REG 07.30.14 – Capital Assets – Home Use of Equipment
Authority: Vice Chancellor for Finance and Administration
History: First Issued: November 1, 2001.
Additional References:
University Controllers Website
Equipment Tracking/Home Use Authorization Form CA-2
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 919/515-2148 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.