Chapter 3337-19 | Policy for Equipment Inventory Control

Rule 3337-19-54 | Equipment Inventory Control.

• Effective: August 28, 2017
• Promulgated Under: 111.15

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/19-054

(A) Overview

This policy establishes a process for the recording, identification, and accountability for:

(1) University owned movable equipment items having a minimum cost of five thousand dollars each and a useful life of over one year. This includes donated items and purchases with university funds, grants or gifts (green tag items);

(2) Sponsor owned equipment (red tag items) in compliance with "Federal Acquisition Regulation" (FAR) and "Uniform Guidance" (UG).

(B) Responsibilities

The responsibility for equipment accountability is assigned to the appropriate administrator (in academic areas this is, typically the department chair; school center or institute director; or dean). In the rest of this policy, "department" will be used to refer to the administrative or academic area of accountability and its responsible leader.

Departments are responsible for certifying the accuracy of equipment inventory records on a biennial basis for green tag items and on an annual basis for red tag items.

It is the responsibility of the division of finance to maintain proper equipment records and to ensure that all items of equipment meeting the criteria in this policy are identified by assigning a tag number.

(C) Departments must report changes in the status of equipment

Changes in the status of equipment must be reported to the division of finance by the department that was accountable for the equipment. The equipment status change form is to be used for this purpose. Status changes are to be reported as they occur.

Examples of status changes:

(1) Stolen

(2) Scrapped (i.e., sent to campus recycling)

(3) Traded in

(4) Returned to vendor

(5) Transferred to another department due to reorganization

(6) Transferred to another responsible person

(7) Relocated to a different room or building

All equipment that is considered surplus is to be disposed of by contacting the moving and surplus department.

(D) Use of equipment off campus

Tagged equipment may be removed from campus only with the permission of the department. Equipment taken off campus must be under the supervision of an employee of the university. The request to take equipment off campus form must be filled out and a copy sent to the division of finance prior to taking equipment off campus, and again when the equipment is returned.

(E) Audits

Equipment inventories will be periodically audited by external auditors, internal auditors and university accounting personnel. Therefore, it is imperative that all transactions affecting movable equipment be properly recorded.

(F) Procedures

The procedures for equipment inventory control are at the following websites:

(1) University owned equipment:

https://www.ohio.edu/finance/equipmentinventory/index.cfm

(2) Sponsor owned equipment:

https://www.ohio.edu/finance/equipmentinventory/eiredtag.cfm

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/19-054.html

Supplemental Information

Authorized By: 3337.01
Amplifies: 3337.01

Rule 3337-19-60 | Export Compliance Policy.

• Effective: August 20, 2024
• Promulgated Under: 111.15

(A) Policy statement

It is the policy of Ohio university that all employees, schools, departments, centers, institutes and divisions must comply with U.S. government export control laws and regulations. No transactions are to be conducted by or on behalf of Ohio university contrary to U.S. export control laws and regulations.

(B) Requirements

Ohio university employees with export responsibilities are required to have a working knowledge of export control laws and regulations, especially those governing their specific job functions, as well as a working knowledge of Ohio university procedures for export compliance.

The primary regulations governing export controls are export administration regulations (EAR) under the jurisdiction of the department of commerce, and international traffic in arms regulations (ITAR), enforced by the department of state. EAR and ITAR, however, are not the only regulations that impact export activity. Employees should review the university's export compliance manual periodically as the myriad of laws and regulations affecting foreign transactions can be complex and penalties for violations can be severe.

The scope of transactions that may be impacted by export control regulations is quite broad and includes more than the transport of tangible items or technology outside the United States. Export control regulations can impact interpersonal relationships within the United States as domestic transfer of technology (EAR) or technical data (ITAR) to foreign nationals can be a "deemed export."

No transactions are to be initiated with individuals on the denied persons lists, special designated nationals or terrorist list, or with any firms owned by or associated with those parties. No exports are to be made to parties on the entity list.

Ohio university employees outside the U.S. cannot re-export any commodity, technology, or software unless appropriate authorization has been obtained. This includes foreign-produced items that are the direct product of U.S. technology and software or foreign-made items that are subject to national security controls of the U.S. as designated by the commerce control list (CCL).

All Ohio university employees involved in or that are about to be involved in exports and re-exports, traffic, and related functions or activities are required to comply with the training requirements and procedures outlined in Ohio university export compliance program and manual maintained by Ohio university's export compliance committee.

(C) Responsibility, sanctions and penalties

All university employees are responsible for complying with U.S. export laws and regulations. Violations of export control laws and regulations can result in severe civil and/or criminal penalties to both the violating employee(s) and the university, as well as any significant administrative penalties.

(D) Reporting, inquiries

Possible violations and questions, including determination if person or entity is on a denied entity list, should be addressed to:

Ohio university export compliance committee at [e-mail].

Last updated August 20, 2024 at 8:20 AM

Supplemental Information

Authorized By: 115.15
Amplifies: 19.060