Equipment

The following procedure applies to movable equipment and not to supplies, fixed equipment, or library books. Items such as built-in furniture, lights, plumbing fixtures, etc., are to be considered fixtures and a part of the building.

There are certain characteristics of "equipment" to which consideration should be given in making a proper determination; however, discretion is necessary in applying the definition in order not to classify as equipment items which properly should be treated as expendable supplies and materials:

(a) Equipment generally retains its original appearance and shape with use which extends over a period in excess of three years. Materials and supplies usually change in appearance and shape as they are used and are consumed within a relatively short period of time.

(b) Equipment is non-expendable. If the article is damaged or parts are worn out, it is usually more feasible to repair it than to replace it. For example if you replace an automobile engine costing $2,000.00, the proper classification is maintenance of equipment since the automobile is the actual equipment item and the engine is but a component of the automobile.

(c) Equipment does not loose its identity through incorporation into a different or more complex unit.

Definition of Equipment - Equipment is defined as items of a movable nature, having a minimum unit cost of $5,000 and having an estimated life of at least three years.

Definition of Sensitive Equipment - Equipment that costs less than $5,000 and includes microcomputers, network devices, file servers, printers, FAX machines, and scanners.

DSCC Policy 10:09:01
EQUIPMENT INVENTORY CONTROL POLICY

               Control of movable equipment inventory is a continuing process.  See DSCC Policy and Procedures Nos. 8:03:00, Use of College Equipment; 8:10:00, Missing Property; and 10:09:00, Disposal of Surplus Property.                    

               Equipment with a cost of $5,000 or more is identified with a Dyersburg State Community College numbered tag. When equipment is received in satisfactory condition and placed in service the item is recorded and tagged in the accounting system.  The program allows for report generation by tag number, custodian, or location.

               The equipment inventory is printed by the Secretary to the Vice President for Finance and distributed annually to budget managers for a physical inventory to be taken.  Budget managers are asked to verify and update the listing by checking items, location, condition, and tag number.  If a department does not have an item shown on its list, the budget manager is asked to mark through it and provide an explanation, if possible, e.g., moved to another department, moved for repair, or not found.  If a department has an item not shown on its list, the budget manager is asked to add the pertinent information to the list.  A signature block is provided for each budget manager to confirm that the report is accurate, and the budget manager returns the list to the office of the Vice President for Finance and Administrative Services

               Equipment items no longer located in the original assigned area are located on campus by the Director of Administrative Services or the Office of the Vice President for Finance and Administrative services.  Updated information is forwarded to the Secretary to the Vice President for Finance and Administrative Services to enter in the accounting system.

               Equipment is deleted per TBR Policy No. 4:02:10:00 and 4:02:20:00  ( Disposal of Surplus Personal Property) from the inventory.

               An inventory of equipment with a cost of less than $5,000 that is considered sensitive is maintained by Computer Services Department.  The items considered sensitive include microcomputers, file servers, network devices, printers, fax machines, and scanners.  The purchase of sensitive equipment is performed by Computer Services.  When a sensitive equipment item is received and installed, one of the computer technicians enters information about the item in a Microsoft Access database.  The information entered for each item includes serial number, description of the equipment, location, user name/department, purchase order number and date.  Equipment contained in the database is sent to each DSCC department annually for review.  When an item is no longer used, it is removed from the inventory.

February 2007