Reference Numbers and Labels

Banner Fixed Asset relies on different reference numbers to identify asset records. These reference numbers are populated in fields referred to as "tags." When working with Banner Fixed Asset records, the term "tag" can refer to the asset reference number. In other contexts it may refer to the physical label that is affixed to an asset.

Affixing labels is a departmental responsibility and it is important in order to establish internal control over an asset and to be able to match the asset to its record.

Tag types

PTag (Permanent Tag/Inventory Label)

To maintain uniformity, property control (PTag) numbers are assigned by University Property Accounting and Reporting (UPAR). For identification and control purposes, all equipment under the jurisdiction of the University that meets University capitalization and control policies must be assigned a property control (PTag) number that must be affixed to the equipment.

Items of $500 or more must be tagged with a PTag number, unless acquired between January 1, 2002 and June 30, 2005, when only items with an historical cost of $2500 or more were required to be labeled.

PTag numbers are 9 digits long. The full PTag number must be used when updating asset information in FABweb or preparing transfer or disposal forms.  The format of the PTag number is constructed as follows:

  • Digit 1 = "P" for new acquisitions, "L" (from "legacy") for converted records, or "S" for converted records with multiple components
  • Digits 2-3 = Campus location: 10-Urbana, 20-Chicago, 22-DSCC, 24-Peoria, 26-Rockford, 40-Springfield
  • Digits 4-9 = A sequential number to distinguish the specific asset

OTag (Origination Tag/Reference Number)

When an invoice using a fixed asset Account code is paid, Banner automatically establishes a skeletal equipment record for that item and assigns a unique reference number to the record. This unique record reference number is known as the record's Origination Tag (OTag) number. The OTag number stays with the record for life.
An OTag is a 9-digit number beginning with T for assets created directly in Banner on or after July 1, 2003. Assets that were acquired prior to July 1, 2003 are known as legacy assets. The records for these legacy assets were converted into Banner records at the time of Banner implementation and were assigned 9-digit OTag numbers beginning with O.

Examples:
O00000080 - OTag number of a legacy asset
T00006786 - OTag number automatically generated by Banner

An OTag does not correspond to a physical label; an OTag number exists only as a reference in Banner.

DTag ("Document Tag")

If an asset was acquired using a journal voucher or stores voucher, Banner automatically assigns a unique identification number called Document Tag (DTag) to a temporary asset record, based on the Account code used in the transaction.

Since the DTag process is transparent to campus departments, you do not need to use DTag numbers to maintain your fixed asset records. Campus departments do not work with DTag numbers.

Reference Number Assignment

DTag/OTag/PTag Processing Flow (PDF)

UPAR seeks to have the completed record of every new acquisition submitted to Banner within 30 days after the invoice is paid. Reasons that this process may extend beyond this period can be one or more of the following:

  • delay in payment of the invoice if the department does not approve the invoice for payment in a timely manner or if the vendor delays sending the invoice for payment
  • delay in the submission of the updated record to UPAR if the departmental property contact does not complete the departmental information required before submission to UPAR
  • delay in submitting the completed records to Banner if UPAR staff are backlogged and do not submit the unit modified record to Banner in a timely manner
  • delay in sending the physical tag to the department if UPAR staff do not mail the physical tag to the department in a timely manner

Physical Labels

After the Fixed Asset record for a permanent tag is completed in Banner [i.e., the department has submitted the unit modified OTag in FABweb and UPAR has reviewed, assigned a PTag and submitted the PTag to Banner Fixed Asset], UPAR staff sends the department property contact the physical label to be affixed to the equipment.

There are several uniform labels the University requires to be affixed to assets under differing circumstances:

  • State-titled equipment labels for items $500 or more – The label contains, at a minimum, the words "University of Illinois" and "State of Illinois" plus the property control (PTag) number
  • Sponsor-titled equipment labels - The label is distinctively different from that used for State-titled equipment, identifies the name of the sponsor and contains the property control (PTag) number
  • State-titled equipment labels for items under $500 – The label does not contain any numbers, just the words “University of Illinois" and "State of Illinois"

Note: If barcoded labels are used for numbered labels, "Code 39" must be used.

Exceptions to labeling/marking

All items of movable equipment that are excluded from the University movable equipment record because of their recorded value must be marked "Property of the State of Illinois/University of Illinois."

Where it is impractical to use a pressure sensitive label because of wear, chemicals, sterilization, heat, or any other process which may deface the label or interfere with the use of the equipment, other means of marking such as stencils, contrasting paints, electric markers, stamping, etc., should be used to number the equipment and identify it as property of the State of Illinois and University of Illinois. When labeling or marking is impossible because of size or the sensitive nature of the item, photographs of the object together with any unique identifying information (serial number, measurements, maker's mark, etc.) must be retained in a secure location.

Positioning of label/marking

The position of labels or markings vary for different types of equipment or for different uses, but a general uniformity should exist within the University. Place the label/mark:

  • On a permanent part of the equipment. Each major component of valuable scientific or technical apparatus must carry the property control (PTag) number
  • Where it receives the least damage and wear and is least likely be concealed
  • Where it can be easily seen
  • Whenever possible, the label/marking should be placed on the lower right hand corner

Do not place the label:

  • On ornamentation, cornices, or curved surfaces of molding or in any manner that adversely affects the aesthetic appearance of the equipment
  • Where it interferes with the free use or repair of the equipment

 

Back to top

Last Updated: June 18, 2008