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Equipment Management

Equipment Management Bulletin

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 January 31, 2021
  • Pending Resolution due date is now April 30, 2021

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

  • Certification due date is now January 31, 2021
  • Pending Resolution due date is now April 30, 2021

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

Please visit https://internalapps.herokuapp.com/biennial.html to install the biennial inventory app for your device (iPad or or Android tablet) and follow the installation instructions.

** Please remember that Property Accounting office is closed for the Christmas and New Years Holiday, December 24th, 2020 through January 1st, 2021, and staff will not be available to answer any questions you may have during that time period.

Mailing out Ptag Labels/Stickers

Our apologies: due to the work at home order resulting from COVID 19, Ptag labels have not been mailed out to units since early March 2020. We will begin working on the backlog that has been created effective immediately. This may take several weeks to process. We appreciate your patience as we work diligently to get this process back on track.

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).

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.

Property Accounting Staff Update

The New Acquisitions group had two long-time employees retire at the end of 2019; Cheryl Dodge-Stephens and Patty McCreery. We were fortunate to hire two new people to fill these vacancies. Jordyn Conerty joined us in March of 2020 and Abdullah Islam joined us in June of 2020. Ron Janowski has moved into the role of New Acquisitions Supervisor in light of Cheryl’s retirement. Please refer to the Department Property Contacts on our Equipment Management website to find your unit’s New Acquisitions Contact, Property Contact, Unit Head and Biennial due dates.

Important Reminders

 

  • 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: October 26, 2020

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