January 14, 2016 – The 2016 Physical Inventory Cycle is now live – and Fully Electronic

The Equipment Inventory Office (EIO) has been working to develop a system to electronically deliver the physical inventory count sheets to the campus departments. This project is part of EIO’s effort to increase administrative effectiveness, which will help to simplify and streamline our processes and reduce administrative burden. On the 14th of January, we were able to send out all physical inventory lists via email – in both PDF and CSV form (the latter for use with Excel).

All inventories should be returned electronically as well; if your department has some problem with returning electronically, please contact us at eio@uw.edu or 206-543-4663. We will do our best to assist you in complying with our new initiative.

Please view the Physical Inventory page on our website for details. We appreciate the patience of our campus partners as we implement the new process!

October 02, 2015 – Reallocating Equipment Expenses to Awards After Purchase

The Equipment Inventory Office has received updated guidance from Research Compliance regarding this issue. Please click this link to our FAQ for more details.

September 18, 2015 – New M&E Certificate and M&E Checklist

We have updated our M&E certificate and ask that all departments discard any old forms that may be saved to their desktops and start using the new certificate. Your orders will be rejected starting Thursday October 1st if you are using an old certificate. Please share this with all of your staff that processes orders using the M&E tax exemption.


We’ve created a M&E check list for use when you purchase items using M&E to ensure that required documentation is included with the order. Feel free to click here to download a copy and keep it for reference!

September 1, 2015 – New EIO Assistant Director

In order to make a smooth transition from Erin Fay to the new EIO Assistant Director, we have hired a new person also named Erin (Fujiwara). It will be hard to follow in Erin Fay’s footsteps but having the same name may make it easier.

Erin Fujiwara came to us from UW Medical Center and Harborview and has over 11 years of fixed asset accounting and finance experience. Please join us in welcoming her to our EIO team.

August 28, 2015 – Equipment Inventory Office is now sending Asset Control Sheets Electronically

The Equipment Inventory Office is excited to announce that as of this date we began sending out our asset control sheets via email. We are reducing paper waste as well as getting this information to the Department Inventory contact and the Department Administrator in a much quicker fashion. We welcome all feedback on this new form of asset control sheets.  We also encourage inventory contacts to use our EIF form to report your equipment; this can be done prior to getting an asset control sheet as well as after.

May 11, 2015: Equipment Inventory Office has a new home!

As of Monday, May 11, 2015, we may be found at:

Roosevelt Commons West
Box 354966
4300 Roosevelt Way N.E., 3rd Floor
Seattle, WA 98105

All the phone numbers will remain the same.

May 1, 2015: M&E Object Code & DOR Certificate How-to Video

We have completed a training video to assist departments with object codes and DOR certificates for the M&E purchasing process. You may find the video here.

February 19, 2015:  New! Department Contact Change Form

The Equipment Inventory Office is pleased to announce a more convenient way for departments to report changes in departmental Inventory Contacts, Secondary Inventory Contacts, Department Heads, and Administrators. The new online Contact Update Form can be found here.

The form requests all the information required to update a department’s contacts, eliminating the need for follow-up emails. If you have any questions, please contact EIO at eio@uw.edu.

January 1, 2015:  M&E Threshold Change

Effective January 1, 2015, the Machinery & Equipment (M&E) Exemption threshold will decrease from its current $1,000 per qualifying equipment item down to $200 per qualifying equipment item. The University has eliminated a significant amount of the manual work related to this process and has determined that it is beneficial to the University as a whole to lower the threshold. For additional information related to the M&E Exemption, please see Machinery and Equipment (M&E) Sales Tax Exemption.