Positive identification of all capitalized assets or sensitive equipment is accomplished by the permanent affixing of small vinyl barcode tags to each item of equipment. The identification tags will be durable, and corrosion-resistant, with a self-adhesive backing. Each tag will have a unique, printed identification number.

• Shadow Lane Campus is identified by a 2.Dxxxxx identification tag
• General Service Administration (GSA) equipment is identified by a 2.Nxxxxx identification tag.
• Equipment for the Nevada System of Higher Education (NSHE) is identified by 2.NHxxxx identification tag.
• Grants or research equipment is identified by a 2.Gxxxxx identification tag

Typical Exceptions Include

• Equipment packaged in a manner whereby Property Control personnel are unable to access the equipment (merchandise in wooden crates, merchandise sealed in bolted cartons, etc.).
• Capital equipment set up as a lot purchase or equipment sent as part of a larger system.
• Special request by department, vendor, or sales representative, not to open or disturb packing. The department must notify Property Control when the asset or equipment is delivered, set up, and available for barcode tagging and recording.

Request For Barcoding

• If a capitalized asset or sensitive equipment is delivered to a department without being recorded or barcoded, the department should contact Property Control, or;
• The Department may complete a request for barcoding form.

Identification tags will not be affixed to carpets, drapes, paintings, portraits, specimens, collections, films, mattresses, and items of extremely small size, or items which would be defaced by the attachment of a tag. Items in this category will be assigned a Property Control number and will be accounted for in the same manner as bar coded items.

The loan of equipment for business use to employees or individuals who are affiliated with UNLV is available to complement the work processes and goals of the university.

The loan of equipment to not-for-profit and non-political entities may be made if it is determined to be in the best interest of the institution and the public good.

• All loans must be documented in writing.
• An Equipment Loan Agreement (ELA) must be completed to ensure proper accountability.

Equipment related to externally sponsored grants or research is subject to the property control procedures and other relevant control procedures prescribed by the external sponsors.

When a department would like to set up a raffle, drawing, etc., to stimulate interest in a program, an item can be used as a prize.

The Department Head must review, authorize, and submit a Property Release Form (which includes the completion of Non-Cash Giveaway form for Accounts Payable to ensure the proper IRS forms have been completed as required).

It is the responsibility of each department head to reconcile a shortage of missing assets, or equipment not found, upon discovery or during a physical inventory.

Assets, equipment, or items that cannot be located, after an exhaustive search, must be listed on the official shortage list by the university department and written off as “Lost.”

• University equipment may be traded in when purchasing new equipment.
• Department Heads should report any equipment traded in to Property Control.
• Never attempt to transfer an existing tag to new equipment.
• University policy requires supporting documentation from vendors be attached to the equipment traded in.
• Documentation for both the equipment being traded in and the equipment being traded for are required. Required documentation for equipment being traded in includes:
  • Property Control Tag Number, cost of equipment, description and trade in value received.
  • Required documentation for equipment being traded for includes: purchase order number, cost of equipment being purchased, and description.
  • Equipment being traded in will remain on active inventory and the department will retain responsibility for the equipment until all documentation is complete.

When university equipment is lost, stolen, destroyed, or missing through any other cause, the Department Head should request relief from responsibility for that equipment within 10 days.

An employee may be held responsible for the value of any item of equipment lost, stolen, damaged or destroyed through his/her negligence.

For Lost items, additional information will be required and included in the explanatory letter.

• What are the circumstances for the lost item?
• What procedure or safeguard will be implemented to stop future incidents of equipment in the future?
• If the item was purchased from federal funds, please notify the Office of Sponsored Programs (OSP) and provide the missing asset information along with documentation of the fair market value so that OSP can notify the sponsoring agency, if necessary.
• How long has this item been lost?
• If a theft occurred on-campus, contact the campus police and obtain a report.
• If a theft occurred off-campus, contact the law enforcement agency having jurisdiction and obtain a report. To accompany the police report, prepare an explanatory letter containing all pertinent details, signed by the responsible person, department head, dean or division head.
• Submit an Equipment/Asset Move through AssetWorks. In the Equipment /Asset Move, request the stolen asset be removed from the department’s inventory and include the police report number.
  • Visit the AssetWorks website
  • On the next screen, the log-in is your ACE credentials
• Also, contact Michael Means, in the Risk Management & Safety Office at 702-895-5735 for insurance purposes.

The purchase of equipment from outside vendors is made in accordance with the university’s standardized purchasing procedures.

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