FAQ Q. I need to get rid of an old desk. It’s not worth $1. Do I really need to complete a surplus form? A. Yes, if Brown owns it, Brown wants to know that you are getting rid of it. Q. My laptop was stolen from the office/lab/restaurant booth! What do I do?A. For an off-campus theft: contact the local police. For an on-campus theft: contact Public Safety. In either case you will need a copy of the police report. Contact Jeanne Hebert in the Office of Risk and Insurance for information on insurance and replacement. Send a copy of the police report to OSP so that it can be removed from the database. Q. Where do I affix the Brown University barcode tag? A. On the front of the machine/equipment. Choose a spot where someone is most likely to see it. Q. What if the asset is internal to a machine? A. Affix the tag to the external casing on the machine, otherwise known as its base tag, and alert the PSM as to the base tag number. Q. Why are these tags so fragile? I rip them every time I try to affix them. A. Tags are required to be destructible. If the tags were easy to remove, there would be no point in using them as people would take them off and be able to steal the asset! Q. Oops! I affixed the wrong tag to an asset. What do I do? A. Do not attempt to remove the tag. Tags are destructible and will chip if you try. Call or send an email to the PSM, who will reissue a replacement tag. The correct tag should be affixed over the incorrect tag. Q. I switched tags between two assets. Can you change the information in the database? A. No, the tag numbers cannot be changed. OSP will reissue two new tags. Q. What do the tag numbers mean? A. Asset tags are usually 6 digits. In most cases: the first 2 digits correspond to the fiscal year in which it was paid. Exceptions are 99-, and some Fabrication tags. The year 2000 starts with 50-, 2001 with 51-, 2002 with 52-, and so on. Q. How are inventory records generated? A. Inventory records are added to the property database through several channels:
Note: Inventory records are not added until the asset is either formally accepted by the University or fully paid. Please contact the PSM [link to email] for information regarding works in progress. Q. The equipment I use was bought on my grant/contract so it belongs to me, right? A. No. The equipment belongs to Brown. If the sponsored award was issued to Brown University, the equipment belongs to Brown. When you leave, the equipment will stay. Q. A faculty member is transferring to a new University and would like to take the equipment in his lab. What documentation do you need? A. Firstly, the PI must compile a detailed list of assets. The list should include: serial number, asset tag number, approximate purchase date, Purchase Order, and account number charged. The PI must create a memo requesting the equipment be transferred to the new institution, and listing which equipment is to be moved. This list is sent to the Dean of the division. The list must be approved by the Dean, the Property Systems Manager and the Director of Purchasing before any property is moved. The receiving University must accept the equipment in writing. |
Property Management Information and Resources
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