New Equipment - Purchasing Designations

UNLV Equipment is purchased by departments via the UNLV Purchasing Department procedures using the Workday platform. The purchasing process requires a department to designate a Spend Category for each procurement. Spend Category pre-defined designations may flag a purchase transaction of equipment as " Trackable" within Workday, which triggers a workflow for processing by Property Control. Such Spend Category designations can be referenced in a Workday report entitled: Data Audit – Spend Categories. This report shows two key fields that trigger Property Control involvement:

  • The field titled “Level 2” is designated as “Equipment”, and;
  • The field titled “Spend Category is Tracked” is designated with a "Y" for Yes

New Equipment - Invoice Approval & Registration

Once received, trackable equipment (a designation determined by the Spend Category during the purchase process) is administered by UNLV Property Control:

  • The invoices for trackable equipment are inspected for verification of correct classifications.
  • Asset Registration is the WorkDay form completed by Property Control where all critical metadata, including assigned barcode tag number, is recorded for each trackable equipment asset, which is then integrated to the AssetWorks system.

Reminder: selecting the correct “trackable” spend category facilitates the process to register a business asset. NSHE policies require certain purchases to be registered and tracked as business assets in the university’s asset tracking system. When using Workday to purchase a business asset, it is important to select the correct trackable spend category so that subsequent processes to properly register the asset are set into motion. Examples of trackable business assets include:

  • Computers, servers, desktops, laptops, and tablets (Board of Regents mandate)
  • Dental, medical, and research equipment
  • Golf carts and motor vehicles 
  • Musical instruments such as pianos and bassoons
  • Radios, cellphones, and satellites

The “Data Audit - Spend Categories" report in WorkDay provides a comprehensive list of spend categories (use the WorkDay search bar to find this report). The “Spend Category is Tracked” column within the report identifies codes that are trackable.

New Equipment - Barcode Tagging

  1. 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 by Property Control. The identification tags will be durable, and corrosion-resistant, with a self-adhesive backing. Each tag will have a unique, printed identification number using the following format:
    • UNLV = 2xxxxxx
    • Grant = 2Gxxxxx
    • Medical = 2Mxxxxx
    • GSA = 2Nxxxxx
    • Dental = 2Dxxxxx
    • Student = 2Sxxxxx
    • Medical Practice/Faculty = 2MPxxxx
    • NSHE = 2NHxxxx
    • Loaner = 2Lxxxxx
    • Foundation = 2Fxxxxx
  2. Exceptions:
    • 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.
    • 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.
    • Any piece of equipment that is purchased by the university and is considered to be “Installed Equipment” will not be inventoried. Installed equipment is recognized as a fixture and is considered to be firmly and permanently connected to the floor, wall, ceiling, or roof of a building.
  3. Request Barcode:
    • If an asset is delivered to your department without being recorded and barcoded, the Property Control office can meet with you to barcode such new equipment. Use the request for barcode form.

AssetWorks - Overview

AssetWorks is the university's asset management software platform. When Property Control registers an equipment asset within Workday, the managing Supervisory Organization (SUP-ORG) is assigned based on the purchase information, and the asset is imported into the AssetWorks system for subsequent asset tracking and management therein.

Departments (SUP-ORGS) have the responsibility for such asset management and tracking, and must assign an individual to (complete training and) maintain the AssetWorks system.

AssetWorks - User Training & Registration

Completing training for the AssetWorks system consists of:

  1. Watch the instructional video
  2. Take the quiz
    • Upon completing the quiz, you will see a follow-up message; click on the link found there.
  3. If you pass the quiz you will see a tile entitled 'Request AssetWorks Access' - select that tile to complete a submission form.
  4. Property Control will then:
    • Review your request submission form
    • Confirm permission for AssetWorks access with your Supervisory Organization leader
    • Complete registration and notify you of status

AssetWorks - Transfers to Change Location or Department Ownership

There are three types of transfers; administered in AssetWorks:

  1. Surplus - Transfer items to UNLV Surplus Center for repurposing/sale/disposal
  2. Transfer - Convert ownership/control of equipment from one SUP-ORG to another
  3. Internal Transfer - Change the physical location of equipment within one SUP-ORG

For further instruction, visit the UNLV AssetWorks Training video at the 14:35 minute mark.

AssetWorks - Check Out Equipment

If a department wishes to authorize the check-out of an asset to be used off premises, they must use the "Check-In/Out" application found in AssetWorks.

Visit the AssetWorks website and gain access by logging-in with your ACE credentials. (Personnel must have completed AssetWorks training.)

