A.  SUMMARY OF ADMINISTRATIVE PROCEDURE

This policy explains the requirement and process used in tagging/bar-coding capital equipment.  Timely identification and tagging/bar-coding of all capital equipment is required upon receipt or in the case of fabricated equipment, upon completion.  A USNH barcode number is assigned and affixed to all capital equipment.  Equipment which does not met the definition of equipment; see Procedure 11 – 020 – Acquisition of Equipment, section A.1, is not capitalized or bar-coded.

1.      Why is this process necessary?  Bar-coding of equipment is necessary for equipment identification, physical security, and maintenance of an accurate equipment inventory.

2.      Responsibility   The USNH Property Control Office is responsible for the bar-coding of equipment.

B. Detailed Operating procedure

1.      Bar-coding of Equipment:   A USNH property barcode will be affixed to each piece of equipment within 3 months of acquisition.  It is the responsibility of the department and custodian to make the item available for bar-coding.

2.      Sponsor-Titled Equipment:   In addition to the USNH barcode, if title is held by a government sponsor, a "Property of US Government" or “Property of State/Local Government” tag/barcode will be affixed to the item.  A separate tag/barcode will be created for individual items owned by other types of sponsors (industrial, foundations, etc.).

3.      Off-Campus Equipment:  An Off-Campus Location (OCL) Form USNH 11-023F is initiated by USNH Property Control when equipment is at an off campus location or when USNH Property Control is unable to physically barcode equipment (such as testing instruments which can only be tagged between tests).  The OCL is sent to the user of the equipment along with the barcode to be attached to the item.  The user has the responsibility to physically attach the property control tag to the equipment and to complete the OCL form, see Preparation of Off-Campus Location Form (OCL) USNH 11-023F for instructions.  Please return the completed form to USNH Property Control in a timely manner.

4.      Untaggable Equipment: Some items of equipment, because of their size, location, or use, cannot be bar-coded.  Property Control will add relevant location information in the Banner Fixed Assets Module to accommodate tracking these items.