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Grant and Contract Equipment

Who determines the ownership of a piece of equipment?

The Office of Sponsored Programs (OSP) and the sponsoring agency negotiate to determine the ownership of equipment.

Who submits the closing and annual reports?

Equipment Inventory prepares and submits all closing and annual reports. Occasionally, Equipment Inventory will contact the department for clarification and assistance.

Am I required to reallocate equipment expenses to all Awards that use the equipment after it is purchased?

No, you are not required to reallocate the cost of the equipment.  Most sponsors allow for equipment to be used by other Awards.  Federal regulations, in particular, allow for equipment to be used by other Awards without having to reallocate the cost or obtain sponsor approval (click here for more information).  For non-Federal Awards, review the Award requirements to determine if cost allocation is required.   Keep in mind that such cost allocations present both a high risk transaction (subject to audit) and a large administrative burden.  In most cases the cost of equipment does not need to be reallocated so ensure that there is a specific requirement to do so before reallocating the cost.  For more information click here

How can I keep the equipment at the end of an award?

While submitting the closeout property report, Equipment Inventory (working with University research departments) asks the granting agency to vest title with the University. Note: Title never vests with an individual.

Please see the Post Award Fiscal Compliance page for further information.

Personal Computer Policy

How do I determine the total cost of the computer unit?

Include the central processing unit (CPU), operating system, monitor, keyboard, mouse, desk printer (if purchased at the same time), external modem, internal and external drives, freight, video cards, RAM, and sales tax in the total cost.

How should I affix the tag?

The tag should always be affixed to the central processing unit (CPU) where it can easily be seen. We recommend placing the tag on the front of the CPU because it is the most visible location and makes the inventory process easier for the departmental inventory contact.

Disposals

When will my items for surplus be picked up?

You schedule your transportation and pick ups through the Surplus Property Office. (The Equipment Inventory Office is responsible only for processing the forms and removing the items from your inventory.)

Where do I send the Property Activity Request - Form 1024?

Our preferred method of receipt is electronic to eio@uw.edu, but if you need to send by campus mail, Equipment Inventory's box number is 354966. You should retain a copy for your records as well.  An electronic form can be found on our Equipment Forms webpage.

How long am I required to keep our department copy of the Property Activity Request - Form 1024?

Six years.

Can I toss damaged or broken items in the trash?

No, all items are to be forwarded to the Surplus Property Office for disposal.

How do we determine funding source?

The revenue source code tells the funding source of an expenditure. If it is 01 through 60, then the expenditure was federally funded. If it's 00 or 61 through 99, then the expenditure was state funded (this includes start up funds and anything not federal/agency).

How do I dispose of equipment purchased on a Federal Award?

Please visit the Post Award Fiscal Compliance page for information on disposing of these assets.

Can an employee buy equipment directly from the department?

No, as described by WAC 236-48-198, surplus property available for disposal under the provisions of RCW 43.19.1919 shall not be sold to state elected officials, officers or employees, except at public sale. Public sales are held through the Surplus Property Office.

Sole Exception: Under certain circumstances it is possible for employees to buy their old work cell phones. Please see Surplus property’s web site to see if you might qualify.

 

Can we transfer equipment to another State of Washington agency?

Yes, however, there are many considerations that come in to play with these types of transfers.  Please see process guidance on our External Transfers page

We received a damaged piece of equipment. What do we need to do to return the item to the vendor?

Please see the procedure on the 'Return to Vendor' page.

A piece of our equipment has been stolen. What should the department do?

Please see 'Lost/Stolen Equipment' on the 'Disposals' page.

Can we sell or donate equipment to a non-profit or outside entity?

Yes - however, there are many considerations that come in to play with these types of transfers.  Please see process guidance at External Transfer.

Training and OASIS Access

What are the requirements for access to the OASIS system?

You will need to complete two training programs: 1) General Inventory Procedures, and 2) OASIS Training. You will also need an access permission form signed by your manager.

