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Capital and Noncapital Asset Tag Changes

We would like to inform you of changes to tagging procedures for capital and noncapital assets due to the recent revision of Policy 3-041: Accountability for Noncapital Equipment. Property Accounting has acquired a new asset tracking software, RFTrack, that utilizes Radio Frequency Identification (RFID) tags to assist with the tracking of all your assets. The scanners can read RFID signals and various types of barcodes.

Non-RFID Asset Tags

CAPITAL ASSETS – cost of $5,000 or greater

Current Red Capital Asset Tag (non-RFID)

Will continue to be used until your department migrates to the RFTrack inventory system. 


NONCAPITAL ASSETS – cost of $3,000 to $4,999 and computer equipment regardless of cost, maintain at the department level.

Policy 3-041 requires tracking of all noncapital university-owned computers, laptops, tablets, and cell phones of any value that may contain Personally Identifiable Information (PII). These noncapital computer related assets that are inventoried and tagged in systems such as UIT’s ServiceNow, Fishbowl, etc., will not need a separate Property Department Black Barcode Tag or Yellow RFID Tag.

Departments whose IT assets are not tracked and inventoried in systems such as UIT’s ServiceNow can use RFTrack for these assets using the Black Barcode Tags or Yellow RFID Tags provided by Property Accounting.

Black Barcode Tags can also be used for tracking other equipment less than $3,000, at the discretion of the departments, but not required by policy.

Noncapital Asset Tag

Black Barcode Tag (non-RFID) 1.25” x .5” 


New Capital and Noncapital Asset Tracking Software and RFID Asset Tags

The new capital and noncapital asset tracking software, RFTrack, using Radio Frequency Identification (RFID) tags will help automate your physical fixed asset inventories, locate missing equipment, and track location movement. These RFID tags include a chip and 2D barcode so that performing your physical inventories will speed up to 15-20 times faster using an RFID scanner loaned from the Property Accounting Office.

Due to COVID, the RFTrack inventory system will take time to implement to all university organizations. As departments migrate to RFTrack, we will provide you with the new RFID tags for both capital and noncapital equipment, and non-RFID black barcode tags for assets that may be inventoried using the RFID Scanners.

In order to improve the ability and distance of the scanner to read the asset in RFTrack, there are two different types of RFID tags for metal and non-metal type surfaces. It is estimated that 75% of your assets will use the metal surface type tags.

The CAPITAL ASSETS, $5,000 or greater, will continue to use the red tag format as follows:


The NONCAPITAL ASSETS, $3,000-$4,999, will use a yellow tag format as follows for the mandatory assets to inventory.


The Property Accounting Office can also help you determine the placement of these tags on your assets so that the scanner can read them more easily.

For questions regarding the red capital equipment tags please call Pamela Day at 801-585-6969. For questions regarding the yellow noncapital asset RFID tags please call Paula Monaco 801-581-8673. For other general questions please call Robin Love at 801-581-3973 or Mark Hamilton at 801-213-1401.


  • Equipment that has an acquisition value of $5,000.00 or more, is freestanding, and has a normal life expectancy of one year or more.

    You may use a Purchase Order to purchase capital equipment. It should be charged to the account range of 61000 – 61021.

    Capital equipment must be disposed of according to University Procedures. (See Policy 3-040)

    It is required that capital equipment is physically inventoried on an annual basis.

  • The Property Accounting Office is updating the Noncapital Equipment Account Codes in response to the recent revision of Policy 3-041: Accountability for Noncapital Equipment. The revisions introduce THREE CATEGORIES of assets, each with specific inventory requirements:

    1. MANDATORY INVENTORY (Cost: $3,000 - $4,999):
      • Noncapital equipment with an acquisition cost greater than or equal to $3,000 but less than $5,000.
    2. MANDATORY INVENTORY (Specific Items):
      • All university-owned computers, laptops, tablets, and cell phones of any value less than $5,000 that may contain Personally Identifiable Information (PII) at any point during the university’s ownership of the asset.
    3. OPTIONAL INVENTORY (Cost: Less than $3,000):
      • Noncapital equipment having an acquisition cost or donated value less than $3,000 and having a useful life in excess of one year. Assets in this category are to be inventoried at the discretion of the departments or units, but not required.

    Noncapital Equipment Account Codes

    Begin End Description Short Description Inventory
    61400 61409 Equip-Noncapital $3,000-$4,999 Noncap $3K<$5K Required
    61410 61416 Computers/Laptops/Tablets/Cell Phones Computers<$5K Required
    61417 61419 Optional Equip-Noncapital $1,000-$2,999 Opt Noncap<$3K Optional

    Note: There are no changes to the capital equipment account codes (61000-61021), applicable for all assets, including computer-related devices over $5,000.

