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Equipment Maintenance – Maintenance

Included on this page:

• Definition
• Procedure
• Forms Required
• Frequently Asked Questions
• Regulations
• Contacts

Definition

Maintenance - The upkeep of property or equipment to preserve from failure and decline.  Care and maintenance includes periodic inspection, regularly scheduled lubrication, protection from exposure, and proper cleaning prior to storage.  The goal is to maintain the efficiency and usefulness of the equipment for as long as possible.  Records should be kept on maintenance, major repair, and deficiencies revealed during periodic inspection.

Procedure

The department is responsible for the maintenance of all equipment in their custody.  For equipment acquired under grants and contracts, the principal investigator shares the responsibility with the department chair or dean.  Principal investigators should be aware of any specific equipment care and maintenance requirements defined by their grants or contracts.  It is the equipment custodian's responsibility to care for equipment entrusted to his or her possession or supervision, and to keep it safe.

Specific responsibilities include:

• Providing the maintenance necessary to obtain a high quality of production and the most useful service life of the equipment.
• Keeping detailed maintenance records for all equipment.  This includes but is not limited to:
• Recording the date and the details of the completed service,
• Noting any deficiencies discovered,
• Documenting the results of the inspection,
• Documenting any action(s) performed, and
• Maintaining a data file of certification documents.
• Maintaining the property according to current technical standards.  Refer to service procedures, processes, or manuals for the required service specifications and details of items to be serviced.
• Scheduling and completing periodic maintenance according to industry standards.  This includes:
• Lubricating
• Cleaning
• Calibration
• Coordinating and arranging for service to be performed by outside agencies or internal service groups such as Facilities Services Maintenance & Alterations.
• Performing any unscheduled maintenance in an expeditious manner.  When unscheduled calibration, maintenance, or repair service is performed, document the service.
• Establishing and performing periodic reviews of the calibration/preventive maintenance system.

Note:  While it is important to be diligent for maintenance of all equipment, it is extremely critical for government furnished equipment that has been entrusted to the University.  If government furnished equipment is not properly maintained, severe consequences can occur such as direct reimbursement, replacement, or lack of opportunity for future acquisitions.

Property owned by the University that is not maintained properly significantly impacts both the operational capabilities and budget through replacement of property that was poorly maintained.

Forms Required

• None.

Frequently Asked Questions

For frequently asked questions related to this topic, please visit our FAQ page.

Regulations

State Administrative and Accounting Manual (SAAM), Chapter 30: Capital Assets

University of Washington Administrative Policy Statements:

• Section 50 – Services 
• Section 60 – Equipment Inventory 

Federal Regulations:

• OMB Circular A-110
• OMB Circular A-21
• Federal Acquisitions Register 

Contacts

State/University Titled Equipment:    206-543-4663 or eio@u.washington.edu
Federally Titled Equipment:              206-543-4640 or 206-616-4047