Fixed Assets & Materials Management

Fixed Asset's primary objective 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

  • On July 1, 2008, the threshold for tracking assets in the College’s fixed assets system changed from $2,500 to $5,000.  This is accompanied by the change in description of a number of Natural Class values used for equipment purchases.  Instead of <$2500 and $2500-$24999, these descriptions will specify <$5000 and $5000-$24999 respectively. 

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

Computer Transfer Policy

Disposal Policy

  • Materials Management's primary objective is to determine the most effective material handling practices for disposal or storage of all college property (excluding Real Estate or hazardous materials) in accordance with the College's Disposal Policy.

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 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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