Definition

Fellowships provide Fellows (individuals who have generally attained their graduate degree and help conduct research at the University) with research funds, which can include the purchase of necessary equipment.  The equipment may be purchased using any one of the University’s purchasing methods. At the conclusion of the research project, if stated in the grant from the sponsor, the equipment may become the personal property of the Fellow.

Procedure

Department (Fellow):

  • Determines need for equipment.

  • Purchases equipment using the applicable purchasing system and following the guidelines below:

    • If the equipment is to become the Fellow's personal property at the end of the award, make a comment on the order that the item will become property of the fellow, and attach to the order supporting documentation (award documentation or an email from the sponsor) stating the equipment may become the personal property of the Fellow. Code the equipment as 05-40 Non-Inventorial Equipment regardless of cost.  This will keep the item from being tagged and tracked in OASIS.

    • If the equipment is to stay at the University, state "Item will stay with the UW" in the comments and code as the appropriate 05-4X Non-Inventorial Equipment or 06-XX Equipment object code. 

  • The requisition will then be routed to Equipment Inventory for review.  Equipment Inventory reviews the requisition for proper object coding.

If object coding is:

  • Correct - Equipment Inventory will approve and forward your requisition to Procurement Services.
  • Incorrect - Equipment Inventory will reject the requisition back to the department for correction. The department will make necessary corrections and re-submit the requisition which will then be routed back to Equipment Inventory for approval.

If item is to stay at the University and is over $5,000, within 3-7 days after receipt (unless prior arrangements are made with EIO), department tags the asset and enters it into OASIS as a "T" status asset. Please see this page for details on the tagging process.

Equipment Inventory reviews the OASIS entry for complete information and approves the asset.


Form

Optional - UW Equipment Information Form