  • In the top menu bar select Check-In/Out.
  • Reference the Check In/Out Instruction Sheet.
  • When Checking-Out an asset, set the return due date (default is one year from Check-Out). The asset must be Checked-In prior to due date expiration. Note: If an extension is required, it may be immediately Checked-Out again as approved by the relevant SUP-ORG.
  • Assets not Checked-In by due date are designated “Past Due” and must be addressed by the SUP-ORG issuing the “Check-Out.”

For further instruction, visit the UNLV AssetWorks Training video at the 36:10 minute mark

AssetWorks - Reports

A wide variety of system and customizable reports are available in the AssetWorks Report module.

For further instruction, visit the UNLV AssetWorks Training video at the 30:33 minute mark.

Physical Inventory - Overview

UNLV Property Control oversees the administration of the annual physical inventory of capitalized equipment and sensitive equipment (“trackable equipment”) by Departments/Supervisory Organizations:

Each Department/Supervisory Organization leader assigns the authority/responsibility for the management of its assets to a Sup-Org Asset Manager (SAM) individual within that SUP-ORG, who has completed training and is registered to use the AssetWorks asset management system. Sup-Org Asset Managers (SAMs) must supervise employees conducting inventories within their department. Employees who perform inventories must verify items by scanning the UNLV Asset Barcode Tag or by direct sight with manual log.

UNLV Property Control coordinates and oversees the asset management system and software platform (and accompanying physical inventory barcode scanning equipment), including scheduling, training, support, reports, analysis, reconciliation, adjustments, and compliance.

This procedure applies to all UNLV departments. It should be recognized by Department Managers, Sup-Org Asset Managers, Department Chairs, Directors, Deans, and employees responsible for the equipment.

Physical Inventory Procedure
  1. Property Control schedules departmental (organized by underlying Sup-Orgs) physical inventories each fiscal year, with staggered start dates throughout the entire year based on the previous year’s inventory completion date.

  2. Property Control will notify SAMs of upcoming inventories and establish an inventory timeline with a start date and completion deadline, subject to department approval not to be unreasonably withheld.

  3. Property Control will supply to each department the training and equipment [UNLV Scan and Validate system] to each department prior to their start date.

  4. SAMS and their teams must:
    • Observe/count each asset directly by sight and document.

    • For off-campus assets, SAMs must obtain written custody, condition, and location confirmation from the assets’ responsible custodian.

    • Employees are required to provide supporting documentation if items are on loan to another institution as part of an active UNLV loan agreement.
  5. By the completion deadline, Property Control will collect the scan equipment and upload the department’s data to the AssetWorks asset management platform for review and follow-up report(s).

  6. For items reported as missing or unaccounted for, Property Control will request the SAM conduct an additional follow-up search. The SAM has ten (10) business days to complete the final search and report results to Property Control. MISSING ASSETS:
    • 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.

      • Employee responsibility/accountability for equipment misuse is guided by university policy, including but not limited to

        • Prohibitions and Penalties: A Guide for Classified Staff

        • Rules for State Personnel Administration

        • Student responsibility/accountability for equipment misuse is guided by university policy, including but not limited to the Student Conduct Code

        • An informational MISSING ASSET FORM must be submitted to Property Control by the Supervisory Organization responsible for the asset.

        • Please note that steps required in the MISSING ITEMS form for THEFT include:

          • If a theft occurred on-campus, contact the campus police and file a report.

          • If a theft occurred off-campus, contact the law enforcement agency having jurisdiction and obtain a report.

          • Contact the Risk Management & Safety department for insurance purposes.

          • If the missing 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.

          • Property Control may require department head approval of the Missing Asset Form prior to expediting changes in the asset management system.

          • For all assets that are declared as lost or stolen, SAMs must sign and obtain the signature of the Department Chair, Director, or designee on the Missing Asset Form. Two signatures are required to ensure adequate segregation of duties in authorizing the removal of unaccounted items that were determined to have been lost or stolen during the final search.

  7. Property Control will enter all results into asset management platform and archive the department’s reports for future reference/inquiry.

  8. Failure to comply with the above and/or meet the completion deadline may result in escalation of the matter to the UNLV BA Compliance Officer for next steps, corrective actions and/or citations.

Physical Inventory - Scheduling and Getting Started

Each Department/Supervisory Organization leader assigns the authority/responsibility for the management of its assets to an individual within that SUP-ORG, who has completed training and is registered to use the AssetWorks system (see above).

Property Control will contact such designated individuals for scheduling of the annual physical inventory for their respective SUP-ORG(s).

Physical Inventory - Scan and Validate System

This AssetWorks application runs on a Property Control provided computer tablet with an attached hand scanner. Via internet access, this cloud-based software provides asset barcode recognition, lookup, tracking and adjustment capabilities.

View the video tutorial.

Physical Inventory - Forms

Upon completion of their Scan & Validate counting process, each department will be given a link to their data in spreadsheet form on Google Drive.

