12.2.2 Unit FABweb and Biennial Roles and Responsibilities
Policy Statement
The University of Illinois System is subject to and complies with the State of Illinois Property Control Act (30 ILCS 605). Under this act, all system property, regardless of funding source, is considered state-owned and subject to the regulations of the Department of Central Management Services (CMS).
No one may use system property for personal purposes.
Reason for the Policy
Unit heads or designees must assign individuals to unit roles for equipment management for the FABweb and Biennial Inventory applications. Assigned staff must understand their role and their duties to safeguard equipment and maintain accurate records. In assigning roles, units must be aware of 9.1.2 Segregation of Duties in Enterprise-wide Applications for Procurement and Tracking of Equipment.
Applicability of the Policy
All University of Illinois System units purchasing and/or maintaining system-tracked equipment must assign roles.
Procedure
Each unit must assign an individual to serve FABweb unit rep, FABweb approver, biennial unit contact, and biennial unit head. These roles serve as liaisons with University Property Accounting and Reporting (UPAR).
Biennial unit contacts and biennial unit heads are responsible for completing the unit biennial inventory. FABweb unit reps are responsible to add, update, and dispose of equipment through FABweb according to system policy.
When roles are assigned within the Unit, updates to these roles within the FABweb/Biennial Inventory application must be requested and processed through the unit’s Unit Security Contact (USC).
The key roles of FABweb unit rep and Biennial unit contact require unit assigned individuals to complete required training on role duties and responsibilities and successfully pass knowledge check questions before being certified for role assignment by the unit’s USC.
UPAR strongly recommends that all staff in unit assigned equipment management roles complete all property accounting training courses. Contacts wish to take some of the courses more than once as changes in FABweb and reporting regulations can occur.
To serve as a FABweb unit rep, the employee is responsible for the following procedures:
To serve as a biennial unit contact, the employee is responsible for the following procedures: