Equipment Maintenance – Movement and Storage
Included on this page:
Definition
Movement - Relocation from one area to another.Movement of equipment must be authorized and documentation generated to show changes in location. The movement of equipment must be posted to the property record (OASIS) and supporting documentation retained in the department's inventory files for audit purposes (copy of Property Activity Request - Form 1024 and/or Physical Inventory) . If the movement is within the same department and OASIS is updated by the departmental inventory contact, then no supporting documentation is necessary.
Procedure
The department is responsible for the movement and storage of all equipment in their custody.Movement
Movement can be completed in one of the following ways:- Property Activity Request - Form 1024 (from one UW department to another)
- Physical Inventory (within the same UW department)
- OASIS update by departmental inventory contact (within the same UW department)
- Maintaining a form or log to track short-term movement of equipment (i.e. laptops) for authorized purposes. The form should contain the following:
- Initial date
- Users name
- Description quantity
- Tag number
- Serial number
- Return date
- Assuming responsibility (any person removing property from authorized locations) for seeing that appropriate care is taken regarding transportation and security and that equipment is returned in satisfactory working condition.
- Verifying the location of equipment during a departmental physical inventory.
- When moving government owned equipment from one location to another on campus or to another facility:
- Submitting the proper documentation including a Property Activity Request - Form 1024 and shipping documents.
- Getting authorization for the move from appropriate departmental officials
- Providing adequate physical protection for the equipment during the move including packing, covering, skidding prevention, the use of property handling equipment, proper procedures and techniques, and safety precautions.
- Contacting Equipment Inventory for assistance since prior approval from the granting agency may be required.
Storage
Specific responsibilities related to storage of equipment include:- Offering adequate physical security and protection for assets stored inside and outside.
- Protecting items in storage from corrosion, humidity, temperature, and aging.
- Limiting accessibility to authorized personnel.
- Offering additional physical security and protection for sensitive items.
Forms Required
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:
Federal Regulations:
Contacts
State/University Titled
Equipment: 206-543-4663 or eio@u.washington.edu
Federally Titled
Equipment:
206-543-4640 or 206-616-4047
