Equipment Inventory Procedures

EQUIPMENT ARRIVING AT GENOME SCIENCES

The UW tracks all equipment with a purchase price of $5,000 or more. The $5K threshold includes freight and installation (total acquisition cost). The Equipment Inventory Office requires equipment to be tagged with a unique barcode and that number entered into Workday within 3-7 days of the equipment’s arrival in the building.

Capital Equipment Considerations

Some pieces of equipment cannot physically hold a tag. Rotors and lenses are examples of “No Tag Assets”. In this case, the tag number is affixed to the Genome Sciences Equipment Tracking Form and the number is entered into Workday.

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 ] uw.edu to request a tag.  The UW requires all equipment be tagged within 3-7 days of arriving in the building.

3. Sandra Pennington 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

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 $5,000 or more, the new purchase must be tagged.

Trade In Procedure

Work with your vendor to determine which existing equipment will be part of the trade in and how much money they will assign to the trade-in assets.

Notify gsadmin [ a t ] uw.edu that a trade in is planned. 

When entering the order in PurchasePATH, list the value and the EIO tag number of any items included as part of the trade in. Verify that the vendor’s quote which you have attached in PurchasePATH matches your line items.

DISPOSAL OF USED EQUIPMENT

1. DECONTAMINATE THE EQUIPMENT
All lab equipment must be decontaminated before being sent to UW Surplus. Affix the completed Notice of Cleaning and/or Decontamination form to each piece of lab equipment that you want sent to UW Surplus.

2. Email gsadmin [ a t ] uw.edu and include the following:
Brief description of item
Equipment Inventory Tag # (applies only to inventorial equipment)
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 for disposal.

NOTE:

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

Prohibited and special consideration items – UW Surplus

For HHMI equipment, first contact Kari Augustyn (augustynk [ a t ] hhmi.org) for approval to surplus. After you have received approval, the HHMI tag can be removed and the item can be prepared to send to UW Surplus.