Policies & Procedures Manual - Elizabeth City State University

400.1.51Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYFixed Assets- Equipment InventoryEquipment ChangesIn those cases if the location of an inventoried item permanently changes or the item becomesobsolete, the department head is required to complete a "Notice of Disposal or Change inLocation of Fixed Assets" form and send it to the Fixed Assets Officer. When assistance isneeded to move University equipment and/or furniture, a copy of the "Notice of disposal orChange in Location of Fixed Assets" will be forwarded to Facilities Management.Missing or Lost EquipmentIf equipment cannot be located, a memorandum must be forwarded to the Fixed Assets Officer,giving the manufacturer's name, model number, serial number, University Decal Number, andthe date the equipment was lost. After a review by the Fixed Assets Officer, either during theannual physical inventory or one performed specifically for the items reported missing, theequipment will be placed on a Lost or Missing List. A search for the missing equipment will beconducted for a year. If the equipment has not been located after one year of being placed on the"Missing or Lost List", the equipment will be retired as lost. (Please see Policy 400.1.68) Theperson responsible for the missing asset will be required to document all the efforts made to findthe missing or lost asset.Stolen EquipmentIf equipment is stolen the ECSU Campus Police Department should be notified immediately. TheCampus Police Department is located in the Thomas-Jenkins Building on University Drive.Cannibalized EquipmentIf equipment becomes irreparable, but certain parts can be used to maintain other similar piecesof equipment, the irreparable item can be cannibalized. A memorandum must be forwarded tothe Fixed Assets Officer giving the manufacturer's name, model number, serial number, ECSUDecal number, and the date the equipment is planned to be cannibalized. Please Note--Amemorandum to the Fixed Assets Officer expressing plans to use the irreparable equipment and a