Equipment Inventory Management Forms

The Inventory Change Worksheet (EI8), located at: http://www.finance.ohiou.edu/forms/index.htm#VP, is used to record moving equipment from one room to another, stolen or destroyed – submitted with police report or letter of explanation, used as a credit on a new purchase (trade-in) and submitted with the requisition or transferred to another institution or state agency if the grant or contract is currently active. It also records equipment that is scrapped or sold through the Purchasing Department and Moving and Surplus Department.

The Request to Take Equipment Off-Campus (EI9), also located at the above address, is completed when the equipment is temporarily located in educational or research areas not identified as university space. All equipment items purchased with project funds or furnished to a project by the sponsor are assigned a University inventory number (“Green” tag). It i s the responsibility of the PI/PD, department equipment coordinator and department head to ensure the continued maintenance of accurate records for all research equipment.

Certain sponsors retain title to equipment purchased under their programs and reserve the right to recall the equipment upon completion of the project. In these instances, a “Red” tag is issued. In some instances, the sponsor may define equipment as items costing less than $2,500. Tit le to the equipment is determined at a later date or at contract completion. Annual reports are completed by Plant Accounting for projects that have the title retained by the sponsor. When the PI/PD contemplates the construction of equipment, the items are expensed to code 960000. Equipment Inventory should be notified that the construction of the equipment is occurring. Once the item is completed, Equipment Inventory should be notified to capitalize the item and affix an identification tag to the fabricate d item.


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