Affixing inventory barcodes to acquisitions
Finance
View policy pdf: Affixing Inventory Barcodes to Acquisitions Policy
Policy Statement
The University of Georgia is required by the Board of Regents of the University System of Georgia and state and federal regulations to inventory and track assets. Assets are acquired from a variety of sources.
Reason for Policy
This policy is to show how to track property owned by or in the possession of UGA and to comply with state and federal guidelines.
Procedures
To aid in identifying and controlling equipment, Asset Management will assign a University identification number to each item. This decal will be placed in a conspicuous place on the equipment by Asset Management personnel. Equipment items in the custody of University units located outside of Athens-Clarke county will be assigned identification numbers as outlined above. The placement of decals on the equipment will be performed by employees located in the outlying units. Decals will be mailed by Asset Management with instructions.
Additional contacts
Asset Management, 706-542-4390, property@uga.edu
Record Retention
For all assets all documentation should be retained for 5 years after disposition of equipment. [0472-01-005]
FAQs
How can I get a laptop or some other item tagged with a barcode tag before payment
is made so that I can take it off campus?
You will need to call Asset Management and provide the order number to arrange this
service.
My department has had a piece of equipment for more than a week. When will it receive
a property decal?
Information on newly acquired equipment is not provided to Asset Management until
payments have been made to the vendor for the equipment. If your newly
acquired equipment has not been tagged within a reasonable amount of time please
call Asset Management with the order number so that Asset Management
personnel can check on the status of the payment to the vendor. If payment has not
been made and the item needs to be tagged we will make arrangements
to do so prior to the vendor being paid.
I recently purchased an item over $3000, and it was shipped directly to my department
without a property decal on it. How do I get an inventory
number assigned and affixed?
Typically, copies of the purchase order for items costing $3,000 or more are forwarded
to Asset Management, and Control numbers are issued for these items.
If you wish to have an item decaled early, particularly to meet the requirements
for off campus use, please call 706-542-6987 to schedule a time to decal.
Expect to receive a visit from one of our Asset Management staff members who will
verify the receipt of the equipment by checking serial numbers, model
designations, and any other features which will help in clearly matching the item
received with the description on the paperwork.
If I purchase a printer, computer, scanner, iPod, or camera for less than $3000.00,
does it need a University Control number and decal?
The threshold for placing a property decal on controlled items is $3000.00 and above.
Thus, items in this category falling below $3000.00 in purchase cost will
not be decaled unless requested 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 Asset Management 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.”
Responsibilities
Responsible University Senior Administrator: Vice President for Finance & Administration
Responsible University Administrator: Associate Vice President for Finance Division
Policy Owner: Asset Management
Policy Contact: Craig Mathews
Phone Number: 706-542-4390
Date Issued:
Last Reviewed/Updated: