- Receiving & Tagging
Receiving establishes physical accountability for capital equipment at Columbia University. The process ensures the correct equipment is received and is in good working order. Since the University does not have central receiving, capital equipment purchases are delivered directly to departments located on-campus (i.e. Morningside, CUMC, Lamont and Nevis) and at off-campus locations such as R/V Langseth and ICAP centers.
Tagging The University contracts with an outside vendor to perform capital equipment tagging services. However, the outside vendor is only responsible for tagging assets located on the main campuses (e.g. Morningside, CUMC, Lamont and Nevis). Off-campus locations such as R/V Langseth and ICAP centers are responsible for tagging their own assets.
- Physical Inventory
Records of inventoried equipment are maintained by the CAA Property Manager in e-PRAIS® (Proprietary asset management software)
It is the responsibility of the custodial department to maintain accountability of capital assets and report any unrecorded assets to the CAA Property Manager.
Physical inventories validate the accuracy of the property accounting record, which ensures accurate financial reporting of University moveable capital equipment and accurate accountability and financial reporting of capital equipment not titled to the University. Custodial departments are required to work with CAA to conduct all required inventories.
- Acceptable Use
University capital equipment is intended for institutional use and not for private purposes. Use may be additionally restricted by the terms of the award for which the capital equipment was acquired. Individuals requesting home use (for institutional purposes) of equipment must obtain the approval of the Principal Investigator and notify CAA of the particular equipment to be used at home. CAA will update the equipment database accordingly.
The University administers a self-insurance program which provides "all risk" insurance on University owned property, such as audiovisual, scientific and office equipment, etc.
- Environmental Stewardships
The Columbia Office of Environmental Stewardship provides assistance in managing recycling and reuse efforts.
The custodial department is responsible for the necessary care to maintain the condition of the capital equipment in order that the longest useful life is secured.
- Equipment under control of a Subcontractor
Property purchased or otherwise provided by the University for the performance of a contract, title to which property is vested in the government by virtue of its procurement with government funds.
OMB Circular A-110 and Federal Acquisition Regulations 45.510 apply to each agreement entered into by the University whereby government property may come under the control of a subcontractor.