Do I need to take the General Inventory Procedures Training?

Yes. It is required that you pass with a score of 70% before you will be set up for the OASIS training.

Can I get read only access to OASIS?

Yes, but please note that it is very limited and will not work for inventory contacts wishing to make changes in the system.  Additional details can be found at our Read Only OASIS Access page.

Do I need to register for the trainings?

You will not need to register for the General Inventory Procedures training. You may access it here. You will need to contact Equipment Inventory (eio@uw.edu) before you can begin the OASIS training.

Will I need to attend an in-person class?

No. All of our training is now online. Visit our OASIS Training & Access page for specifics.

Intangible Assets (GASB 51)

Why is the University changing the object codes for software?

The University is subject to accounting standards developed by the Governmental Accounting Standards Board. In June 2007 the board issued standard number 51, Accounting and Financial Reporting for Intangible Assets that is effective as of July 1, 2009. Failure to comply with the accounting standard could result in a unfavorable audit opinion by auditors. This would adversely impact the University's reputation with legislators, grantors, donors and creditors.

What is an Intangible Asset?

Intangible assets are capital assets that have the following characteristics:
Lack physical substance
They are not financial instruments such as: cash, investments and receivables
Initial useful life greater than 1 year
Examples: easements, water rights, patents, trademarks, computer software (not the transmission media, just the programming)

Why is software that costs less than $1 million not capitalized?

In discussions with the State Office of Financial Management and auditors it was determined that $1 million was the appropriate capitalization threshold for these assets. This balances the benefit of tracking the assets with the cost of tracking the assets. For example, to arrive at the cost of software generated by University personnel it would be necessary for employees to track the time spent in development of an approved project. Costs incurred prior to project approval and for program implementation would have to be expensed. Departments would be required to keep detailed records of project activity to support the asset balances that would be subject to audit.

My recharge rate included an inventory software item that was subsequently deleted as a result of GASB 51.

For questions related to the recharge rate, please contact MAA  - Recharge and Cost Center Accounting  recharge@uw.edu.

 

Depreciation

What is the difference between University depreciation and “recharge/cost center depreciation”?    

University Depreciation - The University has a $5,000 capitalization threshold and therefore depreciates all equipment over $5,000.  The University’s fixed asset system, OASIS, calculates these “official” depreciation amounts which are used in the University’s financial statements, State reporting, and the F&A process.  These depreciation figures are recorded at a high level on an annual basis and are not posted to the individual departmental budgets.

Recharge/Cost Center Deprecation - Recharge Centers have a $5,000 threshold for cost center depreciation purposes only.  This depreciation is used for internal calculations for cost recovery and compliance.  Equipment purchases for recharge centers also follow the University’s standard equipment object coding (i.e. if the item is $5,000 or more, it needs to be coded as the proper 06-XX object code).  See below:

  • Equipment $5,000 or more:  Recharge centers are not allowed to recover the full cost of capital equipment costing $5,000 or more within one fiscal year.  As a result, all capital assets purchased in a recharge center that cost $5,000 or more cannot be purchased on the recharge center’s operating budget.  These purchases are most commonly purchased on the equipment reserve budget.  Cost centers recover this cost through the cost recovery method of “cost center depreciation” account code 15-01.  This account code is only used for internal purposes. 
  • Equipment less than $5,000:  All capital equipment costing less than $5,000 can be fully expensed during the year they are purchased, as it relates to recharge center costing only.  In order to recover this expense in the cost center rates, the items must be purchased on the operating budget.  The UW classification and rules relating to equipment still apply. 
     

Tagging

Are we required to tag items if we wish to get insurance through the University's Risk Management Office?

No.

How do I tag an equipment item that was purchased on a 40-XXXX budget as a part of a Capital Project?

It depends on what object code was used to make the purchase.  Specific detailes related to this process can be found on the Equipment Acquisition - Capital Projects page. 

Where should I affix my inventory tag?

Please see Standard Tag Locations for guidance.

Physical Inventory

Is my department's inventory due this year?

