EIO Tagging

Equipment Tagging

Included on this page:

Definition
Tag Components
Types of Equipment Tags
Procedure
Inventory Contact Checklist
Unique Tagging Situations
Updating a Tag Number
Forms Required
Frequently Asked Questions
Regulations
Contacts

Definition

Equipment Tag – An identification marker that is required to be affixed to all University inventorial and government or agency owned equipment. Some departments choose to tag non-inventorial equipment for internal purposes.

Tag Components

Each tag lists:

State of Washington (360)
University of Washington
Department Name
Bar Code and Tag Number (exception - tags made prior to 1994 do not include a Bar Code)

Types of Equipment Tags

Click on Name of Tag to see actual sample.

Name of Tag	Purpose	Who Uses	Who Issues	Who Maintains
Bar Code Tag	Tracking and reporting all equipment $2,000 and greater All sensitive equipment Usable for insurance tracking	All UW departments (NOT used by UWMC or HMC	Departments request from EIO as needed - No Charge	Departments
Purple Bar Code Tag (Non-Inventorial)	Optional for equipment under $2,000 Internal department tracking Usable for insurance tracking	All UW departments (NOT used by UWMC or HMC	Departments request from EIO as needed - No Charge	Departments
Generic Purple Tag (Non-Inventorial)	Equipment under $2,000 that was once inventorial and tagged but is now non-inventorial due to threshold change in 1996	All UW departments (NOT used by UWMC or HMC	Departments request from EIO as needed - No Charge	Departments
Agency Tag	Identify equipment tracked by the UW that is owned by the funding agency Reporting to the funding agency	UW departments with budgets funded by agencies and for specific grants or contracts	EIO issues to department for specific equipment only - No Charge	Departments/EIO for Agency
Federal Tag	Identify equipment tracked by the UW that is owned by the funding federal group Reporting to the funding federal group	UW departments with budgets funded by federal groups and for specific grants or contracts	EIO issues to department for specific equipment only - No Charge	Departments/EIO for Federal group
Old Hospital Tag	UWMC only - 08-XXXX, 3X-XXXX, and three 40-XXXX budgets	UWMC only	EIO prints for UWMC asset accountant	UWMC asset accountant
New Hospital Tag	UWMC only - 08-XXXX, 3X-XXXX, and three 40-XXXX budgets	UWMC only	UWMC obtains externally	UWMC asset accountant
Old Silver Tag	Older equipment only No longer issued	Affixed to older UW equipment - may be inventorial or non-inventorial	No longer in use - return any old stock to EIO for new tags	Departments

Procedure

There are several different procedures that relate to equipment tags. Each department has a designated inventory officer (contact) that is responsible for tagging equipment within 24 hours of receipt and entering the equipment information into OASIS or reporting it to Equipment Inventory.

Ordering Tags:

To order equipment tags, the inventory contact should contact Equipment Inventory at eio@u.washington.edu or 543-4663 and supply the following information:

First and last name
Department name to be on the tags
Organization code or budget number (for record purposes - there is no charge for equipment tags)
Type of tag desired
Quantity of tags needed (any multiple of 25)
UW box number

Inventory contacts should always have tag stock on hand for new equipment.

Tagging Equipment:

If equipment is greater than $2,000, it should be tagged with a white bar code tag (in a visible, central part of the equipment) within 24 hours of receipt. Even if the item is to remain in its box for some time before use, it should be opened and inspected, tagged, and the necessary identifying information recorded within 24 hours of receipt.

Identifying information can either be input directly into OASIS by the inventory contact or reported to Equipment Inventory on an UW Equipment Information Card. Required information includes:

UW Tag Number
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

If equipment is less than $2,000 and a department chooses to tag and track it, it should be tagged with a purple bar code tag (in a visible, central part of the equipment) within 24 hours of receipt. Even if the item is to remain in its box for some time before use, it should be opened and inspected, tagged, and the necessary identifying information recorded within 24 hours of receipt.

Identifying information can either be input directly into OASIS by the inventory contact. Information includes:

UW Tag Number
Description
Manufacturer
Model
Serial Number
Custodian/User
Building
Wing
Room Number
Status (enter - N for Non-inventorial)
Requisition Number
Accountable Budget
Total Cost
Class Code
Date Received
Acquisition Method

Inventory Contact Checklist

The following checklist is a guide for inventory contacts to make sure they are successful.

Do you have tag stock on hand for new equipment (both white for inventorial equipment and purple for non-inventorial equipment)?
Is your department aware that you are the inventory contact?
Does your department know to alert you immediately when they receive equipment?
Did you tag the equipment within 24 hours of receipt?
Did you record the identifying equipment information and report it to Equipment Inventory via direct entry into OASIS or on an UW Equipment Information Card?

Unique Tagging Situations

There are some types of equipment that aren't as straight forward to tag.

Personal Computers

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 tag should be placed on the CPU in a visible place (not on the back).

"No Tag" Equipment

Some assets meet the definition of equipment but are too small or delicate to affix a tag to. These are called "no tag" assets. Common examples are underwater equipment, software, or lenses. "No tag" assets are treated the same as regular assets, except for the following steps:

Asset tag is affixed to a copy of the purchase paperwork instead of the asset and the paperwork is kept in the departmental inventory file.
"NT " for No Tag is entered into the "How Tagged" box of the Snapshot view in OASIS.
"Other Location" field can be populated with more specific location information such as "Used with computer 1199887."

Software:

Software is considered a University asset. To track software purchases (including upgrades) that are $2,000 per license, it must be treated as a "no tag" asset or add-costed to the equipment it will be used on for its life span.

Updating a Tag Number

Tag numbers may need to be updated for a variety of reasons:

When an equipment item is defective and is exchanged under warranty;
When a tag is damaged;
When a tag is being updated, such as going from an old silver tag to a bar code tag; or
When correcting a data entry error.

For internal control purposes, departments cannot make tag number changes. To update a tag number, put an "EIO Note" in OASIS or send an email to eio@u.washington.edu requesting Equipment Inventory to change the older tag number to the new tag number.

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 206-616-4047