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<div class="WordSection1">
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
Good morning,<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<b><u><o:p><span style="text-decoration:none"> </span></o:p></u></b></p>
<p class="MsoNormal">Tagging, tracking, and inventorying University assets is a major undertaking. Worth $136 million in over 100 departments, our nearly 8,300 assets are located throughout the state of Oregon-including Portland and Charleston, around the country-from
Alaska to the East Coast, and even around the world-from Italy to the bottom of the ocean.
<o:p></o:p></p>
<p class="MsoNormal">Although the inventorying of assets is inherently intrusive, it is a requirement of both Federal and State governments and protects us all in the case of an audit, federal review, or loss. The University’s assets are an important resource
to our campus community and we all have to do our part to safeguard them. By properly tracking these resources, we demonstrate good stewardship to our stakeholders. To be successful, we need your assistance to
<b>identify</b> new assets, <b>track</b> their movement, and perform <b>inventories</b>.
<o:p></o:p></p>
<p class="MsoNormal"><b><u>Identification<o:p></o:p></u></b></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
Generally we track asset acquisitions over $5,000 and all items on lease or loan to us. Unless you notify us, we will not know when you receive leased, gifted, or loaned items, or procure items through the UO Foundation. Once items have been added to the fixed
asset system, we will contact you for tagging. During our visit to your department, we will also gather:<o:p></o:p></p>
<p class="MsoListParagraphCxSpFirst" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l2 level1 lfo1">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>make<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l2 level1 lfo1">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>model<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l2 level1 lfo1">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>manufacturer<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l2 level1 lfo1">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>serial number<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l2 level1 lfo1">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>primary location<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l2 level1 lfo1">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>photo<o:p></o:p></p>
<p class="MsoListParagraphCxSpLast" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l2 level1 lfo1">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>additional information as needed<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<o:p> </o:p></p>
<p class="MsoNormal"><b><u>Tracking<o:p></o:p></u></b></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt">The UO is a dynamic environment; assets are purchased, moved, and disposed as needs arise. Through collaboration, we can keep our fixed asset records up to date. To accomplish this, please
notify us via an <a href="https://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/forms/amf.pdf">
Asset Maintenance Form</a>, a <a href="https://forms.uoregon.edu/forms/list/Business%20Affairs">
Property Disposition Request</a> or an email when items are:<o:p></o:p></p>
<p class="MsoListParagraphCxSpFirst" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>moved to a new location (ex. room/building)<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>transferred (ex. to another department or institution)<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>surplused or e-wasted<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>replaced by warranty or insurance <o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>cannibalized<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>lost or stolen<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>intended for sale<o:p></o:p></p>
<p class="MsoListParagraphCxSpLast" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l0 level1 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>intended for trade-in<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.25in;margin-bottom:.0001pt;line-height:normal">
<o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<b><u>Inventory<o:p></o:p></u></b></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt">Each department’s inventory will take place every other year (biennially). During the inventory we will view and identify all tracked assets by their tag. When we contact you to schedule your
department’s inventory, we will include an asset list. It is recommended that your department locate each item on the list prior to the inventory.
<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt">Inventory helps to:<o:p></o:p></p>
<p class="MsoListParagraphCxSpFirst" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l1 level1 lfo3">
<![if !supportLists]><span style="font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Confirm location and responsible department<span style="color:black"><o:p></o:p></span></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l1 level1 lfo3">
<![if !supportLists]><span style="font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Account for proper depreciation<span style="color:black"><o:p></o:p></span></p>
<p class="MsoListParagraphCxSpMiddle" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l1 level1 lfo3">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Ensure accurate records for insurance purposes, financial statements preparation, and the Facilities & Administration rate proposal<o:p></o:p></p>
<p class="MsoListParagraphCxSpLast" style="margin-bottom:0in;margin-bottom:.0001pt;mso-add-space:auto;text-indent:-.25in;line-height:normal;mso-list:l1 level1 lfo3">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>Promote appropriate stewardship of University assets<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
We appreciate your cooperation in protecting our resources and maintaining compliance.
<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
If you have any questions, please contact us.<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
Thank you,<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
BAO Property Control Department<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<span style="font-size:12.0pt">Cheyenne Dickenson, 6-0827, </span><a href="mailto:cdickens@uoregon.edu">cdickens@uoregon.edu</a><o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:0in;margin-bottom:.0001pt;line-height:normal">
<span style="font-size:12.0pt">Dylan DeRosa, 6-3163, </span><a href="mailto:derosa@uoregon.edu">derosa@uoregon.edu</a><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:12.0pt;line-height:106%">Aly Roper, 6-3190,
</span><a href="mailto:aroper@uoregon.edu">aroper@uoregon.edu</a><o:p></o:p></p>
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