Physical inventories of University-owned equipment must be completed by University departments every two years and are distributed during January. The listings are sent to the departmental inventory contacts, as listed with EIO (Equipment Inventory Office). Physical inventories of Federal-owned and Agency-owned equipment must be taken annually. Audits of the physical inventories taken by departments are performed annually by various state, federal, private, and internal auditors. Additional inventory information can be found at Physical Inventories or by contacting EIO at eio@uw.edu or (206) 543-4663

Do you offer training on the physical inventory process? If so, when?

EIO will be conducting Brown Bag lunch sessions for the 2016 Physical Inventory cycle. In addition to that, we have how-to information available on our website, and here in the FAQs.

How long should I keep my department copy of the physical inventory?

Please refer to the University of Washington's records retention policies for information (found here).

Do I have to do the inventory?

Yes. A physical inventory of Agency and Federal equipment is required yearly by federal regulations. Physical inventories of University equipment are required every two years ('biennially') by state regulation.

Why is this old asset still on my physical inventory?

Government accounting practices include accounting for the depreciation of an asset. However, the 'Total Cost' on all assets remains at the purchase price for the entire time that the item is in use by the University. We are accountable to the tax-paying public for all assets and cannot drop them off the system when they have fully depreciated. Assets are only removed from the inventory system when they are disposed through an approved disposal method.

What are these odd assets at the end of my physical inventory?

Pending assets are listed at the end of your inventory. These assets start with a 'P' and have a number such as 'P03118002'. This number is a temporary number assigned to a payment for an asset that has not been properly reported to EIO. Any pending asset represents a problem for your department and must be 'cleared' immediately. You need to find the asset, tag it, and report the model, serial number, custodian, building and room number, and date received to Equipment Inventory so that we can convert it to

Can I send it to you electronically?

Yes. Begining with the 2016 Physical Inventory cycle, we have gone electronic, and urge departments to return electronic documents to us. See the FAQs for the 2016 Physical Inventory cycle for more information.

Why am I getting multiple reports?

We run 10-digit organization (org) codes, instead of 9-digits. This means every sub-org code will have its own inventory.

Can we convert the multiple files into one file?

Multiple Excel files can be merged for ease of use; since they can be sorted by location, or custodian, large departments may especially benefit from this.

We ask that you do not merge PDFs. These are your official inventory documents. If you make your annotations on a document, or merge it after you’ve made your annotations, the information may be lost. If you send us a merged PDF, we will be required to separate it on our end and, again, changes might be lost.

What is the due date – is it still August 31st?

The due date for the 2016 inventory cycle is May 31st; you will have 4½ months to complete this inventory.

Can I send back a paper copy?

No. If you are having issues with returning your inventory electronically, please contact EIO for assistance.

I'm running behind. Can I have an extension?

No. There is no such thing as a 'due date extension'. If your inventory will be late for any reason, you need to communicate the delay and reason to Equipment Inventory. We will track this information closely and work with you in any way possible, but any inventory turned in after August 31st is Past Due and may be reported to Internal Audit.

What do I do if several people work on the inventory?

When this occurs, transfer all information from your working copy (or copies) to the original inventory.

What do I do about equipment used at home? And equipment located out of state?

You need to verify equipment used at home or out of area with a written document, such as email or a letter. When the person using the asset sends you a written confirmation, you can mark the asset as 'Located'. Keep the written verification in your inventory files for audit purposes.

How do you import the .csv file into Excel? How do you merge Excel files?

You will need to save your .csv file onto a computer or server to format it. Double click to open; select ‘save as,’ name the file (we recommend using the org code as the name), select as ‘Save as type:’ ‘Excel Workbook’ (file extension ‘.xls’), and then click the ‘Save’ button.