There they will review, and follow instructions regarding required supplemental information that may be required regarding assets that were not found/scanned, etc. Upon completion, they will follow the instruction there for providing the required sign-off approval signatures.

Equipment Loans

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.

Refer above in this webpage to the heading entitled “AssetWorks – Check Out Equipment” for further information.

Sponsored Program Equipment Transfer

Departments wishing to transfer research equipment originally purchased under a sponsored program to another university or college:

The university is prohibited from giving away assets without receiving comparable value in return. However, it is possible for research personnel, who have terminated employment with the university, but who will be employed by another university or college, to transfer research equipment acquired on both current and retired sponsored accounts to their new institution. 

Equipment may also be transferred on a case-by-case basis, on an exception-approval basis, by the department head to federal and non-profit research agencies. The following conditions are required to transfer research equipment to another university or college, a federal agency, or non-profit organization:

  • Equipment must have been purchased entirely with sponsored project grant and contract accounts, obtained as government-furnished equipment, or purchased on restricted accounts (non-university funded) for specific researchers. 
  • Equipment purchases with any state appropriation or university local funds are not transfer eligible. The new institution can offer to purchase these items of equipment. 
  • The equipment is used for research purposes. 
  • The equipment will be titled to an eligible institution. Under no circumstance will property be transferred to an individual or for-profit organization, unless required by award terms or sponsor instructions.

Responsibility

Department Head

The Department Head is responsible to assess the ongoing need of the equipment within their department/college when UNLV has title to equipment after the sponsored project that funded the equipment purchase is over. When a sponsored program is current and ongoing it is standard practice to transfer the equipment with the departing faculty member.

However, when a project is over UNLV retains title and may need the equipment to support related research projects. If the university still has a use for it then the transfer is at the discretion of the department head.

If the sale/transfer is approved, the department head should complete the Equipment Transfer Form.

Individual

Individual, who is transferring equipment to another institution, is responsible to provide the department head, with all the pertinent information, relating to the equipment being transferred. Individual will route the Equipment Transfer Form, for applicable authorization signatures and then submit it to Property Control.

Office of Sponsored Programs

The Office of Sponsored Programs (“OSP”) is responsible to verify that the equipment meets or does not meet the transfer requirements dictated by federal regulations. OSP will approve or disapprove of the equipment transfer. If the equipment does not meet the eligibility requirements to transfer, OSP will return the transfer form to the department with an explanation. The completed Equipment Transfer Form will be forwarded to Property Control.

Principle Investigator

The Principal Investigator (“PI”) is responsible to ensure that the new institution receives all equipment and bar-code the equipment accordingly. Forward the signed receipt (Equipment Transfer Form) to UNLV Property Control.

Property Control

UNLV Property Control is responsible for recording adjustments to the UNLV asset management system to remove the equipment from the department’s inventory of record and administering any sales transactions via its subsidiary Surplus Center.

Federally Funded Equipment

A listing of all equipment that is being requested for transfer should be provided to Property Control using the Equipment Transfer Form. The list should include the UNLV tag numbers. 

The form must be signed by:

  • The Department Dean - This is to ensure the chair is aware of the transfer for his own record keeping purposes.
  • The Office of Sponsored Programs - This is needed to ensure the sponsoring program is aware and approves the transfer.
  • The Property Control Department at the gaining institution - This is to ensure the gaining institution is aware of the transfer and can bar code the equipment as applicable.

If the equipment was purchased with funds from an expired grant or state funds than the Dean will have to approve the SALE of the equipment to the new institution:

  • Property Control, via its Surplus Center will determine the fair market value (FMV) of the equipment, with input form the department head (Dean).
  • An Invoice will be submitted by UNLV Surplus Center to the institution purchasing the equipment with instructions for payment.
  • Equipment can NOT leave UNLV prior to receipt of payment.

Contacts

 

Donations - Incoming

UNLV receives donated equipment opportunities from a variety of sources. Departments must, prior to formally accepting, submit the donation opportunity for approval/processing by the UNLV Philanthropy and Alumni Engagement Department. Visit their website, and click on the link/tile entitled Forms & Resources. There is much useful information there, including a link entitled Non-Cash Gifts Form (which provides the UNLV Foundation Gifts-In-Kind Polices, Procedures and Guidelines). Follow the instructions, including the submission of the form to the UNLV Foundation.

Following processing/approval by the UNLV Foundation, the completed/approved/signed Non-Cash Gifts Form must be forwarded to Property Control Department and the Controller's Office. Thereafter, the Asset Registration and assignment of an asset number tag (where applicable) will be administered in a coordinated effort by the Property Control Department and the Controller's Office.

Grants

The Office of Sponsored Programs (OSP) serves as the principal point of contact for individuals seeking and/or managing external funding for research, scholarship, and creative activities. It acknowledges and supports the efforts of faculty in seeking and utilizing external funding on behalf of their own professional interests and on behalf of the university’s mission.

