Iowa State University

Financial Accounting & Reporting

Home >  Equipment Inventory

Equipment Contact: Katie Wiegand at (515)294-4384 or kwiegand@iastate.edu


Iowa State University's movable capital equipment inventory records are managed in the Financial Accounting and Reporting department. This department is responsible for assisting University staff in determining if purchases should be classified as equipment, recording equipment in the equipment system, and assigning the equipment an ISU tag number.

Movable capital equipment includes purchased, fabricated, and donated items with a value of $5,000 or more and useful life of one year or more. Equipment purchases include the cost of the equipment (less any discounts), shipping and handling, installation, initial training, and any component parts necessary for the equipment to operate. Items that cannot be included as part of the equipment are: consumable supplies, extended warranties, replacement parts, and license renewals. ISU tagged equipment that is traded on the purchase of another piece of equipment should be listed separately using class code 713-00 and include the tag number on the web requisition.

When a department is fabricating equipment, contact Katie Wiegand for an ISU equipment tag number to include on the web requisitions of the items purchased for building this item. Donated items with a fair market value of $5,000 or more also need to be recorded in the equipment system.

Departments and colleges are responsible for ensuring the assigned inventory number is properly affixed to the equipment item in a viewable location for audit purposes.

Further information on equipment and procedures can be viewed in the Policy Library.

Information regarding disposing or selling excess property can be viewed at ISU Surplus.


Equipment Transfers and Sales

These procedures are to be followed when faculty members or researchers will be leaving ISU and wish to sell or transfer equipment items purchased by ISU to their new employing institution.

US Government-owned Property Control Manual

This manual provides general instructions and procedures for ISU departments to use in controlling and managing US Government-owned property held by ISU. US Government-owned property includes both US Government-furnished property and property acquired by ISU where the title vests with the US Government.



Biennial Inventory Review

Biennially, during the month of December, an inventory list is generated and distributed to departments for reconciliation. This list is required by state and federal mandates and enables the university to maintain accurate records. Katie Wiegand should be notified by memo or e-mail whenever equipment is transferred to another department or when equipment is moved within a department. To assist in keeping records up to date, on-line access and updating capabilities is available to departments. This enables departments to make name and location changes at any time. This results in a more accurate and less time-consuming inventory review.



How to use the Equipment System in AccessPlus

Equipment inventory can be viewed in AccessPlus in the uBusiness section under Equip-Inv Dept or Equip-Inv Dp Dsp. For access to the equipment system, the employee's supervisor will need to complete the Administrative Systems Request.

How to display a specific piece of equipment:

    1. Click on Equip-Inv
    2. Enter equipment tag number in the Equip No box
    3. Click on Display Equipment

How to view the funding information for a piece of equipment:

    1. Click on Equip-Inv
    2. Enter equipment tag number in the Equip No box
    3. Click on Browse Equip Fund Alloc

How to browse equipment:

    1. Click on Equip-Inv
    2. Enter department number in Dept No box
    3. Click on Browse By Equip No or By Category

How to update location and responsible person:

    1. To update in the Equipment System, menu option must be Equip-Inv Dept (Equip-Inv Dp Dsp is view only)
    2. Click on Equip-Inv Dept
    3. Enter equipment number in Equip No box
    4. Click Update equipment
    5. For responsible person updates: click in the Rspbl UID box, type the new person's last name and click on the down arrow. This will bring up a list of people to choose from. Click on the person's name.
    6. For location updates, click in the Bldg Abrvn box, type the building name and click on the down arrow to bring up the list. Click on the building. Type the room number in the Room No box (all room numbers must be four digits so if the room number is 12, enter 0012)
    7. After all changes are made, hit the Submit button or the changes will not be saved.

How to browse ISU equipment inventory by equipment category:

    1. Click on Equip Inv
    2. Type the first four letters of the type of equipment in the Catgry box (ex micr for microscope)
    3. Click the drop down in the Catgry Box and click on the name of the equipment
    4. Under Browse - All Dept Equip, click on By Category No
    5. The results will show all of that equipment category across campus in equipment number order

How to browse any department inventory:

    1. Click on Equip Inv
    2. Type the first four letters of the department name in the Dept No box (ex chem for chemistry)
    3. Click the drop down in the Dept No box and click on the name of the department
    4. Under Browse - Dept Equip, click on By Equip No or By Category (depending on how you want it sorted)
    5. The results will show all of that department's equipment in equipment number or category order

How to find a piece of equipment if you have the serial number:

    1. Click on Equip Inv
    2. Enter the serial number in the Serial No box
    3. Under Browse - All Dept Equip, click on By Serial No.
    4. If we have been provided the serial number for that piece of equipment, that piece of equipment should show at the top of the list

How to find a piece of equipment when you know the PO number or CyBuy number:

    1. Click on Equip Inv
    2. Enter PO number without dashes in the Acq Method box or if CyBuy order enter CY#####
    3. Under Browse - All Dept Equip, click on By Acq Method
    4. The results will show the a list of equipment in PO number order, with the one that was searched for on top

How to search for equipment by Responsible Person:

    1. Click on Equip Inv
    2. Enter last name of responsible person in the Rspbl UID box
    3. Click the drown down in the Rspbl UID box and click on the person
    4. Under Browse-All Dept Equip click on By Rspbl UID
    5. The results should show all the equipment under that person's name