I need to get rid of an old desk. It's not worth $1. Do I really need to complete a surplus form?
Yes, if Brown owns it, Brown wants to know that you are getting rid of it.
My laptop was stolen from my office/lab/restaurant booth! What do I do?
For an off-campus theft: Contact the local police. For an on-campus theft: Contact Public Safety. In either case you will need a copy of the police report. Contact Jeanne Hebert in Insurance and Purchasing Services for information on insurance and replacement.
Where do I affix the Brown University barcode tag?
On the front of the machine. Chose a spot where someone is most likely to see it.
What if the asset is internal to a machine?
Affix the tag to the external casing on the machine, otherwise known as its base tag.
Why are these tags so fragile? I rip them every time I try to affix them.
Tags are required to be destructible. If the tags were easy to remove, there would be no point in using them as people would take them off and be able to steal the asset! Oops! I affixed the wrong tag to an asset. What do I do? Do not attempt to remove the tag. Tags are destructible and will chip if you try. Send an email to, or call me and I will reissue you a replacement tag. You will affix the correct tag over the incorrect tag.
I switched tags between 2 assets, can you change the information in the database?
No, the tag numbers cannot be changed. I will reissue 2 new tags.
What do the tag numbers mean?
Asset tags are usually 6 digits. In most cases: the first 2 digits correspond to the Fiscal year in which it was paid. Exceptions are 99-, and some Fabrication tags. The year 2015 starts with 65.
The equipment I use was bought on my grant/contract so it belongs to me, right?
No. The equipment belongs to Brown. If the sponsored award was issued to Brown University, the equipment belongs to Brown. When you leave, the equipment will stay, in most cases.
A faculty member is transferring to a new University and would like to take some property from his lab. What is the process? What documentation is required?
- Request from OSP an inventory of equipment assigned to the PI, or by account number.
- Take a complete physical inventory of all property in the PI's labs.
- Create a list of all property regardless of value or title. This comprehensive list should include a detailed description, model, serial number and asset tag number where applicable, at minimum.
- From the physical inventory list, separate:
Property remaining at Brown.
Property to transfer the new institution.
- Send the transfer list to the Chair and Dean of your division with a memo requesting approval.
- Send the list remaining at Brown to OSP. Each asset on the list will need a new responsible person, and new building and room location if applicable. Graduate students may not act as official stewards of Brown property.
- Complete and send the Transfer Release Waiver form to the new institution with the list of property to be transferred.
- Complete appropriate surplus forms indicating Transfer as the reason for disposal, send to Purchasing
Attach proof of division approval
Attach Transfer Release Waiver form signed by new institution accepting ownership
Can I purchase equipment using my PCard?
No equipment may be purchased with a PCard. Including…
- Components (of any dollar value) to an existing piece of capitalized equipment or system
What IS Allowed…
- Supplies charged to an approved fabrication account (these charges will be capitalized upon completion of the fabrication and are not subject to indirect costs)
What’s the difference between property and equipment? Aren’t they the same?
Brown considers everything it owns, regardless of value, as property while equipment at Brown has a specific definition. Equipment, as defined by Brown University, is tangible, non-expendable, personal property having an anticipated useful life of one year or more and having a unit acquisition cost of $5,000 or greater. The acquisition cost is the net invoice unit price of the property including the cost of modification, attachments, accessories or auxiliary apparatus necessary to make the property usable for its intended purpose. Ancillary charges, such as taxes, duty, protective in-transit insurance, freight, and installation will be included in the overall costs if these charges are listed on the same invoice. Spare or replacement parts, regardless of cost, will be classified as materials or supplies. This definition applies to all equipment purchased or received as a gift or donation.
How are inventory records generated?
Records are added to the property database through several channels:
- Purchasing / Account Payable records via Workday purchase orders and payments
- Donations via Advancement’s Gift Accounting records
- Transfers from outside institutions
- Furnished by research award sponsors
- Internal Purchase Requisition purchases at Brown Computer Store