University System of New Hampshire

11 - 010 Maintaining an Equipment Inventory System


This document explains the requirements for and purposes of the USNH Equipment Inventory System. The System ensures management control of USNH assets, including the acquisition, utilization, location, reporting, and disposal of equipment.

1. ​USNH Equipment Inventory System. USNH uses the Banner Fixed Asset module of Banner Finance to maintain records on all capitalized USNH equipment.

2. Why is a Equipment Inventory System Necessary? An Equipment Inventory System safeguards the physical assets of USNH, assures compliance with federal regulations, and provides an auditable subsidiary ledger to the USNH general ledger. Federal grant and contract regulations require that a structured equipment inventory be maintained and that available equipment be fully utilized before federal funds are spent on additional equipment purchases.

3. Responsibility.

a. The Fixed Asset Management Department of the VPFA Office at UNH is responsible for maintaining inventory records for UNHD, UNHF, UNHL and UNHM equipment.

b. The Property Control department of USNH Financial Services is responsible for maintaining  inventory records for all PSU, KSC, GSC, and System Office equipment.

c. The Principal Investigator (PI)/Project Director (for grant funded items), or assigned Equipment Custodian/Manager is required to inform UNH Fixed Asset Management (for UNHD, UNHF, UNHL and UNHM) or USNH Property Control (for PSU, KSC, GSC, and System) of any changes to the status of equipment assets under their control in a timely manner.


1. Required Information: The following elements must be included in the Equipment Inventory System per federal guidelines.

a. Identification: Tag/Barcode number, description, model, manufacturer, serial number, or other identification number

b. Location: Campus, department, building, and room number

c. Award: Funding source (Banner fund/org), responsible person, grant code and name of project director or user

d. Acquisition and Use: Date acquired, condition, title to, purchase order number, invoice number, and/or related journal entry numbers.

e. Cost: Unit acquisition cost

f. Disposal: Date, reason, disposal method, sale price

2. Reconciliation. The Banner Fixed Assets files are reconciled to the general ledger annually and additions are reconciled on a monthly basis.

3. Reporting of Federally-Owned Equipment - UNH Fixed Asset Management and USNH Property Control are responsible for the submission of annual inventory reports and other reports upon termination of grants and contracts of federally-owned equipment. UNH Sponsored Programs Administration and the equivalent office at the other campuses are responsible for letting UNH Fixed Asset Management/USNH Property Control know when a grant or contract has ended and for communicating any reporting requirements. This notification must be in writing. The communication must include the name and address of the report recipient. UNH Fixed Asset Management/USNH Property Control will communicate to the federal sponsor, title holder, or cognizant contracting officer all instances of loss, damage, or destruction of equipment within 30 days of notification.

4. Custodian Responsibilities - Equipment Custodians/Managers must inform UNH Fixed Asset Management/USNH Property Control of changes to the status of equipment, both as part of the inventory process and as part of normal operations, including:

a. Maintenance Information. It is the Equipment Custodian/Manager's responsibility to return warranty cards, conduct regular or periodic maintenance, such as lubrication, cleaning, or calibration and maintain records of deficiencies discovered as a result of inspections, as well as any maintenance actions.

b. Subrecipient responsibilities. The Principal Investigator or Program Director must advise sub-recipients of their responsibility to comply with USNH equipment policies and procedures where applicable.

c. Physical Movement of Equipment. When equipment is loaned to non-USNH entities, sold or given by one department to another, or moved from one location to another within a department, a completed Equipment Location Form USNH 11-010F must be sent to UNH Fixed Asset Management or USNH Property Control within 30 days following the move. In addition, custodians or equipment managers should report all instances of loss, damage, or destruction of equipment to UNH Fixed Asset Management/USNH Property Control, as soon as possible.

d. Title Transfer. When a grant or contract closes which has sponsor owned or titled equipment, the project director must notify UNH Fixed Asset Management/USNH Property Control to request authorization from the sponsor to transfer ownership to USNH. Please contact the UNH Sponsored Programs Administration or equivalent campus office for assistance in these instances.

e. Transfer of Equipment to Another Institution. Faculty members transferring to another institution must receive written approval from the Senior Vice Provost for Research at UNH or the campus finance office at the other campuses, and the sponsor as required, to transfer grant or contract funded equipment. To transfer equipment purchased with non-grant funds, written approval must be received from the campus VP for Finance. A copy of applicable approval, including the USNH barcode #, the Banner PTAG #, and other applicable identifying and contact information, should be forwarded to UNH Fixed Asset Management/USNH Property Control.

f. Theft. In addition to completing the appropriate disposal documentation (see Section B.4.g. below), property which is stolen or vandalized must be immediately reported by the Equipment Custodian/Manager to the respective campus security office and to the USNH Internal Audit Department

UNH Campus Police*   862-1427
KSC Campus Safety  358-2228
PSU Campus Safety  535-2330
GSC Campus Safety  513-1382
USNH Internal Audit Department  862-3500

* Includes off-campus buildings

g. Disposal. See USNH Procedure 11-030: Disposal of Surplus Property.

h. Inventories. See USNH Procedure 11-040: Inventory of Equipment.

5. Contacts

a. UNH Fixed Asset Management
Manager Cost Analysis and Fixed Assets, Telephone 603-862-4855; or
Accountant II, Telephone 603-862-5041

b. USNH Property Control
Accountant III, Telephone 603-862-4263; or
Accounting Manager, Telephone 603-862-3127

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.