12.1.7 Affix Property Labels

Policy Statement

The University of Illinois System complies with the Illinois State Property Control Act (30 ILCS 605), which requires all system-owned property to display ownership information (state, sponsor, or individual). PTag numbers are assigned by University Property Accounting and Reporting (UPAR) for all equipment valued at $2,500 or more and for vehicles and firearms regardless of value. All property $100 and over in value that belongs to the system must have a "University of Illinois, State of Illinois" label on it.

Reason for the Policy

State regulations require all system equipment be labeled as State of Illinois/University of Illinois System ownership and unique labels assigned to tracked equipment. Non-compliance to appropriate labelling and tagging of equipment results in confusion over ownership and inventory status of the equipment item and likely results in negative audit findings to the system.

Applicability of the Policy

All system moveable equipment.

Procedure

Affix a PTag number label for:

• Any item purchased after January 1, 2023, that is valued at $2,500 or more
• All vehicles and firearms regardless of value

Affix an unnumbered "State of Illinois" label:

• Any item purchased after January 1, 2023 that is valued at less than $2,500

Non-system owners of personal property should clearly identify it as such. Do not assign a system PTag number to personal property brought onto the system premises and owned by faculty, staff, or any third parties.

System units must not use the system PTag number label for any items not tracked on the system inventory in Banner. See additional resources at the bottom of this policy for guidance regarding equipment not tracked in the system equipment inventory.

To affix property labels to the system property:

Affix the labels to equipment ensuring that the text remains legible without defacing the equipment. Label placement may vary depending on the type of equipment and its use. Follow the general guidelines below.

Place the label:

• On a permanent part of the equipment. Each major component of valuable scientific or technical apparatus must carry the PTag number label.
• Where it receives the least damage and wear, yet is easily seen.
• Whenever possible, on the lower right hand corner.

Do not place the label:

• On ornamentation, cornices, or curved surfaces of molding or in any manner that adversely affects the aesthetic appearance of the equipment.
• Where it interferes with the free use or repair of the equipment.

If wear, chemicals, sterilization, heat, or other processes could deface the label or the label would interfere with the use of the equipment, use an alternative method such as stencils, contrasting paints, electric markers, stamping, etc.

If labeling or marking is impossible, retain photographs of the object with any unique identifying information (serial number, measurements, maker's mark, etc.) in a secure location with the PTag number label.

Sponsor-Titled Equipment

If a sponsor has retained title to the equipment, or the equipment is on loan to the system from outside agencies, contact the appropriate university sponsored programs office. That office will provide numbered property control labels designed for use with equipment that is not owned by the system or the state. Use the steps above to affix them to the property.

If the title is transferred from another institution or sponsoring agency, the appropriate university sponsored programs office will provide instructions to remove or obliterate the labels of the previous owner and affix new ones.