    For further inquiries, please contact Property Accounting employees:

    • Paula Monaco: 581-8673
    • Pamela Day: 585-6969
    • Robin Love: 581-3973
  • Equipment that is constructed by combining or assembling modular components and/or materials into one identifiable unit is referred to as fabricated equipment. When completed, each component loses its individual identity, and the end product becomes an identifiable single unit. Typically, such equipment is made or designed in-house for a specific purpose. In order to be capitalized, the finished product must have a unit cost of $5,000.00 or more and a life expectancy of more than one year.

    1. University labor costs related to equipment fabrication by an approved recharge center qualify for inclusion in the capitalized cost. All other University labor costs are not allowed to be capitalized as a part of the fabricated project.
    2. The purchase price on individual components does not have to exceed $5,000.00, as long as the total combined price of the end product is equal to or greater than $5,000.00. If a fabricated project is approved, then the individual items must be purchased using a fabricated equipment account in the range of 61100 – 61119.
    3. Repair of existing equipment, regardless of the cost, is not fabricated and is subject to F & A costs.
    4. If there is an upgrade of existing equipment, which result in the existing equipment implementing new technologies (not just an upgrade or repair of existing technology) and the total of the components of the upgrade are greater than $5,000.00, then the purchase of the components are not subject to F & A costs.


    Prior to beginning a fabrication project, departments are required to complete and have approved a Notice of Intent to Fabricate form. The form must be approved by Property Accounting before purchases can be made. When a fabrication project is approved, a copy of the approval will be sent to the department, with identification of the asset number assigned to the project. Departments cannot begin ordering items for a fabrication project until they have received the approval form, including the asset number.

    When approved, all purchases for fabrication projects should be charged to an account within the range of 61100 – 61119. The fact that a specific purchase is for an approved fabrication project should be indicated on the purchasing documents used, i.e., Purchase Requisitions. The approved asset number must be indicated on all purchasing documents. The Purchasing Department will not process documents charged to the account number range 61100 – 61119 without the assigned asset number. A copy of the purchasing document should be sent to Property Accounting at the time it is created.

    At the conclusion of the project, the department should advise Property Accounting that there will be no further purchases. Property Accounting will then prepare a list of all component purchases on the project and send it to the department with the asset number attached. Any discrepancies will be the department’s responsibility to correct.

    Ushop Purchase Request PO PDF Training guide

  • In order to have uniformity in accounting for additions to capital and insurable equipment, the following guidelines shall be followed:

    1. “Repair” or “maintenance” expenditures shall be recorded as a current expense regardless of the amount. A repair or maintenance expenditure is one that maintains the property at its existing level or existing life of service, such as painting, repair, miscellaneous parts, and normal servicing
    2. In general, additions to equipment costing less than $1,000.00 shall not be recorded as equipment. An exception occurs when the original equipment and the addition are purchased within a 12-month period. The addition becomes an integral part of the original purchase (to produce a single functional unit), and the addition significantly extends the useful life or substantially increases the value or capability of the equipment.

    If the result of the addition increases the aggregate cost of the equipment, but the total is still less than $4,999.99, the addition shall not be recorded as a capital asset. If the result of the addition increases the aggregate cost to $5,000.00 or more, the addition shall be recorded as capital equipment and the original purchase cost should be transferred to a capital equipment account by journal entry to correct.

How to Find Equipment

Do you need a piece of equipment? Is it possible that the equipment you need exists on campus and is not being used? Follow the instructions below to find equipment you need for your project.

Open the Financial Information Library

OR Click on the Financial Information Library link in Financial & Business Services pagelet in CIS.  Navigate to the Financial & Business Services page and click on the Financial Information Library tile

After the Financial Information Library opens, click on the Assets folder to expand the folder.

Financial Information Library

Select the Equipment Search Report


Financial Information Library

To search for equipment , the user must use a “%” symbol (called a wildcard) before and after each search term. Uppercase font is also required. Example: If searching for a computer, enter %COMPUTER% in the Description field.

After inputting the search criteria, click the Get Results button

Financial Information Library


Results of Search

This information can be used to contact the owner of the equipment.

  • Asset ID
  • Asset Description
  • Manufacturer
  • Model
  • OrgID
  • Org Description
  • Inventory Controller
  • Inventory Controller Phone
  • Inventory Controller Email

Financial & Human Resources Information Library Equipment Search Help Page

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