UMES Administrative Affairs Manual
A. PURPOSE. Certain personal property equipment acquired for use by the Campus does not meet the $500 and useful life test for capitalization (reference ADM 105). This policy sets forth the responsibilities and required level of control for such items.
1. Responsibility for the proper use, care and control of controllable equipment (over $100) is vested in the department chair or unit director.
2. Definition of controllable non-capital equipment - Non-capital equipment acquisitions (over $100) will be reviewed by the appropriate department chair or unit director in order to identify items which are sensitive to con- version for personal use or have a contractual requirement for inventory. Such items are to be controlled per requirements set forth in this policy. The following list of examples is not exhaustive, but is representative of special items that may be included:
- Audiovisual equipment
- Cameras and attachments
- Electronic calculators
- Powered hand tools
- Portable television sets
- Tape recorders
3. Method of control - Control over controllable non-capital equipment will be achieved through maintenance of memorandum lists and periodic inventories by the responsible departments or units in possession. The memorandum lists should contain at a minimum the following detail:
item date serial responsible
description acquired location number employee
Items identified on the memorandum list should be tagged or engraved to the extent practical; the department chair, unit manager or their designee should periodically inventory the items to ensure they are still in operation and update the list as appropriate.
Lost or unlocated equipment should be reported as described in policy ADM 105.