Learn about Equipment Responsibilities

Deans, Directors and Department Managers are responsible for:

• Following proper procedures for the procurement, transfer and disposal of all equipment within their area of responsibility.
• Safeguarding and controlling all equipment in their area of responsibility, maintaining internal policies and procedures as deemed necessary to supplement this policy.
• Assigning departmental equipment liaisons/custodians, ensuring they possess the necessary skills and obtain appropriate training required to perform their duties.
• Ensuring a proper physical inventory, in accordance with university procedures, is performed on an annual basis.
• Taking reasonable steps to protect equipment/property from damage, reporting the loss/damage promptly to Police and the Office of Risk Management, and cooperating in the investigation and settlement of the claim by providing proof of loss documentation and allowing for inspection and appraisal of damaged items prior to repair or replacement (general duties after a loss/damage).

Chairs and Directors are responsible for designating a member of their classified staff or faculty to serve as an equipment liaison to facilitate communication and accountability between the department, General Accounting, the Office of Risk Management and the Police Department.

Equipment Liaison are Responsible for

• Managing the unit’s equipment and acting as the point of contact for Fixed Assets, University Police and Risk Management offices.
• Conducting a periodic inventory of the unit’s equipment
• Promptly reporting status changes and discrepancies (acquisition, transfer between departments, disposition, cannibalization, destruction, loss, theft, etc.) of centrally recorded (i.e., barcoded) equipment to the responsible office(s) as soon as possible (within 30 days of activity).

The Fixed Assets Office is responsible for ensuring that central equipment records are properly maintained, assisting the Equipment Liaison(s) with periodic inventories, and providing training to department staff.

Request Equipment List

Lists are normally available within two business days of request and can be produced in various formats; e.g., by building, by room, by category, by acquisition date, etc. Contact the Equipment Program Administrator at assets@gmu.edu or (703)993-4456 to request a list in a particular format. Information may also be available in the TraQ system, additional information is available on the Utilize the TraQ Database page.

The Office of Risk Management is responsible for investigating and processing insurance claims for lost, stolen, missing, damaged, or destroyed university equipment due to an accident or unexpected event such as fire, lightning, power failure, explosion, wind, hail, water, theft or vandalism. The university’s insurance policy is subject to a “per occurrence” deductible and excludes coverage for employee dishonesty, unexplained (mysterious) disappearances, losses and shortages disclosed when taking inventories, normal wear and tear, deterioration, rust, corrosion, faulty design, material, workmanship and latent defect.

The Police Department is responsible for investigating all reported property losses in a timely manner. The Police Department coordinates with the individual departments, Financial Reporting, and the Office of Risk Management in the identification and valuation of all property reported as damaged, lost, stolen, etc.