Equipment Management

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Equipment Records

The Office of Business and Financial Services (OBFS), University Property Accounting and Reporting (UPAR) administers detailed records of all items of real property and movable equipment in the custody of University units, regardless of location, acquisition method, or funding source, as well as general ledger control funds that reflect the total value of all state-titled and sponsor-titled property.

Types of Codes

In an institution as large as the University of Illinois, codes must be used to account for, classify and identify the many assets under University custody. See Types of Codes section to learn about different types of codes used when accounting for fixed assets.

How to record property records

All official property records are maintained in Banner Fixed Asset, which is integrated with Banner Procurement, Banner Accounts Payable and Banner General Ledger and is available for use by all University units. FABweb is a web-based interface to Banner Fixed Asset that allows departments to complete new equipment record information and update existing fixed asset records.

Please see FABweb section to learn more about the system.

Recording new equipment

When a department acquires a new fixed asset, the department's property contact completes the required equipment attributes in FABweb.  This new information is upload from FABweb into Banner Fixed Assets. Please see Recording New Equipment section for more details and instructions.

Updating equipment attributes

Updating equipment attributes is a FABweb function. However, a property contact can only update existing equipment records assigned to the Chart and Organization Code(s) to which she is assigned in FABweb. For example, Chart 2 Organization 207 may be updated only by the person(s) assigned to that Chart and Organization code in FABweb.

Use Fixed Asset Master Query Form (FFIMAST) in Banner to view the asset record by entering the 9-digit PTag # and clicking “Next block” until you find “Procurement Information”.  The Chart and Organization code responsible for the asset is found at the bottom of the screen under “Transfer Data”.

Please see Updating Equipment Attributes section to learn more about the process.

Barcoding

Units may pursue options to adapt bar code technology for tracking equipment and updating associated records.  Currently no centralized options exist to provide this avenue on a University-wide basis; each unit must consider and pursue them individually or in collaboration with other units, using their own resources for acquiring scanning equipment and any additional labels needed.

Please see Barcoding section to learn more about the process.

Policies

Please see Section 12 Property Accounting for more information.

Training

It is recommended individuals responsible for equipment records attend the instructor-lead course or take the on-line training courses listed on the right .

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Last Updated: June 18, 2008