inventory contacts should not wait for receipt of an Asset Control Sheet before tagging and recording new assets, as payment can occur significantly later than receipt of the asset. Assets that are missing necessary equipment information will remain in pending status, which could pose a liability risk to the department.
Note (payment before receipt): In limited circumstances, payment may occur before an asset has been received. This will automatically result in a pending asset for your department. When notified of this pending asset, simply add a comment to the Other Location field of OASIS stating "Item has not been recevied." EIO will continue to follow up with you on this pending asset during the monthly pending push but will not consider it a high priority until the item has been received.
Note (add cost): If a pending asset was purchased in order to be added to equipment already in OASIS, you may add cost that asset to one already in the system. This may be done on the "Department Add Cost/Copy" page in OASIS. For more information on add costs, visit this page.