buyers: High-Risk Reminder

[Lynne Harrell]

Good morning,

In accordance with UO policy and procedures, as your department acquires, disposes, transfers, or relocates high-risk equipment (examples below), the Business Affairs Office (BAO) Property Control Department must be notified. High-risk equipment must be tagged, tracked, and monitored in the Banner Fixed Asset System. As part of the tracking process, notify BAO Property Control when high-risk equipment is transferred to another department, building, or room.

High-risk equipment includes:

*         Storage devices that may contain sensitive data (eg: external hard drive, iPad)

*         Equipment valued less than $5,000 at the time of acquisition

*         Equipment that is desirable and portable by nature

For the purpose of this policy, we have specifically identified items that are considered high-risk equipment:

Commodity Code

Example

65529

Cameras (digital, video)

20453

Computers (desktop, laptop, tablet), external hard drives, or smart phones

60046

Copy and Multifunctional Machines

49058

Microscopes

80345

Music Systems (amp, mixing board)

58010

Musical Instruments

20482

Printers

88067

Projectors

84038

Televisions

84082

Video/Disk Players (DVD, BluRay, DVR)


Acquisition methods can include, but are not limited to:

*         purchases from UO funds (including grants)

*         purchases through the UO Foundation

*         gifts

*         transfers from outside agencies

*         trade-ins

High-risk disposals include, but are not limited to:

*         surplus equipment

*         lost, stolen, or cannibalized equipment

*         transfers to other agencies (must obtain authorization through BAO Property Control)

*         donations (must obtain authorization through BAO Property Control)

High-risk equipment will be inventoried as part of each department's biennial asset inventory.

Departments may also request additional equipment not outlined in this policy be tracked. If a department wishes to have additional equipment tracked, the physical inventory of said equipment becomes the responsibility of the requesting department. The biennial physical inventory of a department's assets will not include these items; an annual inventory report will be available for departments requesting additional tracking.

If there is high-risk equipment in your department that has not been tagged or additional equipment you wish to have tracked in the Banner Fixed Asset System, please contact the Property Control Department.

Thank you,

BAO Property Control

Jamie Sandoval-Scott, 6-0827, jamies at uoregon.edu<mailto:jamies at uoregon.edu>
Kirsten Eubank, 6-3163, kirsten at uoregon.edu<mailto:kirsten at uoregon.edu>
Molly Lockhart, 6-1250, mlockhar at uoregon.edu<mailto:mlockhar at uoregon.edu>
Christina Green, 6-3190, cvgreen at uoregon.edu<mailto:cvgreen at uoregon.edu>


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