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What Is Equipment and How Is It Tracked?

Equipment is defined by the university in Policy & Procedure Manual (PPM) 350-50 as:

• non-expendable (having a normal life expectancy of one year or more);
• tangible (can be appraised for value);
• free standing (complete in itself, does not lose its identity when affixed to or installed in other property); and
• having an acquisition cost of $5000 or more.

What is Tracked in CAMS
All property that meets the university definition of equipment must be tracked in the DaFIS Capital Asset Management System (CAMS). Departments are also required to track in CAMS equipment acquired under a contract or grant that sets a dollar limit of less than $5,000 for inventorial items. Please refer to PPM 350-50.II.B for a complete list of items required to be tracked in CAMS.

Departments have the option of tracking items that would otherwise meet the definition of equipment above, but do not meet the acquisition value criteria (under $5000).

How Items are Tracked in CAMS
All equipment purchased through the purchasing departments at the campus and Medical Center is automatically added to CAMS by Equipment Management.

Departments need to process an Add Asset document in CAMS if:

• equipment is acquired by a method other than through a purchase (e.g., loan from an outside agency, gift, transfer in with new PI)
• they wish to track items below the equipment threshold

Affixing Decals and Updating Information
After the equipment is added to CAMS, an asset decal is sent to the asset representative of the department. The asset decal should be applied to the equipment in a easily-visible location. Update the asset information using the Capital Asset Maintenance screen (CASM) or the online Asset Maintenance tool with asset received date, serial number, room number, and other pertinent information.