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PMM 3.1.1 Equipment Identification

Last Revised Date:
July 1, 2026
Responsible Unit(s):
Property Management
Responsible Unit Email(s):
FNSV-PropertyManagement@arizona.edu
Manual:
Property Management Manual
Status:
Active

Purpose and Summary

To provide direction to university departments on the identification of purchased equipment.

Scope

This policy applies to all University locations and units, including all University extensions, satellite locations, and off-site campus units, both domestic and international.

Policy

  1. All purchased capital equipment for use by the University shall be assigned a University property A-tag number. Purchased equipment includes items acquired with university and sponsor funds, items purchased from State Surplus, items acquired on lease-purchase, and items acquired for assembly of components and fabrications.
  2. If a sponsor directs that equipment purchased by the University with sponsor grant or contract funds is to remain with the host country governmental agency, university, school or international research or relief organization, or a U.S. government, state, local, or community agency or university, no University property A-tag shall be issued.
  3. All items of capital equipment that are purchased by the University as a deliverable to the sponsor shall be assigned a University D-tag number.
  4. Property Management is responsible for issuing the tag(s) upon notification of receipt and/or payment of capital equipment. Property Management will provide the tag(s) to the custodial department to affix to the associated equipment. Capital equipment titled to the U.S. Government shall have tags sent to departments when the Purchase Order is generated. This will include a "Property of the U.S. Government" tag. The asset custodian is responsible for assuring that the tags have been affixed to the equipment upon receipt.
  5. In special cases where the standard style of tag will not work or will wear too quickly to remain functional, the custodial department is responsible for affixing an alternative tag, painting, and/or engraving tag numbers on items. The asset custodian must notify Property Management when this occurs and provide a picture of the alternative tagging method for record keeping. 
  6. TAGGING NON-CAPITAL EQUIPMENT
    1. University-owned equipment with costs lower than $5,000 is not tracked in UAccess Financials. Departments are responsible for tracking their own non-capital equipment. If a department would like to use tags for tracking their non-capital equipment, Property Management can provide yellow tags. Contact Property Management to discuss the limitations and process to receive a batch of tags.
  7. RETAGGING CAPITAL EQUIPMENT
    1. University and sponsor owned capital equipment remains identified with a University tag as long as it is in the custody, possession or control of the University. The University markings and identification are removed or obliterated from equipment only when sold, scrapped or disposed of. If a University tag number is accidentally or mistakenly obliterated, defaced, or removed, the equipment is re-tagged using the identical University number. Replacement tags can be requested from Property Management via the Asset Issues and Duplicate Tag Requests form.
    2. If the University tag number is accidentally or mistakenly deleted from the Capital Asset Module (CAM), a new University tag number may have to be issued. Contact Property Management if this case were to arise.
  8. IMPRACTICAL TO AFFIX TAG NUMBER
    1. If the physical properties, size, or use of an item prohibits attachment of a tag, engraving, or painting of the tag number, the custodial department shall maintain all identifying information (i.e., tag number, description of the item, location, and serial number) in a consolidated departmental record (usually a spreadsheet paired with a physical envelope, folder, or binder containing the physical barcode tags).
    2. Regardless of the difference in documentation, these assets are still capable of being a part of random samples during annual property assessment and audit. If chosen, Property Management will require the details from your consolidated departmental record as well as an updated photo of the asset in question to show it is still in your possession.
  9. FABRICATION OF CAPITAL EQUIPMENT
    1. If an item of capital equipment is to be created through fabrication, only one tag number is to be issued. Departments should obtain the tag number in advance from Property Management and reference this number on all purchases made.
  10. RECORDS
    1. Property Management is responsible for creating an asset record in UAccess Financials for each capital asset. The minimum required elements for creation an asset are:
  • Tag Number
  • Description/Name
  • Manufacturer, Model Number, Serial Number
  • Quantity, Unit of Measure
  • In-service Date, Acquisition Date
  • Department Number, Inventory Unit Number
  • Building Number, Room Number (if applicable)
  • Total Cost
  • Ownership/Title, Sponsor/Agency Name
  • Award Number (if applicable)

If the assets do not have one of these elements due to the character of the asset, "none" will be entered into the related Capital Asset Module (CAM) field.

Procedures

ResponsibilityAction
Property Management
  1. If the item(s) is purchased on a Sponsored Projects Services account, review the Sponsored Projects Services Titleholder Database and determine the titleholder. If it is titled to the government, issue a property tag and a “Property of the U.S. Government” tag to either Central Receiving or the Custodial Department. Create an Asset Control Sheet in the Capital Asset Module.
Department Receiving Equipment
  1. Verify that the equipment is as specified and in good condition.
  2. CENTRAL RECEIVING: Capital equipment titled to the U.S. Government arriving in Central Receiving shall have tags (including “Property of the U.S. Government” tags) affixed by receiving personnel. (Property Management supplies the tags to Central Receiving.)
  3. CUSTODIAL DEPARTMENT RECEIVING: Capital equipment titled to the U.S. Government arriving in direct-to-department deliveries shall have tags (including “Property of the U.S. Government” tags) sent to such departments when the Purchase Order is generated. The Department Inventory Contact shall affix the tags to the property upon receipt. (Property Management supplies the tags to the Custodial Department.)
  4. Approve the vendor’s invoice for payment.
Property Management
  1. Non-U.S. Government Titled Equipment: Upon notification of receipt and payment by Accounts Payable, issue a University A-tag for the Receiving Department to affix, and enter the required elements of information into the Capital Asset Module (CAM). 
Custodial Department
  1. Ensure all tags are affixed to equipment, paint or engrave the tag number on the item(s), or if impractical, create a departmental Sensitive Property Record Book that includes the purchase documents, tags, and a picture.
  2. Verify the data in the Capital Asset Module (CAM) and Acknowledge. Submit Corrections via Asset Edit document to Property Management within one week.

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