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Equipment Procedures

Equipment Acquisitions

For purposes of capital equipment inventory and reporting, the official UAB capital equipment information is maintained by the Asset Management Department in the Sunflower Asset Management System. The Asset Management Department receives information from the UAB Purchasing/Accounts Payable System regarding capital equipment purchased by UAB. Other acquisitions of equipment, including donations and grant equipment transfers, should be reported promptly to the Asset Management Department by the department/unit receiving that equipment.

Equipment Fabrications

Equipment fabricated into a single system resulting in capital equipment should be assigned one property number, even though the components of the system may have been ordered separately and at different times and later integrated into the system. The Accountable Equipment Officer (AEO) for each department/unit purchasing the equipment is responsible for notifying the Asset Management Department of any fabricated equipment resulting in capital equipment so it can be recorded properly in the Equipment Accounting System.

Remote Equipment

Remote equipment for Off Campus/Alternate work locations are to be reported by the Department/Unit (Steward Org) to the Asset Management Team. A Remote Asset Form is available to enter all information needed to set up the Remote Equipment in our Asset Management system. The Asset Management team will manage the tagging of the equipment with the AEO of the Steward Org. The steward org are responsible for making updates when there is any change due to employee separations, equipment upgrades or additions. The steward org will be responsible for an inventory every two years followed with an audit by Asset Management.

Equipment Inventory Verification

The Asset Management Department conducts an Inventory of all Capital assets every two years. The AEO of each steward org will verify the accuracy of the Inventory list and return any updates to the Asset Management Department.

Equipment Disposal

Disposal of UAB equipment is strictly regulated by state law and also is controlled by legally binding restrictions of donors or sponsors as well as by UAB policy. UAB equipment may not be transferred, loaned, or leased to another organization or individual, including a departing faculty or staff member, except with advance written approval from UAB’s Controller. UAB equipment must be sold through UAB’s official surplus property auctions.  Other types of Disposals that can be used are traded in, scrapped, cannibalized, with advance written approval from UAB’s Asset Management Department.

Stolen Equipment

Stolen equipment must be reported immediately by the AEO to the UAB Police Department, and the UAB Police Department will report it to the Asset Management Department.

Misplaced/Lost Equipment

In the circumstance in which equipment cannot be located by the department/unit, it is considered to be misplaced or "lost." Missing equipment that is reported to the UAB Police as stolen is not considered to be "lost." Misplaced equipment should be reported/identified by the AEO to Asset Management using the Inventory Form provided.

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