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Equipment Fabrications

What is an equipment fabrication?
To be considered an equipment fabrication, an item must meet these criteria:

• Is not available on the open market
• Will be free-standing and moveable
• Will have an estimated cost of $5,000 or more
• Parts will be purchased from multiple vendors and/or via multiple purchase orders
• Will be built at least partly by department personnel
• Upon completion, will be placed into service for one year or longer, will not be a deliverable to the sponsor, and the finished product will be a one-of-a-kind item

What must I do before starting a fabrication?
Complete the Fabrication Justification form and a CAMS Fabrication Request document. The document will create an asset number. When placing orders for supplies, materials, etc. for the fabrication, indicate the asset number.

Equipment Management will mail an asset decal to the asset representative assigned to the custody code. The asset decal should be applied to the equipment in an easily-visible location.

How should I track a fabrication?
Fabrication expenses must have object code 9600 - FABRICATION. The financial system assigns this object when you click the Add-On Fab indicator in a DaFIS Departmental Purchase Order or Requisition document. However, if you don't click that indicator you will have to correct the object code afterwards.

To transfer expenses involving an object code, create a Kuali General Error Correction (GEC) document, using these guidelines:

• All fabrication expenses should be coded to object code 9600
• Include the asset number in the Explanation or Notes field, or drop the first digit and enter it into the Organization Document Number field
• Be aware of the 120-day limit on transfers involving federal funds

In addition to using object code 9600, you must also track all expenses and credits pertaining to each fabrication. One way to accomplish this is to create a Project code and then use that project code on all transactions pertaining to the fabrication. Some examples are:

• Use the property number minus the first digit as the project (you can't use the entire property number because you would need 11 characters; the project field is limited to 10).
• Use the description. If you are building a robot, use ROBOT as the project.

On a yearly basis, report to Equipment Management the cost of the fabrication to date. Some DaFIS Decision Support (DS) reports that facilitate this process are:

• Transactions by Project (25)
• Project Transactions by Organization (123)

What should I do when a fabrication is complete?
Send the final cost, completion date, and a list of fabrication transactions (e.g., order numbers, transfer documents, etc.) to Equipment Management. Equipment Management will enter a received date and dollar amount into CAMS.