The University of ArizonaThe University of Arizona
Financial Policies & ProceduresFinancial Policies & Procedures
 

10.10 Maintenance of Capital Equipment

PURPOSE:

To provide for the establishment and maintenance of a program for the maintenance, repair and preservation of University and sponsor, including government, owned equipment.

 

AUTHORITY:  

Powers and duties of the University President, ABOR Policy 3-801 and 3-802

Authority below applies ONLY to Federal Property (acquisition dollars or title):

  • 48 Code of Federal Regulations (CFR) Part 45
  • 2 Code of Federal Regulations (CFR) Part 200 (“Uniform Guidance”)

POLICY:

The University is responsible for the maintenance, repair and care-in-use of all capital equipment in its possession, including government and other sponsor titled equipment held by the University, in order that the most useful life is obtained.

Capital equipment is to be maintained and used in accordance with sound industrial practice, manufacturer's recommendation, terms of the sponsor award, government instructions, technical manual/publications, and safety.

Records of maintenance performed should be maintained for each item of capital equipment.

PROCEDURE:

RESPONSIBILITY

ACTION

CUSTODIAL DEPARTMENT

  1. Establish and maintain practices for the maintenance of equipment to include preventive maintenance and corrective repair.
  2. Preventative maintenance shall be a systematic first level program of care to include inspection, lubrication, adjustment, calibration, and cleaning, as prescribed in the operating manual, as well as normal parts replacement to prevent excessive ware, malfunction or breakdown.
  3. Capital level rehabilitation or major maintenance outside normal repairs of sponsor/government property must first be approved in writing by the sponsor/government contracting officer.
  4. Capital equipment should be maintained and repaired by qualified University departmental personnel or outside vendors.
  5. Establish and maintain practices for preservation of capital equipment by educating operating staff in the proper care in the use of capital equipment, including supplying operating instructions, manuals and materials safety data sheets.
  6. Establish and maintain practices for the preservation of capital equipment by maintaining a copy of licenses or documentation of satisfactory completion of training of operating staff in the proper care in the use of capital equipment, where required by the manufacturer, regulation or law.
  7. Maintain a record of maintenance on capital equipment for which there is custodial responsibility. Departments will keep whatever records they deem necessary to provide confirmation that the equipment is being maintained.
  8. The custodial department shall indicate the condition of the equipment in the biennial or special property inventories.
  9. Movement of capital equipment to temporary storage does not relieve the custodial department of the responsibility to maintain and preserve the equipment.