Equipment Tags - Numbers and Labels

Equipment costing $2,500 or more is required to be added to inventory and tracked in Banner. These items also require affixing of the University PTag label to identify it as a unique tracked item for easy identification by unit staff and external auditors. In Banner Fixed Asset equipment is identified by two tags. OTag (Origination Tag) refers to the asset reference number initially assigned to the item record when created in Banner. PTag (Permanent Tag/physical label) refers to the physical label affixed to the equipment.

OTag (Origination Tag/Reference Number)

When an invoice using an appropriate equipment account code is paid, Banner automatically creates a skeletal equipment record in FABweb and assigns the OTag number. An OTag number exists only as a reference number in Banner and is not on a physical label.

An OTag is a 9-digit number beginning with T for assets created directly in Banner on or after July 1, 2003. Assets that were acquired before July 1, 2003, are known as legacy assets. The records for these legacy assets were converted into Banner records at the time of Banner implementation and were assigned 9-digit OTag numbers beginning with O.

Examples:
O00000080 - OTag number of a legacy asset
T00006786 - OTag number automatically generated by Banner

PTag (Permanent Tag/Physical Label)

To maintain uniformity, labels that have property control (PTag) numbers on them are distributed by University Property Accounting and Reporting (UPAR). For identification and control purposes, all equipment under the jurisdiction of the University of Illinois System must be assigned a property control (PTag) number that must be affixed to the equipment. Units must affix labels in accordance with the process in Business and Financial Policies and Procedures Manual, 12.1.6 Affix Property Labels.

The full PTag number must be used when updating asset information in FABweb or preparing transfer or disposal forms. For specific information about dollar thresholds, consult the Business and Financial Policies and Procedures Manual, 12.1.6 Affix Property Labels, and 12.1.9 Determine Capitalization Thresholds.

Units are responsible for the internal controls outlined in the Business and Financial Policies and Procedures Manual, 12.2.3 Comply with Unit Head Property Custodial Responsibilities.

Reference Number Assignment

Because the Joint Committee on Administrative Rules, Administrative Code, Section 5010.400 mandates that property records be adjusted within 30 days of acquisition, change, or deletion of equipment items, all steps in the process of equipment acquisition and Banner record creation must be done promptly and accurately.

Request Replacement PTags

If your unit identifies equipment assigned a PTag in Banner, but no physical tag is affixed, you may request a replacement PTag by sending an email to the equipment processor assigned to your unit's org.

The PTag will be printed by our office and sent to you via campus mail.

Red & White "State of Illinois, University of Illinois" Stickers

Equipment with a cost of $100 to $2499.99 must have a red and white State of Illinois, University of Illinois sticker placed on it. This equipment is not tracked in Banner inventory but is still identified as property owned by the State of Illinois.

See Red & White "State of Illinois, University of Illinois" Stickers for information on ordering stickers