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Equipment Management

Equipment Management

All property at the University of Illinois System, regardless of funding source, to which the U of I System acquires title is subject to the regulations of the Illinois Department of Central Management Services as "State-owned property."

The custodianship of property purchased by or assigned to a unit is the responsibility of the unit head. The unit works with University Property Accounting and Reporting (UPAR) to ensure compliance with University procedures and the State Property Control Act. All employees have the responsibility for the prudent use, care and safeguarding of system property, regardless of its value.

System Equipment for system Purposes Only - No one connected with the system in any capacity may use any system property for personal purposes.

Defining Equipment

An item is considered equipment if it meets all of the following criteria:

  • It is tangible property which lasts more than one year.
  • It costs more than $100.
  • It keeps its own identity; that is, it is not absorbed into another piece of equipment.
  • It is movable; it cannot be permanently fixed or attached to a building.

While equipment valued at less than $500 is not recorded in Banner Fixed Assets, items of equipment should not be considered expendable based solely on the recorded value.
All U of I System equipment is identified with either a "Property of the State of Illinois…" label or equipment items recorded in Banner Fixed Assets have labels with "University of Illinois, State of Illinois" and the assigned PTag printed on them.

Property Accounting Contact

Each unit must assign an individual to serve as a Property Accounting Contact. For detailed information about the Contact's responsibilities, consult OBFS Policies and Procedures Manual, 12.2.2 Serve as Unit Property Accounting Contact. When the Property Accounting Contact person is changed or when a new unit head has been appointed, the unit must notify UPAR using the Property Accounting Contact Change Form. A current listing of unit property accounting contacts can be found under the "Helpful Documents" on this webpage in the document "Department Property Contacts Chart".

Insurance of Equipment

The U of I System does not insure office contents (including but not limited to furniture and office, research, or scientific equipment) unless the unit head (or delegate) has arranged for insurance through the University Office of Risk Management and paid the required insurance premium. See OBFS Policies and Procedures Manual, 6 Insurance for additional information.

Personal Property on System Premises - The system assumes no responsibility for any loss, theft, or damage to an employee's personal property brought onto system premises, or system-leased premises, even if the property is brought to the system to be used in connection with the employee's work. The system carries no insurance to cover any of these losses.

Questions

Please contact University Property Accounting and Reporting (UPAR) at obfsuafrproperty@uillinois.edu.

Last Updated: July 19, 2018

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