Acquire New Equipment

The university acquires equipment from various sources. All equipment valued at $5,000 or more and ALL ETF equipment must be identified with a barcode label attached to the item and entered into the university’s inventory records. Equipment valued below $5,000 may be barcoded at the departments request.

Each department/office has an obligation to ensure that equipment it receives is properly barcoded. The required process for each equipment delivery and purchase method is outlined below

Equipment Delivered through Central Receiving

Occasionally, equipment may be shipped to Mason’s Central Receiving by the vendor. Central Receiving
will verify the cost of the equipment, and affix a barcode label to equipment that qualifies for capitalization. A
New Equipment Location Form is also placed in the container with the equipment. Central Receiving then
delivers the equipment to the department/office that initiated the acquisition. Within three working days of
receiving the equipment, departments must complete the New Equipment Location Form and forward it to the
Fixed Assets Office. The information is used to record the equipment location in TraQ and to assist officials in
cases of theft or casualty

* Visit Equipment Use Codes for more information on completing the form.

Equipment Delivered Directly to the Department/Office

When Equipment is delivered directly to the department by the vendor additional action is required if
the equipment was purchased with ETF or valued at $5,000 or more. For equipment over $5,000 and all ETF
equipment, the department must complete a Request for Tagging New Equipment Form and forward it to the
Fixed Assets Office within three working days of receiving the equipment. Fixed Assets will then provide, via
interoffice mail, a New Equipment Location Form with three Bar Code stickers to be affixed to the front and back
of the equipment. Departments must complete the Form and return it to Fixed Assets within three working
days. At their discretion, departments may submit a Request for Tagging New Equipment Form for items below
$5,000; however, these items will not be included in the annual inventory process.

* Visit Equipment Use Codes for more information on completing the form.

Equipment Purchased Through Patriot Tech

Patriot Tech will accept the Mason P-Card on-site in the Johnson Center and is a supplier of Dell (Optiplex and Latitude) and Apple desktops/laptops. Apple purchases at Patriot Tech are limited to $10,000. Over-the-counter purchases made on-site at Patriot Tech and paid with a Mason P-Card are exempt from eVA entry. Individuals may provide a printed eVA purchase order (EP) to Patriot Tech and pick up in stock items on-site.

Required Process

    1. Department staff are responsible for barcoding the new equipment over $5,000 and ETF equipment.
    2. The department must:

The information is used to record equipment location and to assist officials in cases of theft or casualty.

* Visit Equipment Use Codes for more information on completing the form.

Equipment Acquired Through Mason Foundation

Occasionally, GMUF receives and distributes donated equipment to university departments or offices,
reimburses Mason employees for equipment acquired for university related purposes (at home or on campus),
and/or purchases equipment as gifts to departments or offices. Equipment provided by GMUF becomes the
property of George Mason University. Within three working days of receiving the equipment, the department
must complete a Request for Tagging New Equipment Form and forward it to the Fixed Assets Office. Fixed
Assets will then provide, via interoffice mail, a New Equipment Location Form with three Bar Code stickers to be
affixed to the front and back of the equipment. Departments must complete the form and return it to Fixed
Assets within three working days.

Fabricated Equipment

Required Process for Fabricated Equipment that Exceeds $5,000:

Equipment parts are sometimes purchased separately with the intent of assembling equipment on-site.
If the total value of the fabricated equipment exceeds $5,000, the equipment created must be barcoded and
follow all capitalization guidelines. The department must send an email or memo to Fixed Assets to report the
fabricated equipment within 30 days of completion and assist with developing an equipment record.

Leased, Rented or Borrowed Equipment

Departments that obtain equipment from others on a temporary basis must accept responsibility for the
care, custody, and control of those items. The university’s property insurance provides the same coverage for
these items as for items owned by Mason. A contract or letter of understanding between the parties involved
must be executed and signed by the appropriate departmental authority, such as Department Chair, Dean and
Director.

Utilize the Property on Loan to George Mason University Form to record possession of this equipment.
This form must be on file with the University Office of Risk Management for insurance coverage. If the item is
not returned in the same condition as it was received, except for fair wear and usage, the University Risk
Manager must be notified. In the case of mechanical, electrical, and potentially hazardous items, the owner
should assume full responsibility for the safe condition of the item. The university should assume responsibility
only for the safe operation of the item.

Please notify Fixed Assets of any leased, rented or borrowed equipment over $5,000.

University Insurance

  • The university’s property insurance provides the same coverage for these items as for those owned by the University.
  • If the item is not returned in the same condition as it was received, except for fair wear and usage, the University Risk Manager must be notified.
  • In the case of mechanical, electrical, and potentially hazardous items, the owner should assume full responsibility for the safe condition of the item. The university should assume responsibility for the safe operation of the item.
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