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​Duties of Equipment Custodians


Controls, maintains and monitors inventorial equipment. The equipment custodian is appointed by his or her department to monitor inventorial equipment during the life cycle of the capital asset.

Locates and tags new equipment with barcodes. The equipment custodian is the contact person for the department. When new equipment is added to the department's inventory, the Equipment Management department creates an equipment verification form which is forwarded to the equipment custodian with purchase order data and the new barcode label. The equipment custodian locates the new equipment, verifies the information on the equipment verification form, attaches the barcode label to the new piece of equipment, and returns the updated equipment verification form to Equipment Management.

Processes inventories. The equipment custodian performs inventories by physically locating the equipment. There are two types of inventories: regular physical inventories and sample audit inventories.

Records and reports changes in equipment. The equipment custodian creates an Equipment Inventory Modification Request EIMR to record changes to equipment data as the result of inventories or sample audits.

Records and reports equipment transfers and disposition transactions. The equipment custodian processes Equipment Inventory Modification Request (EIMR) forms, reporting equipment transfers and disposition transactions.

Control of agency equipment. The equipment custodian coordinates with Managing Equipment to tag new agency equipment and record the initial property records. The equipment custodian coordinates any change in activity for agency equipment with Equipment Management and obtains the sponsor's prior approval for any disposition or transfer action.

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