About

Property Accounting coordinates the tracking and capitalization of equipment purchased by individual departments at the University of New Mexico.

What is considered inventoried property?

Capital Equipment:
- The cost is greater than $5,000
- The property is moveable
- The property has a useful life of more than one (1) year

Which account codes does Property Accounting monitor?

3189 -Non-Capital Equipment <$5,001
- Computers, Laptops, iPads/Tablets and Tagged Drones must be coded to 3189
9000 - Equipment/Furniture/Drones >$5,000
9020 -Computer Hardware >$5,000 Includes the cost of computers and computer equipment that are capitalized, with a per item cost greater than $5,000 (per item would be CPU and monitor combined.) Examples: laptop w/a unit cost >$5,000, desktop computer w/a unit cost > $5,000, computer servers. Does not include warranties, maintenance agreements, supplemental software not necessary for the operation of the computer.
9040- Equipment Non Unm Titled Gen Equipment purchased through a contract or grant with a unit cost >$5,000, where title to the equipment vests with the funding agency.
9060- Equipment Fabricated Gen A holding account code for the costs associated with a fabricated (constructed) piece of equipment, which will have a unit cost >$5,000 when completed. These costs will be Journal Vouchered to a Capital Account Code upon completion.

Note: Account Code 3150 - Computer Supplies <$5,001 is for items that are not tagged (i.e. monitors, docking stations, or keyboards) and should not be used for computers. Purchases that are allocated to this account will need a JV to move the cost of tagged equipment to the correct account.

How to get equipment tagged?

Purchase Requisitions – Departments will receive the asset tags only for Drones and Capital Equipment if the purchase was correctly allocated to one of the equipment accounts in LoboMart. Non-Capital Computer devices will no longer be tagged automatically; you must submit a request using our new Computer Tagging Request Form to receive an asset tag.

PCard purchases – Departments will receive the asset tags only for Drones and Capital Equipment if the purchase was correctly allocated to the correct equipment accounts in Chrome River. Non-Capital computer devices will no longer be tagged automatically; you must submit a request using our new Computer Tagging Request Form to receive an asset tag.
Bookstore – Departments will only receive asset tags when the purchase is submitted to Property Accounting by the Bookstore for Capital Equipment purchases. If a non-Capital Computer device was purchased the department must submit a request using our new Computer Tagging Request Form to receive an asset tag.

New Asset Report/Place the tag

Is done in the UNM Inventory Assistant/AppTree

For New assets:
- Review and update (if needed) asset information
- Provide current Building and Room and Memo
Re-printed tags
- Provide current Building and Room and Memo

Checking Equipment Out or In

Is done in the UNM Inventory Assistant/AppTree

Who can check out equipment?
- UNM Staff and Faculty members
- Emeritus Faculty
Taking UNM equipment out of the country?
- Contact Export Control

Transferring Equipment within UNM Departments

Is done in the UNM Inventory Assistant/AppTree and must be approved by both departments (originating and receiving)

Transferring Equipment to another Entity

Is done in the UNM Inventory Assistant/AppTree

Attach a Transfer of Equipment to Another Entity Memo
- Memo must be signed by UNM Department head
- Form must be signed by receiving entity upon receipt of equipment

Request for Deletion of Assets:

Is done in the UNM Inventory Assistant/AppTree

Stolen Equipment:
- Police report must be provided
Trade-in Equipment:
- Copy of the documents showing the trade-in must be provided
Lost Equipment:
- Memo must be signed by UNM Department head
Other:
- Detailed memo from UNM Department Head
- Supporting documentation

Waves:

Inventory Contacts
- Person assigned by the UNM Department head to manage department’s inventory
- Will be assigned to one of four Wave schedules which will determine the time of year the inventory is conducted
Annual Inventory:
- On an annual basis UNM conducts a physical inventory as mandated by State and Federal law
  - Wave Guidelines and Tutorials are available on our website.
- Review Inventory
  - Audit review for selected items. Photographs of equipment, asset tag and serial number are to be submitted for a small group of randomly selected assets.