Tagging and Tracking

University Property Management

Quick Guide for Inventory and Tagging

  • Purpose: Safeguard University property and comply with KBOR and State of Kansas policies for acquisition, use, and disposition of assets.
  • Why It Matters: Poor property management leads to financial losses from lost or poorly maintained equipment.

OAC Asset Custodian Database

  • Manages all tagged assets that require capitalization and tracking
  • Newly purchased assets with an original purchase price of $10,000 or more are required to be tracked.
  • New purchases automatically feed into FITC and OAC from the University’s procurement system.
  • Tagged items typically include: movable equipment, network and technology devices, vehicles, software, works of art, and other high-value assets.
  • Property Accounting contacts the department’s Equipment Coordinator for documentation and tagging after new items arrive on campus.

Departmental Equipment Coordinator Responsibilities

  • Tagging & Communication
    • Assist Property Accounting in collecting all info needed to properly identify and track assets.
    • Coordinate communications between Property Accounting and faculty custodians when questions arise regarding capitalized assets.
  • Annual Physical Inventory
    • Required once each fiscal year for all tagged assets.
    • Property Accounting will coordinate with to verify location, status, update photos, custodian names, and other details.
  • Ongoing Updates
    • Report changes in location or custodianship immediately to Property Accounting.
    • Use the Asset Custodian Dashboard in OAC to view current asset information.
    • Contact Property Accounting for help in accessing OAC or correcting asset details.
  • Disposition Documentation
    • Equipment coordinators submit disposition (DA-110) form to document authorization to cease tracking tagged assets.
    • Asset tracking ceases only when an asset completely leaves campus.
  • Departmental Tracking for Vulnerable Items
    • Maintain a separate list for high-risk items under $10,000 (e.g., computers, cameras, projectors, tools, etc.).
    • Include: description, acquisition date, make, model, serial number, and other unique identifiers to assist University Police in case of theft.