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Controlled Assets

    • Last Updated: 04/25/2016
    • Effective Date:

    Policy Statement

    Controlled assets are assets of the state that must be secured and tracked as inventory as set forth by Ga. Code Section 50-16-161.1. This Code section states that movable personal property with an acquisition cost of $3,000 or more must be inventoried and tracked by state agencies. In addition to controlled assets identified by Georgia law, an agency may inventory other assets it considers high risk or for management purposes. Controlled assets with an acquisition cost of less than $5,000 will not be capitalized or depreciated for general purpose external financial reporting purposes.

    Special Control Categories

    The following are the items which are inventory controlled without regard to the $3,000 minimum cost:

    • Books only if procured through the Library Accounts and catalogued by the Libraries and expensed to object code 84310 (Note: Property Control will not maintain individual records but will maintain an entry reflecting the total capitalized dollar value for each fiscal year. All other books procured by University departments will be classified as operating supplies)
    • Firearms;
    • Art objects/antiques; and
    • Vehicles licensed for road use.

    The following items are also inventory controlled if the cost is under $3,000 but the unit cost is over $500 and the assets is considered high risk or a likely theft target:

    • Computers and computer peripheral equipment;
    • Electronic audio/visual equipment;
    • Photographic apparatus; and
    • Other equipment categories that UGA administrators believe should be tracked.

    Items that fall under UGA's threshold can be inventoried if requested by department personnel.

    Reason for policy
    This policy shows how to track property owned by or in the possession of UGA and to comply with state and federal guidelines.
    Additional contacts
    Property Control Office, 706-542-4390, Property@uga.edu
    Responsibilities

    Responsible University Senior Administrator:Vice President for Finance & Administration

    Responsible University Administrator: Associate Vice President & Controller

    Policy Owner: UGA Property Control

    Policy Contact: Craig Mathews

    Phone Number: 706-542-4390
    FAQs

    If I purchase a printer, computer, scanner, iPod, or camera for less than $500.00, does it need a University Control number and decal?

    Printers, computers, scanners, iPods, and cameras, along with projectors and other audiovisual equipment fall into a category known as “controlled items.”  The threshold for placing a property decal on controlled items is $500.00 and above.  Thus, items in this category falling below $500.00 in purchase cost will not be decaled unless a request is made by departmental personnel.

    What is a University of Georgia Control number? What is a property decal?

    A Control number is a unique six-digit numerical identifying number which serves as the “key” field in the University of Georgia’s Property Control Office database of equipment inventory.  No other piece of equipment inventory will have this number, and this number will be used only once.  The Control number is also known as the “UGA number,” the “barcode number,” the “decal number,” or the “inventory number".  A property decal is a metallic strip containing a barcode and a unique “Control number.” Above the barcode are the words “University of Georgia.”