- oLH – Library Holding – book collections only; does not
include periodicals or subscription-based database holdings
- oAR – Works of Art
- oHE – Heavy Equipment
- oEQ - Equipment
- oTE – Technology Equipment
- oSF - Software
- Acquisition Method:
- oPU – Purchased
- oDN – Donated
- oCN – Constructed
- Acquisition Date:
- Make/Model/Serial Number:
- Barcode Number: enter number from physical tag placed on asset
- In Service Date: date asset was put in service, if known, or invoice date
- Last Inventory Date: date tagged
- Condition Code: New, or other condition if asset purchased is preowned
- Title To:
- oIN – Institution (purchased with unrestricted funds or unrestricted gift-in-kind)
- oFG – Federal Government (purchased with Federal grants)
- oSG – State Government (purchased with State grants)
- oFN – Foundation (purchased with restricted gift or restricted gift-in-kind)
- Location: physical location of asset
- Grant: if applicable (F8 for list)
- Custodian ID: person responsible for care of asset (F8 for list)
- Ensure depreciation posting indicator shows Post Deprec.
- Capitalize CIP projects when project is completed (see Capital Planning section):
- oObtain final project reconciliation summaries and expense documents related to the completed CIP project. All capital expenses should have O-tags.
- oConvert O-tags to Permanent Tags (P-tags) following steps above.
- Naming conventions for CIP project P-tags:
- Building renovations: Building/Description – Year, e.g., Hume Hall/Roof – 2025, Bell Gymnasium/Locker Rooms - 2012
- Land improvements: Location/Description - Year, e.g., Alumni Stadium/Turf – 2023, ASB/Landscaping – 2022
- oConnect building renovations to the original building asset – the renovation cannot exist without the building if the building is demolished/disposed.
- Capitalize non-procurement assets, such as gifts in kind.
- oObtain valuation documentation including third-party appraisals when required.