Ohio University is open

Portion of West Union Street remains closed following multiple structure fire. More Information
 

Frequently Asked Questions

Q1. Who do I contact to dispose of equipment?

Q2. Should I remove the asset inventory tag before sending the equipment to the Surplus Management department?

Q3. Can the department sell equipment that is no longer needed?

Q4. Can the department donate equipment that is no longer needed?

Q5. Can an employee keep equipment when they retire or leave the University?

Q6. How do I report stolen capital equipment?

Q7. Are shipping or warranty costs included in the cost of the capitalized asset?

Q8. Is software included in the cost of the capitalized asset?

Q9. I have a tag that is worn or fallen off. Can I get a new tag?

Q10. What do I do if there is equipment on the department’s inventory list that is not ours?

Q11. What do I do if we have equipment that is not on the inventory list?

Q12. There is equipment on the list that is old and has no resale value. How long do we have to track the equipment?

Q13. Can I take equipment off campus?

Q14. I am constructing/fabricating an item that will be moveable equipment and the cost of all the parts is going to be over the capitalization level of $5,000 when I am finished. I am purchasing parts from different vendors. What natural account code should I use when I purchase the parts?

Answers

Q1. Who do I contact to dispose of equipment?

A. The Surplus Management department is in charge of the disposition of all equipment. If the equipment has a green OU inventory tag an EI-8 form must be completed and sent to the Plant Accounting office.

Q2. Should I remove the asset inventory tag before sending the equipment to the Surplus Management department?

A. No. Items are tracked by the asset tag until it is sold or disposed.

Q3. Can the department sell equipment that is no longer needed?

A. No. Contact the Surplus Management Department and see the link for the Policy on Disposition of Equipment for more information.

Q4. Can the department donate equipment that is no longer needed?

A. No. Please see link for Policy on Disposition of Equipment.

Q5. Can an employee keep equipment when they retire or leave the University?

A. No. The equipment is Ohio University property.

Q6. How do I report stolen capital equipment?

A. Contact OUPD immediately and return the completed EI-8 form with a copy of the police report to the Plant Accounting office.

Q7. Are shipping or warranty costs included in the cost of the capitalized asset?

A. Yes and No.
Shipping is included in the cost of a capitalized asset and should be coded the same as the natural account code used to purchase the equipment.

Warranties are not included in the cost of the asset and should be coded as 621000.

Q8. Is software included in the cost of the capitalized asset?
A.
Software is not usually an item that is capitalized unless it is purchased with equipment and the software is needed to run the equipment. Example: QuickBooks software is purchased to be downloaded on a computer currently already in the department. This would not be capitalized and would not be tagged.

If software is purchased with a new computer and the software is needed to run the computer then yes it would be capitalized.

Example 1: Microsoft Office is standard software that is included in a new computer but may have a separate charge on the invoice. The cost of the software is capitalized with the computer if the combined cost is greater than $5,000.

Example 2: A computer was purchased with specialized software to run new equipment. All items are purchased on the same PO. If the computer cost and the software combined are greater than $5,000 then the computer would be capitalized with cost of the software included. The natural account code for the software and computer would be 952000.

Q9. I have a tag that is worn or fallen off. Can I get a new tag?

A. Contact the Plant Accounting office to make arrangements to have the equipment retagged.

Q10. What do I do if there is equipment on the department’s inventory list that is not ours?

A. Contact the Plant Accounting office with the tag number.

Q11. What do I do if we have equipment that is not on the inventory list?

A. Contact the Plant Accounting office with the tag number.

Q12. There is equipment on the list that is old and has no resale value. How long do we have to track the equipment?

A. The equipment must be tracked until the item is no longer university property.

Q13. Can I take equipment off campus?

A. The ability to take equipment off campus is at the discretion of the department. If the item is taken off campus an EI-9 form needs to be completed, appropriately signed and a copy sent to the Plant Accounting office. The department should keep the original on file. When the equipment is returned to the department the bottom half of the EI-9 form should be completed and a copy sent to the Plant Accounting office.

Q14. I am constructing/fabricating an item that will be moveable equipment and the cost of all the parts is going to be over the capitalization level of $5,000 when I am finished. I am purchasing parts from different vendors. What natural account code should I use when I purchase the parts?

A. Charge the cost of the parts whether they are over or under $5,000 to natural account code 960000 and contact the Plant Accounting office. When you are done constructing your item you will need to contact us again so that we can tag the item and add it into inventory.