A tag number is required in Buy-to-Pay for transactions coded to fabrication object codes 6811/6812; the asset tag number, assigned upon submission of a Fabrication/System Request form, should be entered into the asset tag field in Buy-to-Pay and fabrication transactions should not be approved without a tag number present. 

A tag number is not required for transactions coded to stand-alone equipment object codes (6801-6810, 6813-6816). Tag numbers are not assigned until the stand-alone equipment/software/computer/vehicle have arrived on campus and the invoice has been submitted. 

**Keep in mind: stand-alone purchases that will be paid for in installments should be coded as a fabrication and will therefore require a tag number at time of purchase. See this FAQ for more information. 

Have a special circumstance (i.e. stand-alone equipment is being delivered offsite to a collaborator, stand-alone equipment becoming the basis of a fabrication, etc.)? Let the Science Equipment Admin Team know and they’ll be happy to advise on a case-by-case basis. 

When creating a new fabrication, you will need to submit a Fabrication and System Request Form to the FAS Division of Science Capital Assets Team at sciequip@fas.harvard.edu or 52 Oxford Street, NWL B227, Cambridge, MA 02138. The form will need to include the 33-digit coding to which the fabrication will be charged and should also include a quote/invoice for the item(s). 

COVID update (updated 09/28/2020) : right now the physical tagging process is not taking place. When the Capital Equipment team sees a purchase come through they will reach out to the lab to get as much information on the items as possible (make, model, serial, description and location) but they are not tagging things at the moment.

A member of the FAS/SEAS Capital Assets Team will need to come by to tag the equipment with a Harvard equipment tag and collect equipment details such as model and serial number.

Please use their bookings page to register for a tagging appointment. If this equipment has not yet arrived or will remain crated for more than two weeks, please let them know as soon as possible. 

If items cannot be physically tagged (e.g., too small, temperature-sensitive), or where the tag would interfere with use or operation, schools and units must complete and upload the Untaggable Asset Item Form into Oracle Assets. Contact far_fixed_assets@harvard.edu with questions regarding this form.

An Offsite Equipment Notification Form must be submitted to the area manager or finance office for any equipment that is

1. moved from its recorded location to other locations within Harvard for a period longer than 30 days, OR
2. moving to a location outside of Harvard premises, (e.g., a collaborating institution or a field research site), OR
3. for any government-titled property moving offsite regardless of the duration of removal from its recorded location.

Please use the Disposal Request Form to let our office know what you’d like to get rid of and why. Typically, disposals of fully-depreciated, University-funded equipment are approved immediately. Equipment purchased on sponsored funds may need to be reviewed by the Office for Sponsored Programs and/or FAS Research Administration Services to determine if prior sponsor approval is needed. Please let us know before you throw something away so we can find a solution that works for you and adheres to any regulations the equipment may have.