Field Name

Required

Description

ID:

Automatically assigned by DirectLine

(records imported from FAE defaulted to state tag #)

Date

R

Date of entry

Acquisition Date

R

Date equipment received on campus (this will be the date used for depreciation)

State Tag

R

State Tag # for this piece of equipment

Quantity

R

# of units (probably 1)

Desc

R

Description of equipment – will be used in reports

Program

R

Required by DirectLine (Default is NA)

Unit Cost

R

Include tax, freight, installation, etc

Mfg

R

(Recommended for best practice)

Model

R

(Recommended for best practice)

Serial

R

(Recommended for best practice)

Building

R

Identify what building the asset is located

Room

R

Identify what Room the asset is located

Ownership Status

R

1 – Owned by the institution

2 – Leased /purchased by the institution

3 – Leased or owned by the federal government

4 – Leased / rented by the college

5 – Other (Donation)

6 – Not owned, but available to the college at little or no cost

Note: If asset is leased, lessor contact information should be completed on the FAE/Cost tab

O = Optional          C = Conditional

Field Name

O/C

Description

Portable

O

Could check for laptops, etc

Shop-built

O

SD

O

Short description

Details

O

More detailed info or notes regarding equipment

Federal Grant#

O

Federal Grant Terms

O

Federal Grant Condition

O

Campus

O

Used if college has more than one campus

Wing

O

Used to identify specific location in the building instead of room

Department

O

Defined by college (Student Services, Finance, etc)

Project

O

Account

O

Capital Purchase

C

Check this box if equipment is less than $5,000 but should be capitalized because part of larger purchase

Vendor

O

PO#

O

PO Date

O

Tag #

O

Secondary number used by some campuses

Custodian

O

Person or department contact item is assigned to

Phone

O

Custodian’s office phone

Mobile

O

Custodian’s mobile plhone

NACUBO

R

Use drop-down list

Commodity

R

Use drop-down list

County Code

R

Use drop-down list

Utilization Code

R

1 – Used on full-time basis

2 – Used on a part-time basis

3 – Excess to location but needed by agency

4 – Excess, to be surplused

5 – Surplused

Value Meth

R

1 – Purchased items (includes installation, freight, tax)

2 – Lease purchase (present value cost if equipment was purchased)

3 – Donated Assets (Fair market value at time of acquisition)

4 – Self-constructed (Direct cost of construction)

Fund/APPR

R

Must have at least one valid Fund

Cost

R

Can distribute purchase over multiple funds

Ref ID:

O

On Prim #

O

Subobject

O

Use State-provided drop-down list

SubSubObject

O

Use college-defined codes

Local Data

O

Scrap Value

O

Enter if receive proceeds when surplus

Order #

O

Program/Class

O

Organization Index

O

Dept

O

Name

C

Used if Ownership Status = 3,4,5,6,7

Phone

C

Used if Ownership Status = 3,4,5,6,7

E-mail

C

Used if Ownership Status = 3,4,5,6,7

Address

C

Used if Ownership Status = 3,4,5,6,7

Life Span

Automatically populated based on Commodity Code

Comments

O

Inventory Holder name

O

Staff member with custody of the item

Service Provider

O

Name of business and contact name

Phone

O

E-mail

O

Start Date

O

Warranty start date

Expiry Date

O

Warranty expiration date

Notes

O

Hours of service, time zones, etc

Accessory/Parts List

O

Any consumable inventory parts associated with this piece of equipment coming from warehouse inventory