Finance Office

Equipment & inventory

Request, test, and track equipment such as mobile devices and capital assets

Need help?
Email us for assistance with equipment or its transport.

Capital assets

Indiana University defines capital assets as equipment that has:

  • Acquisition value of at least $5,000
  • Useful life expectancy of one year or greater

All capital assets must be tagged with a yellow IU inventory tag upon receipt. 

Any time a capital asset is moved, sold, traded, repurposed, or discarded, the asset must be updated within the timeframe required by University Policy. In such cases, please contact the UITS Capital Asset Coordinator immediately via email or phone at (812) 855-2881.

Use the capital asset lookup and notification system to research your department's items. If you believe you are using a capital item without a yellow IU tag, please contact us for help with verification.

Equipment loans & returns

When taking IU-owned equipment off premises, employees must complete an equipment loan form. This document must then be approved by your division head prior to removing the equipment from campus. Upon return, staff members must also complete an equipment return form.

  • Loan permits are valid for two years
  • New forms must be completed and approved for equipment not returned within the two-year period

IT testing of mobile devices

Some staff members must use mobile devices for business purposes. In those cases, employees should continually test mobile devices to ensure fully functioning, safe, and secure integration with UITS technology.

When testing these devices, UITS staff are exempt from the IU mobile devices and Internet access policy I-480. Instead, staff can follow the following procedure for acquiring testing devices:

  1. Submit proposal to the Associate Vice President (AVP) of the business unit and include:
    • Test purpose
    • Test duration
    • Contact person for test device(s)
  2. If approved at the AVP level, forward the proposal to the UITS Fiscal Officer
  3. Each year, the Vice President for Information Technology (VPIT) and the Fiscal Officer must  approve the issuance of testing devices before the device is purchased
  4. After VPIT approval, forward the email to the UITS Finance Office
  5. Contact commreq@indiana.edu to set up service and order equipment

Note: Do not use a procurement card to purchase equipment or set up service without advance approval from the UITS Finance Office.

If the test has finished, the device can be transferred to a staff member for business use. This individual can apply for supplemental pay to cover service use.

All exceptions to policy must be approved by the Vice President of Information Technology. The Finance Office also must conduct an annual review of the business purposes and associated costs for test devices.

Our locations

IU Bloomington
Data Center Dock
(812) 855-2881

IUPUI
ICTC Receiving Room
(317) 278-3338

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