To Format your Excel Spreadsheet:

  1. Click on it to open.
  2. Then at the upper left hand corner between the 1 and A column, put your curser and click; this will turn the entire sheet gray.
  3. While your sheet is gray, double click on the line in between columns A and B.  This will expand your information to full view.   At this point save this file to your desktop.
  4. After saving you are ready to format and sort. If for example, you want to sort by custodian, highlight the custodian data by clicking on the letter above its column, then right click with you mouse and chose ‘format cells,’ then ‘text’ and click ‘OK.’
  5. Next highlight your data again, and at the top of your excel menu on the right side, second to last, you will see ‘AZ sort and filter;’ click on this with your data field highlighted, and click ‘A to Z’ to sort by custodian.
  6. You would repeat the above to sort by room / building.

To combine the contents of multiple spreadsheets, highlight and copy the contents of one sheet, and then paste them into the other one.

Here is the link to a how-to video showing you the various steps involved.

How do I update the fields in the PDF file?

You will first need to save your PDF to a computer or server to make annotations to it. To do this:

  1. right click on the attachment
  2. select ‘save as’
  3. choose a location
  4. click ‘save’

To Edit Your PDF Using Acrobat Reader:

  • You will need to use the ‘Add Text’ function:
  1. In the upper right hand corner, select the ‘Sign’ tab.
  2. Select ‘I Need To Sign.’
  3. Select ‘Add Text’ (next to the ‘T’); if you use this mode, you will not need to create an Adobe ID.
  4. Next to the font box is a ‘T’ with a little color box next to it; please click on that. A dropdown menu should appear, allowing you to change the color of the font. Please select red, or some other color that is dark enough to read easily but different enough from black that your marks will be easily found.
  • If information needs updating (custodian, location, tag number), please do the following:
  1. Select the ‘Highlight Text’ tool (the highlighter);
  2. Double click on the text you wish to change;
  3. On the ‘Sign’ panel, select the ‘T’ for Add Text;
  4. Write the correct information
  • Note: If there is a lot of text to add to an asset, you may also use the Sticky Note tool – again, highlight the text you wish to change, then select the Sticky Note tool from the tool bar (the yellow speech balloon); a pop up text box will appear, and you can enter text in there without typing all over the document

To Edit Your PDF Using Acrobat Pro:

You can use the same three tools as described above; the only difference will be how you access them.

  • You will need to use the ‘Add Text’ function. In the upper right hand corner, click on the tab that says ‘Comment.’
  1. There are several options; click on the plain ‘T.’
  2. You should see a box that says, ‘Add Text Comment.’ Place your pointer somewhere on the document, and click; your cursor should appear. Doing this allows you to format the text you use on your pdf.
  3. Next to the font box is a ‘T’ with a little color box next to it; please click on that. A dropdown menu should appear, allowing you to change the color of the font. Please select red, or some other color that is dark enough to read easily but different enough from black that your marks will be easily found.
  • If information needs updating (custodian, location, tag number), please do the following:
  1. Select the ‘Highlight Text’ tool (the highlighter);
  2. Double click on the text you wish to change;
  3. On the ‘Sign’ panel, select the ‘T’ for Add Text;
  4. Write the correct information
  • Note: If there is a lot of text to add to an asset, you may also use the Sticky Note tool – again, highlight the text you wish to change, then select the Sticky Note tool from the tool bar (the yellow speech balloon); a pop up text box will appear, and you can enter text in there without typing all over the document

Acrobat Pro has more functionality; if you wish to take advantage of other options under the Annotations’ menu, you can do the following:

  • The ‘T’ with the red line through it can be used to strike through incorrect/out of date information. To use this, just click on the strikethrough ‘T’, and then with your mouse highlight the word/number you wish to eliminate.
  • There is a rubber stamp in the ‘Annotations’ box. One of the stamps in there is a check mark. You can use that stamp to indicate an asset has been located, instead of typing an ‘X.’

 

Here is the link to a how-to video showing you all the steps above.

How do you electronically sign a PDF?

Using the ‘Add Text’ options described in the above question, you will type in your name in the appropriate field.

 

Here is the link to a how-to video showing you steps outlined in the previous question.