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.

Sponsored grants or research equipment will be identified by a 2.Gxxxxx identification tag. Any movement of this type of equipment should be approved in advance by the Office of Sponsored Programs.

Raffles, Gifts, Outgoing Donations of Property

To submit a request for an outside donation of UNLV property, or to set up a raffle or give-away of property as a prize to stimulate interest in a program, 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).

Disposition of Equipment Purchased With Federal Funds

  • University-vested Equipment Policy (as per Federal Management and Budget Office OMB A-110, §34):
    • Generally, if equipment is purchased with federal funds but not designated as federally owned property under an award agreement, title will vest in the University. The Federal Government, however, retains an interest in, and therefore restricts the use and disposition of, this equipment. The University is precluded from encumbering the equipment without the prior authorization of the federal awarding agency. [§34(a)-(c)] When the equipment is no longer needed for the original project, the University shall use it in connection with its other federally sponsored activities. Priority is given first to activities funded by the awarding agency that sponsored the original project and then to activities sponsored by other federal agencies. [§34(c)] For equipment with a current per unit fair market value of $5,000 or more, the University may retain the equipment for other uses, provided that compensation is made to the original awarding agency. Compensation is to be calculated by applying the percentage of federal participation in the cost of the original project to the current fair market value of the equipment. [§34(g)] If it becomes necessary to replace the original equipment, the University may, with the approval of the awarding agency, use the equipment to be replaced as a trade-in or use the proceeds from its sale to offset the costs of the new equipment. If authorized to sell the equipment, whether to use the proceeds for the purchase of replacement equipment or for other purposes, the University is required to employ sales procedures that ensure competition and result in the highest possible return. [§34(e), (f)(6)]
  • The UNLV Office of Sponsored Programs (OSP) is to preside over compliance guidance for the disposition of any Federal Grant asset as per the specific applicable terms of said asset's governing grant, including but not limited to:
    • any restrictions regarding disposition
    • any notifications/accountings required to be filed directly by OSP with the grant agency post sale/disposition
  • Assets transferred to the UNLV Surplus Center for full administration of a sale and outreach to identify potential buyers are subject to UNLV Surplus Center policies and procedures.
  • In the event that a department has identified a buyer and negotiated pricing (in compliance with governing policy, as per above and otherwise), Surplus will defer to the department's directives regarding such asset disposition and assist with administration/execution (applicable administration fees may apply, please inquire).

Disposal: Theft, Lost, Surplus, Missing, etc

ASSETS IN YOUR POSSESION GO TO SURPLUS WHEN RETIRED:

  • The UNLV Surplus Center (a division of Property Control) is responsible for repurposing, reselling, auctioning, or DISPOSING of ALL UNLV PROPERTY, including both trackable assets as well as all non-trackable items (i.e. furniture, supplies, misc) when retired by departments. For instruction on transferring items to the UNLV Surplus Center, visit the UNLV AssetWorks Training video at the 22:08 minute mark.

MISSING ASSETS:

  • 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.
  • Employee responsibility/accountability for equipment misuse is guided by university policy, including but not limited to:
  • Student responsibility/accountability for equipment misuse is guided by university policy, including but not limited to:
  • An informational MISSING ASSET FORM must be submitted to Property Control by the Supervisory Organization responsible for the asset.
    • Please note that steps required in the MISSING ITEMS form for THEFT include:
      • If a theft occurred on-campus, contact the campus police and file a report.
      • If a theft occurred off-campus, contact the law enforcement agency having jurisdiction and obtain a report.
      • Contact the Risk Management & Safety department for insurance purposes.
  • If the missing 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.
  • Property Control may require department head approval of the Missing Asset Form prior to expediting changes in the asset management system.

Trade-in

  • 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.

Personal Property

Any person bringing personal property onto university premises retains sole responsibility for such personal property. The university is not responsible for the loss, theft, damage, or destruction of non-university property.

Computer Purchases

The Office of Information Technology (OIT) can help employees and departments coordinate computer purchases and software installation at the best price with the best options; further information can be found on their website here

Track your computer's delivery through the vendor from which you purchased it, using your Purchase Order (PO) number or from the web proposal number.

Once your computer arrives on campus:

  1. Property Control is notified by UNLV Receiving and will tag and register the computer as trackable Sensitive Equipment.
  2. Receiving delivers the computer to OIT.
  3. OIT Technicians install the software and make an appointment with you to set it up.

UNLV Surplus Center

The UNLV Surplus Center is responsible for repurposing, reselling, auctioning, or disposing of ALL UNLV PROPERTY (without exception), including both trackable assets as well as all non-trackable items (i.e. furniture, supplies, misc) which are no longer useful to a department.