Facilities

Equipment Inventory Process / Equipment Disposal

Equipment Inventory Process / Equipment Disposal

EQUIPMENT ARRIVING AT GENOME SCIENCES

The UW tracks all equipment that costs $2,000.00 or more. The 2K threshold includes tax, freight, and installation. Therefore, an item costing $1,835.00 before tax is inventorial. The Equipment Inventory Office requires equipment to be tagged and entered into the UW inventory database (Oasis) within 24 hours of arriving in the building.

Sometimes a piece of equipment cannot physically hold a tag. Software is an example of a “No Tag Assets”. In this case, the tag number must still be assigned, but instead of being affixed to the piece of equipment it is affixed to the Genome Sciences Equipment Tracking Form.

How to tag your piece of equipment

1. Download the Genome Sciences equipment tracking form and fill it out.

2. The day that your new piece of equipment arrives, email gsadmin [ a t ] u.washington.edu to request a tag. The UW requires that all equipment be tagged within 24 hours of arriving in the building.

3. Beth Hammermeister or a GS Facilities staff person will meet with you to affix the tag and verify that the information on the Equipment Tracking Form is correct. Please have your piece of equipment unpacked from its shipping box.

4. Your part is complete.

TRADE INS

Trade In – A purchase of equipment is considered a trade in when one or more pieces of existing equipment are given to the vendor for a specified dollar amount discount. If the total cost of the new purchase (paid amount plus discounted amount) is $2,000 or more, the new purchase must be tagged and inventoried.

Trade In Procedure

Work with the vendor to determine which existing equipment will be part of the trade in and how much money the vendor will assign to the trade-in assets. Affix this quote to your order. Notify gsadmin [ a t ] uw.edu that a trade in is planned.

When entering the order in PurchasePATH, list the value and EIO tag number of any items included as part of the trade in. Check to make sure the vendor’s quote that you have attached matches the line items in the PurchasePATH Description.

DISPOSAL OF USED EQUIPMENT:

1. DECONTAMINATE THE EQUIPMENT FIRST
All lab equipment must be decontaminated before being surplussed. Here is a link to the decontamination form:
http ://www .ehs .washington .edu /forms /fso /lab _equip .pdf
Affix the completed Laboratory Equipment Decontamination Form to each piece of lab equipment that you are surplussing.

2. Email gsadmin [ a t ] u.washington.edu.

Include the following:
Brief description of item
Serial #
Location of item

3. Mark your box or equipment with the words FOR SURPLUS.

4. GS Facilities staff will let you know when the items will be picked up.

NOTE:

Inventorial equipment as well as non-inventorial items such as used office equipment, broken fans, binders, etc. can be surplussed. Small miscellaneous non-inventorial items destined for Surplus do not have to be individually labeled. They can be put in a box marked “Miscellaneous”.

The list of items that can be surplussed is extensive.
Here is a link to what CANNOT be surplussed:
http://www.washington.edu/facilities/transportation/movingandsurplus/surplussing

For HHMI equipment, first contact Melissa Hardtke to get approval to surplus. As soon as you have received approval, the HHMI tag can be removed and the item can be surplussed.