Administrative Procedure 8.524 Administrative Procedure 8.524

Property and Equipment Maintenance

Administrative Procedure Chapter 8, Business and Finance
Administrative Procedure AP 8.524, Property and Equipment Maintenance
Effective Date:      March 2016
Prior Dates Amended:  None.  This is a new procedure that replaces AP 8.513 and
AP 8.533.    
Responsible Office: Office of the Vice President for Budget and Finance/Chief Financial Officer
Governing Board and/or Executive Policy: EP 1.102, Authority to Manage and Control the Operations of the Campus  
Review Date:  March 2019

To provide uniform guidelines and procedures for the proper care and maintenance of equipment and controlled property accountable to the University of Hawai‘i (University).

No policy specific or unique definitions apply.

A.  General

    1.  The University acquires significant amounts of equipment and non-expendable personal property every year through purchases, loans, sponsor transfers, gifts, and other means. 

    2.  The University is responsible for the proper care and maintenance of University, agency, and federally-owned equipment in accordance with sound management practices, applicable federal regulations, related property control manuals of the funding agencies, or the provisions of contracts and grants. 

    3.  Regular inspection and maintenance of equipment and controlled property ultimately reduces costs, maximizes the useful life of equipment and controlled property and demonstrates the University’s commitment to proper stewardship of its assets. 

    4.  The period of these responsibilities spans from the receipt of the property until the University is properly relieved of its accountability for the equipment and controlled property.

B.  Responsibilities

    1.  Custodial department heads are responsible for establishing a maintenance program for University, agency, and federally-owned equipment and controlled property as required. 

    2.  It is the responsibility of the principal investigator/asset representative to ensure that the maintenance program is carried out for equipment and controlled property in their possession and control. 

    3.  Periodic reviews of records and procedures should be undertaken by the aforementioned individuals to determine if compliance and needs are being met as follows:

        a.  Preventive maintenance such as cleaning, lubricating, inspecting working parts and wiring, and calibration should be performed when required or needed;

        b.  Reasonable inspection schedules for maintenance should be devised based on manufacturer’s specifications, or other qualified sources of information;

        c.  The need for maintenance contracts/agreements should be evaluated;

        d.  Records of maintenance or calibration events should be maintained by the department throughout the life of the asset.  A record of maintenance costs should be maintained as required to disclose maintenance/repair actions taken and to assist in determining the economical usefulness of the equipment. 

        e.  Federally-owned equipment that becomes too costly to maintain should be reported to Federal Administrative Contracting Officer via the department’s fiscal office and the Property and Fund Management Office.

There is no administrative specific delegation of authority.

Property & Fund Management Office, 956-8735, or pfmo@hawaii.edu
Website:  http://www.fmo.hawaii.edu/capital_assets/index.html

    A. Link to superseded Executive Policies in old format https://www.hawaii.edu/policy/archives/ep/
    B. Link to Administrative Procedures in old format https://www.hawaii.edu/policy/archives/apm/sysap.php

None

    Vice President for Budget and Finance/Chief Financial Officer