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Equipment inventory

In order to comply with federal and state laws and regulations, UW is required to tag and inventory all capitalized equipment. The capitalization threshold increased to $5,000, effective July 1, 2016. This threshold, and procedures below, apply to both purchases and fabricated equipment.

The procedures are meant to supplement the UW policy and provide guidance on CEE’s process. For specific details on UW’s inventorial equipment Life Cycle, see UW General Inventory Procedures Manual.

The department’s equipment manager is Jessica Ramil, Budget Manager.


Due to compliance regulations, equipment should only be purchased through Ariba. Items should not be purchased using a ProCard. This includes Machinery and Equipment (M&E) Tax exempt items.

Ariba purchasing process

  1. Receive a detailed quote from the supplier. If the supplier is not a registered vendor in Ariba, contact the CEE Fiscal Office for assistance.
  2. Submit an order in Ariba for approval(s) and order placement.


When purchasing parts to be permanently assembled, it is the responsibility of the PI to inform the equipment manager of the fabrication.


Within 24 hours of receipt, email the equipment manager with a notification that the asset was received and needs to be tagged. Include the following in your email:

  • Description
  • Manufacturer
  • Model
  • Serial #
  • End user name
  • Building / room number of where the equipment will be located
  • Received date
  • Ariba reference numbers
  • Budget number


Within 3-7 days after receipt, the asset is tagged and OASIS is updated with the information above. Although treated the same as regular assets, “no-tag” equipment are items too small or delicate to affix a permanent tag. For these equipment, they are marked, if possible, the OASIS entry is printed, a tag is affixed and the number is recorded in a departmental log. Federal assets are labeled with both a UW inventory tag and Federal Property Tag. Asset specific details (e.g. manufacturer, serial #, location, etc.) are maintained in OASIS.

Equipment insurance

UW equipment insurance is available to departments, providing optional, low-cost coverage for owned, leased or borrowed equipment used for UW business. The university does not automatically provide insurance for equipment.

Items are insured against the following: fire, flood, lightning, earthquake, volcanic eruption, accidental damage, theft and damage during theft, vandalism and commercial carrier shipments.

What can be insured

Computers, scientific equipment, audio-visual equipment, fine art, office equipment, equipment purchased on federal grants or contracts, loaned or leased equipment.

What cannot be insured

Aircraft, watercraft, motor vehicles, real estate and buildings, office furniture or supplies, loss of data.

Request coverage

  1. Email Hettie Scofield to request authorization for the equipment insurance system.
  2. Log into EIS and choose Add Item.

Rates and deductibles

There is a $5 minimum premium.

Deductible Annual Rate
$250 0.0150
$500 0.0125
$1,000 0.0100
$2,500 0.0085
$5,000 0.0055

A rate calculator is available to help determine your costs.

For more information on rates, deductibles, or billing, see equipment insurance rates and deductibles.

For more information on equipment insurance, see UW equipment insurance.

Physical inventories

Every two years, physical inventories of university owned equipment must be completed. For federal and agency owned equipment, inventories are completed on an annual basis. Non-compliance with physical inventory requirements may result in discontinuance of federal funding.

Based on a schedule set by EIO, the department receives a hard copy list of all inventory items. Each asset’s location, UW ID Tag, serial number and custodian is verified.

Relocation/movement of asset(s)

When an asset is relocated or transferred, groups are required to contact the equipment manager within 24 hours of. Unreported asset relocation is updated during the physical inventories.


Contact the equipment manager to schedule a UW surplus pickup. 

Equipment expenses on grants

There may be sponsor or grant-specific considerations when charging equipment or equipment fabrication costs on sponsored research.