Recording Assets

All purchased assets valued at $5000 and above (excluding GST), and all leased assets, must be recorded in the University’s asset management system (Archibus).

The asset management system records three types of information on assets:

• Tracking information: location, custodian, faculty, etc.
• Financial information: purchase price, account codes, leased/purchased, insurance value, lease rate.
• Description: make, model, type, manufacturer.

Assets ≥ $5000

Assets valued at $5000 and over (excluding GST) must be recorded in the asset management system.

Assets < $5000

Assets with a cost of between $1000 and $4999 (excluding GST) must be recorded in the asset management system.

Leased assets

All leased items must be recorded in the asset management system regardless of their value.

Recording assets in Archibus

Once a leased or owned asset has been delivered, it must be recorded in Archibus by the nominated asset editor. After the asset has been recorded in Archibus, the asset record must be approved by the nominated asset approver. Contact your local finance manager for information about nominated asset editors and approvers.

Please note: It is important that assets are recorded in Archibus as soon as possible after delivery and prior to month end.