Acquisitions | Property Control | SIU

New Purchases Of Equipment

New equipment for the University is usually purchased by using either a Purchase Requisition or a Procurement Card.

Purchase Requisition

When equipment is purchased using a Purchase Requisition form, the buyer from Procurement Services forwards a copy of the Purchase Order to Property Control. At the end of each month, Property Control runs a report that lists all equipment purchase orders that have been paid during that month. The corresponding Purchase Orders are pulled and inventory tags are assigned as needed. The new equipment is then added to the inventory records of the designated Unit.

The inventory account to which the new equipment is added is determined by the Budget Purpose and Unit Number used to pay for the equipment. If a different Unit is to receive the new equipment, the wording on the Purchase Requisition should include “Please Capitalize to 99999”, where “99999” is the desired Inventory account. This designation should also be entered into the “Capitalize To” field in AIS.

If a department would like the new equipment to be tagged as soon as it is received, please fill out an“Equipment Tagging Request” form. Property Control can pre-assign the inventory tags and have the equipment physically tagged at a designated time.

Procurement Card

When equipment is purchased with a Procurement Card, the department must submit an “Equipment Tagging Request” form, along with a copy of the receipt or invoice, to Property Control. The Equipment Transaction forms are checked against information in the P-Card System to determine when the purchases are paid and reconciled. Inventory tags are then assigned as needed and the new equipment is added to the inventory records for the designated department.

The inventory account to which the new equipment is added is determined by the Budget Purpose and Unit Number used to pay for the equipment. If the equipment should be placed on a different inventory account, please state this on the Equipment Transaction form as “Capitalize to 99999”, where “99999” is the desired inventory account. This information should also be entered into the “Comments” field in the P-Card System.

If a department would like the new equipment to be tagged as soon as it is received, please fill out an“Equipment Tagging Request” form. Property Control can pre-assign the inventory tags and have the equipment physically tagged at a designated time.

Gifts Received

All gifts of equipment received by the University must be recorded in the Fixed Assets records, regardless of the method of receipt.

Equipment Received Directly by the Department

When a department receives a gift of equipment directly from the Donor, that receipt should be reported in writing to Property Control. The written notice should include a complete description of the equipment, the fair market value assigned to the equipment, and the date the equipment was received.

Property Control personnel will assign equipment tags based on the information provided in the letter. The equipment will then be tagged and added to the inventory records of the receiving Department.

Equipment Received Via SIU Foundation

Please refer to the procedures found on the web site for SIU Foundation for proper notification and reporting of equipment received.

Equipment Received By Transfer Of Title

Any equipment that is received by the Department through a transfer of title or ownership should be reported in writing to Property Control. The written notice should include a complete description of the equipment, the fair market value assigned to the equipment, and the date the equipment was received. Additional information to assist in identifying the original acquisition of the equipment (such as by lease, rental agreement, or grant) is also needed. Please include the names of fiscal officers or researchers that may be helpful in obtaining the required information.

Examples Include:

• An expiration of a lease or rental agreement in which equipment that should have been returned to the vendor is abandoned on SIU property
• A granting agency opts to surrender the equipment being used by a researcher to SIU
• A researcher brings equipment from another university to SIU

Constructed Equipment

Equipment that is built by employees for departmental use should be reported to Property Control upon its completion. Notification should include a detailed description of the equipment, an estimated fair market value, the current location – building and room number, and the inventory account to which the equipment will be assigned.

Property Control personnel will assign equipment tags based on the information provided. The equipment will then be tagged and added to the inventory records of the department constructing the asset.

Examples Include:

• SIU-Built Computers
• Laboratory Instruments
• Cabinets and Casework
• Racing Cars
• Robots

Guidelines For Blue Tags

All equipment regardless of value must be clearly marked to indicate that it is the property of the State of Illinois. Equipment items that do not receive a barcode tag because of their value must be identified as “Property of Southern Illinois University” through the use of a blue tag or marker.

• Select a clean, dry surface on which to place the blue tag.
  • The preferred placement for the tag is the upper right hand corner of the equipment, so that the tag is easily visible for identification purposes.
  • If the item is too small for a blue tag or the surface is unable to be tagged, please mark the item with a permanent marker.
• Place the blue tag on the item of equipment by removing the backing and sticking it on the equipment.
• If a tag cannot be affixed, use a permanent marker to write “SIU” on the back or bottom of the item of equipment.

Property belonging to Southern Illinois University Carbondale is controlled under the provisions of the State of Illinois Property Control Act (30 ILCS 605). Unit officers have been delegated the responsibility of maintaining proper accountability and control of the equipment within their unit.