12.1.8 Identify Donated, Found, and Other Non-Cash Addition Equipment

Policy Statement

A non-cash addition is equipment not in Banner Fixed Assets that needs to be entered because it is under the custodial responsibility of the University Illinois System/State of Illinois. This can happen when the item is found or acquired through donation, loan, or transfer from another institution. Due to this, the item will not automatically appear in the unit’s list of FABweb new acquisitions. Therefore, University Property Accounting and Recording (UPAR) must add it to Banner Fixed Assets.

Reason for the Policy

Units must identify all equipment received in the unit that is not purchased and added to inventory through the standard FABweb purchase process.

Applicability of the Policy

All University of Illinois System equipment belonging to the system and the State of Illinois.

Procedure

To identify non-cash addition equipment, determine whether the item fits into one of the categories below:

Donated or Gift—Equipment donated to the system (i.e., not purchased by the system). Note this does not include real property.

Found—Item meets all these criteria:

• Located in a unit’s space and is not on the unit’s inventory list.
• Not found in search of the system's Banner Form FFIMAST.
• Has a current estimated fair market value of $2,500 or more.

Inbound Loans-Equipment acquired on temporary loan from another institution.

Installment Purchase—Bought "on time." Ownership is transferred to the system after a series of payments account coded to the 169nnn account code. This is not non-cash equipment.

Other—Acquired from other agencies or institutions. Researchers may bring equipment with them. Report equipment obtained from the State Surplus Warehouse or directly from another State of Illinois agency to UPAR.