|
|
Equipment Management
Equipment
“Equipment” includes furniture, fixtures, equipment, other movable items valued at $2,000 and above, Equipment Trust Fund equipment and computer related equipment of $500 and above. The purpose of the equipment inventory and control program is to establish responsibility for equipment, provide for better utilization of equipment, facilitate the physical inventory, better establish insurance requirements, and comply with state policy. General: Vice Presidents, Deans, Directors, Department chairman and activity heads are responsible for the custody, maintenance, and reasonable security of all equipment purchased for, or assigned to, their respective department or activity. All University employees should be concerned with the proper care and security of any equipment which they use or observe. Acknowledgment of Responsibility: Each official to whom equipment is assigned will sign a form acknowledging receipt and acceptance for the item. Signatures on Transfer forms, Receiving Reports, or Equipment Trust Fund records will serve to establish custodial responsibility. Officials should secure written receipts relieving them of responsibility when items are removed from their area. Ownership: Ownership of equipment items acquired by the University rests with the Commonwealth of Virginia. This is true even though the items are purchased from departmental funds or from special equipment appropriations or are acquired by gift or contract. Equipment may be reassigned by proper authorities at any time. Loans and Removal from Premises: University equipment is to be used only for University activities; personal use is not authorized. When equipment is removed from the campus for repair, etc., a receipt will be secured. Any other usage or removal from campus, including release into a faculty member's or employee's custody must be authorized in writing by department chairman/activity head level or higher and a copy of the authorization forwarded to the Property Section of the Materiel Management Office. University equipment removed from campus is not insured by the University unless such removal is specifically approved . Individual Responsibility. Within a department or activity an individual should be responsible for each item of equipment. The individual who has responsibility for each item should be subject to determination based on written acknowledgment in the event a loss occurs. For items that are subject to regular changes in the assignment/responsibility, a method of recording who has responsibility should be established. Materiel Management Office, Property Section: The Property Section of the Materiel Management Office is responsible for maintaining an equipment inventory record, affixing decals to new acquisitions and coordinating other aspects of the equipment inventory control program, Departments and activities should contact the Property Section for guidance, assistance, and information relative to the equipment inventory program. Departmental Equipment Representative. Each department or activity with assigned equipment will designate one individual as the “Departmental Equipment Inventory Representative”. This individual will coordinate equipment inventory matters with the Property Section and carry out inventory control responsibilities as assigned by the department/activity head. The department/activity head is ultimately responsible for the correctness of inventory confirmations and other equipment matters. Log of Service Calls/Equipment Maintenance Records. The Department Equipment Inventory/Representative should maintain a log of service calls/equipment maintenance records which documents the date of service, servicing vendor, type of service performed, cost, and purchase order number. By maintaining the service log, departments will be able to maintain information on maintenance and repair costs and frequency of malfunction or repairs. |
|
Back to top Materiel Management |
