Capital Assets - Home Use of Equipment
REG 07.30.14
Financial Reporting and Accounts Receivables
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Authority: Vice Chancellor for Finance and Business
History: First Issued: November 1, 2001.
Additional References: University Controllers Website
Contact Info: University Controller (919-515-3824)
1. Purpose
This statement explains the procedures for notifying the Capital Assets
Office of University equipment being used at home by faculty/staff employees.
2. General Guidelines
Equipment which is the property of the state or federal government may be
used at home by University faculty/staff employees, provided the following
criteria are met:
2.1. Use of the equipment at home will not interfere with the operational needs
of the college/department.
2.2. Home use is approved by the appropriate Dean/Director/ Department Head.
2.3. The equipment is used only for University business.
3. Procedures
Individuals who receive college/department approval to remove equipment from
the campus for use at home for a period greater than 30 days should complete
NCSU Equipment Tracking Home Use Authorization Form (NCSU
Form CA-2). Form CA-2 must be completed on any piece of equipment that
is taken home regardless of the cost of the equipment or whether the asset
is tagged.
When an employee is approved to use University equipment in his or her home
for a period greater than 30 days, the department should complete the top
half of NCSU Equipment Tracking Home Use Authorization Form (NCSU Form CA-2).
The original should be maintained in the department's files and a copy should
be given to the employee. For those assets
tracked in the University's fixed asset system, the CDS (CAMS Departmental
Systems) should be updated by the department to change the assets condition
to "H" for "Home Use".
Once the equipment has been returned to the University, the department should
complete the bottom half of the original CA-2 Form that was retained in the
departmental files. The completed CA-2 form should then be kept on
file within the department and CDS
(CAMS Departmental Systems) should be updated by the department
to reflect the current condition of the equipment.
If the use of equipment will be less than 30 days, then department will not
be required to complete a CA-2 Form. However, department should keep an internal
record of equipment that has been approved for use off-campus for less than
30 days. This record should include a description of the equipment, the CAMS
Tag number, or serial number if the equipment is not inventoried, the individual's
name using the equipment, where the equipment is being used, and the expected
return date.
Departments should verify the status of home use assets during the annual
physical inventory.
4.
Form
Form CA-2 may be obtained from the Capital Assets Office at 515-2148 or download
from the web. The form may be copied for use by colleges/departments.
5. Instructions for Completion of Form
5.1. NCSU Equipment Tracking Home Use Authorization Form (NCSU Form CA-2)
5.1.1. Enter name of department and departmental OUC.
5.1.2. Print name of person using equipment and his/her work phone number.
5.1.3. Enter description of equipment to be used at home and the CAMS tag number.
5.1.4. Enter justification for home use.
5.1.5. Enter date equipment will be returned. If it is necessary to retain the
equipment beyond the initial return date, a renewal of the form can be made
by striking through the original date of return and entering a revised return
date. The responsible person and the dean/department head should initial
the change.
5.1.6. Annual Authorization: Departments should verify the status of home use
assets during the annual physical inventory. Verification can be documented
by having the user initial next to the home use asset on the department's
inventory list.
5.1.7. Other: Use to document special circumstances.
5.1.8. Enter signatures of person using equipment and Dean/Director/Department
Head.
