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This section addresses the management of equipment and furnishings assets, which includes scientific lab equipment, computer equipment, miscellaneous equipment, vehicles and furnishings.

Assets owned by the university include those acquired by purchase with any type of university funds, in-kind contributions from donors or sponsors and transfers of assets from other institutions. In addition, some units may have custody of assets that are owned by external parties and entrusted to the university's care.

Refer to Equipment Assets and Furnishings Assets in this section for further information.

UAPPOL Policy:

Equipment and Furnishings Asset Management Policy

Equipment Assets

Procurement and Contract Management, Center of Expertise (COE) and Equipment Services within Shared Services is responsible for the overall coordination of policies, procedures, processes, and guidance to assist in the effective and efficient stewardship of equipment assets.

In most circumstances, Equipment Services coordinates the sale, disposal and transfer (to external individuals or organizations) of university-owned equipment assets, which include equipment assets purchased by research/operating funds and by academic employees from Professional Expense Reimbursement (PER) funds.

Who to Contact Regarding Equipment Assets

TOPIC	CONTACT DETAILS
Questions from unit staff	Unit equipment coordinator
Questions from unit equipment coordinators	Shared Services, Equipment Services: Tess Urbanczyk Phone: (780) 492-8899 Fax: (780) 492-8268 Address: 1st Floor Materials Management Building Email: equipment.services@ualberta.ca
	Shared Services, Surplus Disposal: Nick Green Phone: (780) 492-5393 Fax: (780) 492-8268 Address: 131 Materials Management Building Email: smssurplus@ualberta.ca
Equipment asset tag	Email the completed Equipment Asset Tag Request Form to equipment.services@ualberta.ca

Equipment Asset Responsibilities - University Units

Deans, Chairs and Directors are responsible for acquisition planning, procurement and ongoing effective and efficient stewardship of assets, including safeguarding, utilization, maintenance and disposal of equipment. In order to facilitate asset stewardship, units are required to tag and track the following equipment assets in an equipment asset register:

• moveable equipment with an acquisition value of $5,000 or greater. This includes equipment acquired through purchase, donation or transfer and fabricated equipment where the aggregate cost is $5,000 or greater.
• desirable equipment with an acquisition value of less than $5,000 defined by a unit as necessary to tag and inventory within PeopleSoft.

Units may choose to tag and track any other items. Units are not required to tag and track furnishings assets or museum and collections assets.

UAPPOL Procedure:

Equipment Registration and Tracking Procedure

Summary of Equipment Asset Acquisition and Disposal Procedures

The following summarizes the university's procedures (UAPPOL) specific to the acquisition or disposal of equipment assets and the key requirements related to the action. In addition to these key requirements, all actions require the completion of a particular form, as per the UAPPOL procedure. The majority of equipment asset disposals also require coordination by the Surplus Services unit within SMS (refer to Link at end of this section).

ACTION	KEY REQUIREMENTS	UAPPOL PROCEDURE
Transfer of equipment assets from another institution to the º£½ÇÉçÇø (e.g. with a researcher)	sponsor terms must enable the transfer to be made Dean, Chair or Director must approve the transfer	Equipment Registration and Tracking Procedure
External sale of university equipment asset	sale must be made by Shared Services, Surplus Disposal	Equipment Asset Disposal/Retirement Procedure
Disposal of damaged, destroyed, or dismantled asset	disposal must be made through Shared Services, Surplus Disposal	Equipment Asset Disposal/Retirement Procedure
Identification of stolen/lost equipment asset	theft and/or loss must be reported to UAPS first then to Shared Services, Equipment Services	Equipment Asset Disposal/Retirement Procedure
Transfer of equipment asset or sale of equipment asset by one º£½ÇÉçÇø unit to another º£½ÇÉçÇø unit	If equipment asset originally purchased with restricted funds: selling price must equal fair value, as evaluated by Shared Services, Surplus Disposal proceeds must be allocated according to sponsor terms	Equipment Asset Disposal/Retirement Procedure
Transfer by º£½ÇÉçÇø researcher to another institution	sponsor terms must enable the transfer to be made institution receiving the asset must confirm acceptance prior to transfer º£½ÇÉçÇø Vice-President (Research) must approve transfer	Equipment Asset Transfer Procedure – Transfer To or From Another Institution (Asset Purchased from Restricted Research Funds)
Gift of equipment asset to staff member	equipment asset's fair value must be less than $500, as evaluated by Shared Services, Surplus Disposal If the value exceeds $500, the staff member may purchase the outstanding amount, (e.g., equipment value is $1,500, $500 is gifted and the staff member provides payment to the University for $1,000) staff member must be long-serving requires VP approval	Equipment Asset Disposal/Retirement Procedure
Donation of equipment asset to registered charity	unit must confirm that charity has Canada Revenue Agency registered charity status requires VP approval	Equipment Asset Disposal/Retirement Procedure
Sale of equipment assets by a unit to departing staff	only electronic storage devices can be sold to staff staff member purchasing the electronic storage device must be departing the university's employ staff member must pay fair value, as evaluated by Equipment Services	Equipment Asset Disposal/Retirement Procedure

Links:

Shared Services, Equipment Services or Surplus Services

Furnishings Assets

The Design and Technical Services group (Planning and Project Delivery unit) with Facilities and Operations is responsible for the overall coordination of policies, procedures, processes, and guidance to assist in the effective and efficient stewardship of furnishings assets.

Who to Contact Regarding Furnishings Assets

TOPIC	CONTACT DETAILS
New furnishings and furniture standards	Design and Technical Services: Furnishing Coordinator Email: furniture.coordinator@ualberta.ca
Requests to acquire used/surplus university furniture	Design and Technical Services: Furnishing Coordinator Email: furniture.surplus@ualberta.ca
Furniture repairs	Refer to Furniture Repair Procedure
Requests to pick up surplus furniture Note: Refer to link below to access the Furniture Pickup Form	Shared Services, Warehouse Services Email completed form to: smswareh@ualberta.ca

Link:

Facilities and Operations - Furnishings