The Department of Medicine manages an inventory of over 900 capital equipment assets across multiple campus buildings. Each asset is tagged with a barcode ID sticker to help track the item.
We identify assets at the time of purchase and assign them a PI or other responsible party.
Department of Medicine Asset Coordinator
Contact the Department of Medicine's asset coordinator before disposing, transferring, loaning or moving any capital equipment.
Equipment Disposal
To dispose of an item (for surplus/obsolete/unrepairable items, trade-in, cannibalizing for parts, or returning to vendor), contact the asset coordinator with the asset identifier/tag. If one isn’t attached to the equipment, provide the manufacturer, model and serial number of the equipment.
Do not contact SWAP for a pickup before receiving approval from the asset coordinator. This is because the equipment may have been entirely or partially paid for by a federal sponsor who placed restrictions on the disposal of the equipment.
Property Control will work with the Office of Research & Sponsored Programs (RSP) to identify any restrictions.
Equipment Trade-Ins
Contact the asset coordinator to initiate a review process with Property Control, who will review all existing assets for trade-in and provide full approval.
Equipment Loans
Contact the asset coordinator before loaning equipment to other institutions.
Property Transfers to or from Other Universities
If equipment will be transferred with the faculty member or researcher, contact the asset coordinator and your division administrator to ensure policy compliance.
Lab Moves
Before moving a lab, contact the asset coordinator to properly account for the new location.
Contact Brennan Woodall to assist with coordinating the move.
List of Division Assets
See instructions to look up assets in Workday by asset ID or by PI/employee.
Contact the asset coordinator for a list of your division's assets.
Resources
- Campus Property Control
- Capital equipment account codes. A “Trackable Spend Category” is the Workday term for a Spend Category configuration that, when enabled and checked at time of purchase, will initiate the assets registration process for an invoice. This was previously known as a Capital Account Code. This is located under SFS Ledger Account to Workday Spend Category ID Crosswalk (expandable).
- Capital equipment policies
- Building code list