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Equipment Management

Equipment Management Bulletin

Equipment Threshold Phase III 

The FABweb and Biennial Inventory applications will be unavailable for use on Thursday, Feb. 11, 2021 in order to complete Phase 3 of the Equipment Threshold Change Implementation Plan.

Similar to Phase 2, this system outage is necessary to accomplish bulk disposal of Banner equipment records being permanently removed from University tracking in Banner and FABweb. Lists of equipment records to be disposed of for Phase 3 were emailed to FABweb and Biennial Unit Contacts and Unit Heads in December 2020 for review.

There is no action required in order for your unit to physically retain the equipment. The Banner equipment record disposal is being completed to remove these items from future tracking requirements.

Additionally, Property Accounting and AITS will be completing the records disposal on this date, so there is no action required of your unit to dispose of these item records.


For questions about the Phase 3 record disposal or the system outage, please contact Magdalena Jach at or 312-585-9171.

Biennial Inventory 2020 Cycles Due Dates Finalized

The University has established due dates for the previously extended 2020 equipment Biennial inventories. New due dates for all affected units are as follows:

UIC East Side Biennial cycle previously scheduled to certify on March 31, 2020

  • Certification due date is now March 31, 2021
  • Pending Resolution due date is now June 30, 2021

UIUC and System’s Office units previously scheduled to certify on August 31, 2020

  • Certification due date is now March 31, 2021
  • Pending Resolution due date is now June 30, 2021

**We have a new method of allowing users to install the Biennial Inventory application on their mobile devices.

Please visit to install the biennial inventory app for your device (iPad or Android tablet) and follow the installation instructions.

Changes to FABweb Authorization

Granting access to FABweb and the Biennial Inventory system is no longer done by Property Accounting. FABweb access is now requested by your Unit Security Contact (USC) through the Security Application (Sec App). For more information on role assignments and requesting access, please refer to: Requesting FABweb Access.


The Sec App will not allow USCs to set up roles that are incompatible. Please refer to the following website to see what roles are incompatible and what role combinations are allowed:  Internal Controls: Short Term Implementation website

You can find your USC here: Find my Unit Security Contact (USC)

AITS is currently working on an FAQ for USCs that specifically addresses questions related to FABweb and Biennial roles that will be posted to the USC Website.

Equipment Loan to Faculty, Staff or Students

The policy and procedure for loaning equipment to faculty, staff or students has been updated to allow more flexibility for units to loan equipment during the remote work situation. For details please see the policy 12.3.7 Loan Equipment to Faculty, Staff, or Student Employees.

Important Reminders


  • Determining the Value of Equipment: To value equipment, not only is the purchase price of the equipment itself included, but all ancillary charges necessary to place the asset into its intended location and condition for use need to be included. These costs include things like shipping, installation, transit insurance, testing, professional fees, site preparation costs and trade-in-allowance. If any of these charges are on an invoice with multiple items, use the prorated amount based on the total invoice amount minus the ancillary charges, Do not include charges such as finance fees or maintenance. Also refer to: 12.1.3 Determine the Value of Equipment or Property. Please see your New Acquisitions Processor for any questions.
  • Journal Voucher FOATEXT should always include a purchase document reference such as an invoice, PCARD log or purchase order.
  • If a purchase shows up in your FABweb under the $1,000 equipment threshold, please do not submit the asset in FABweb. Email your New Acquisitions Contact in Property Accounting to assist in removing the OTAG from FABweb. Please refer to the Department Property Contacts on our Equipment Management website to find your unit’s New Acquisitions Contact. 

Last Updated: January 13, 2021

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