Fixed Assets & Materials Management

The primary objective of Fixed Assets is to maintain an accurate inventory of capital equipment items used by the institution and to provide guidelines to follow in recording this equipment. This objective is performed in accordance with the College's Movable Equipment Inventory Policy and the Federal Regulations on what determines a 'fixed asset'.

Policies

Capitalization Threshold Policy

  • The threshold for tracking property in Dartmouth’s Fixed Asset System is $5,000. The property must also have a useful life of more than one year and not be obtained for investment or resale. Dartmouth has defined various types of assets, each of which is handled differently in Dartmouth’s accounting system.
  • Non-Capital property/moveable equipment $5,000 -$24,999.
  • Capital property/equipment equal to or greater than $25,000.
  • Construction in Progress (CIP) equal to or greater than $50,000.  Land no threshold, all capitalized.
  • Fabricated property/equipment is subject to threshold amounts as listed above.  For fabricated equipment meeting the thresholds above, an Intent to Fabricate Form must be completed.
  • For fabricated equipment with an estimated total cost over $25,000, a CIP must also be established to account for the costs.
  •  Leased property/equipment if contract meets specific criteria is subject to capitalization.  Utilize the property threshold amounts as listed above.


Capitalization Policy

  • The capitalization policy of Dartmouth College determines the proper classification of costs of $50,000 or more for new construction, renovation, improvement, and maintenance projects. This policy has been developed to assist project managers and others with the important task of preparing and monitoring capital budgets and clearly distinguishing between capital and non-capital expenses.

Asset Purchase with Trade-in

  • All items with an original purchase price greater than $4,999.99 that are traded-in are required to have an Equipment Transfer/Sale/Gift Request Form completed, signed and submitted to Fixed.Assets@Dartmouth.EDU.
  • All quotes that involve a trade-in of equipment require a separate line detailing the amount offered for the trade-in. Additional discounts offered must not be combined with the trade-in amount offered. Also, see the Dartmouth Disposal Policy for required instructions and forms for trade-in completion. *Note: Credit Memo must in include Make, Model and Serial Number of item(s) being traded.

Computer Transfer Policy

  • In order to maintain Dartmouth software licensing agreements, all computers transferred from Dartmouth must be wiped clean of all data and reset to the original operating system and factory settings by The Computer Store Repair Shop.
  • The purpose of the Computer Transfer Policy is to provide guidance in the sale, gifting, and transfer of computers or hardware to Dartmouth Faculty, Staff, Fellows, Students, or College Visitors.

Disposal Policy

  • Materials Management's primary objective is to determine the most effective material handling practices for reuse, disposal or storage of all college property (excluding Real Estate or hazardous materials) in accordance with the College's Disposal Policy.
  • Material Management must be notified of any College property with an original purchase price of less than $5,000.00 which is to be sold (including property transferred using interdepartmental transfer of funds), traded in, salvaged, donated, or scrapped, except as described above.
  • • Dartmouth College Equipment/Asset Transfer Request Form must be completed whenever Dartmouth College equipment or other assets will be sold or otherwise transferred out of Dartmouth. If equipment/assets have an original purchase cost greater than $5,000 or for which money will be received, transferred, gifted, or donated, the transaction must be processed through the Office of Procurement Services. A Bill of Sale will then be issued to the buyer/transferee to complete the sale/transfer as a legal mechanism for cost recovery and/or for documentation for those items with zero cost transfer (transferred, gifted, or donated).


Fabricated Equipment Policy

  • Fabricated equipment costing $5,000 or more and having a useful life of one year or more must be recorded in the movable equipment inventory (Fixed Asset System).

Moveable Equipment Inventory Policy

  • All movable equipment having an acquisition cost of $5,000 or more will be recorded in the Fixed Asset System and tagged with a capital equipment number for tracking purposes. This equipment will be tracked by building and room and depreciated for F&A purposes based on estimated useful life.

Transferring Research Equipment

  • Whenever there is a transfer of a Professor/PI's equipment "to" or "from" Dartmouth (grant or non-grant) please email the Fixed Asset Administrator. This will allow the modification of the inventory database to add/remove the items. Also, if you know of any "loaned" equipment that Dartmouth has or will be receiving, please contact the Fixed Assets Manager. This is for insurance/inventory purposes only.

Forms

Off Campus Equipment Form

Equipment Transfer/Sale/Gift Request Form

Intent to Fabricate Form

Materials Management Disposal Request

Materials Management

If item(s) need to be removed, please email Materials Management with the following information:

  • Building and room # item(s) is/are in
  • Description of item(s)
  • Asset tag # and or serial # if applicable
  • Chart string to charge for removal

Once your request has been processed you will receive an email in response.

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