Personal Computer Policy
Included on this page:
Overview
Under the University's Personal Computer Policy, integral personal computer components, once assembled to a central processing unit (CPU) that meet the definition of equipment should be tagged and inventoried as a single equipment item. An individual personal computer workstation consists of a CPU, operating system, monitor, keyboard, mouse, desk printer, external modem, external and internal drives, and drives installed within the purchased CPU. The personal computer and attached peripherals should be restricted to a single location. Networked accessories, such as a shared printer or scanner, should not be included in a computer system. Linked hard drives/CPUs should be treated as multiple units and not a computer system unless they qualify as a computer cluster under the University's Computer Cluster Policy.If possible, personal computers should be purchased from a single purchase requisition. The cost of the personal computer should not include consumable supplies, or manuals.
If multiple purchase requisitions have been used to form a personal computer, a journal voucher (JV) may be requested to accumulate all 05-40 expenditures into the appropriate 06-XX object code. Secondary requisitions will not be allowed to use 06-XX object code unless the acquisition meets the definition of equipment.
Procedure
- Make your purchase using the procedures outlined under one of the following acquisition methods. Please be sure to use the appropriate object code for your purchase.
- If the personal computer totals $2,000 or more, within 24 hours of receipt, tag the CPU in a visible place (not on the back) and enter it into OASIS as a "T" status asset. Information to be entered should include:
- UW Tag Number (contact your departmental inventory person)
- Description
- Manufacturer
- Model
- Serial Number
- Custodian/User
- Building
- Wing
- Room Number
- Status (enter - T)
- Requisition Number
- Accountable Budget
- Total Cost
- Class Code
- Date Received
- Acquisition Method (enter - PO for Purchase Order, EP for eProcurement, or PC for ProCard)
- Equipment Inventory will review the OASIS entry for complete information and approve the asset.
- If the personal computer totals less than $2,000, a department still has the option to tag it and enter the data into OASIS. There are three differences in procedure:
- Use a "purple" (non-inventorial) tag instead of a white tag;
- Use Status "N" (non-inventorial) instead of "T"; and
- There's no Equipment Inventory involvement.
Forms Required
- Optional - UW Equipment Information (Orange) Card
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 206-616-4046
