---
title: "Managing Gifts of Equipment"
canonical: "https://kb.uconn.edu/space/FPB/10890772835/Managing%20Gifts%20of%20Equipment"
format: markdown
---
Staff can create an asset for gifts of equipment through Kuali Financials (KFS). 

1. Navigate to the **Assets** page.
2. Click on **Asset Global (add)**.  
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3. <span style="color: #000000">You will be prompted to enter the Acquisition Type Code. To create an asset for Gifts, enter </span><span style="color: #000000">*H*</span><span style="color: #000000">.</span>
4. Click **Search**.   
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5. In the search results, click on the** Return Value **link. You will be directed to the main screen for the **Asset Global **document.
6. In the **Document Overview **tab, enter a description of the document (e.g., *Adding a Gift*). Optionally, you may also enter an explanation and/or a PO # in the **Organization Document Number** field.
7. The Asset Acquisition Type tab is automatically filled out for you and simply shows that you have chosen *H *for Gifts. You can hide this tab.
8. <span style="color: #000000">In the Asset Detail Information tab, fill out all required fields (listed below). Most of these fields are denoted with an asterisk (</span><span style="color: #000000">*****</span><span style="color: #000000">). </span>
  - For this tab, the following fields are required:
    - **Organization Owner Chart of Accounts Code**: For this field, you will almost always enter *UC*.
    - **Organization Owner Account Number**: Enter your departmental account number.
    - **Asset Status Code**: Enter *N* for non-capital or *A* for capital.
    - **Asset Condition**: Select the condition of the asset.
    - **Asset Description**: Give a description of the asset (ex. Laptop Computer).
    - **Asset Type Code:** Select the appropriate category for the asset.
    - **Vendor Name:** Enter the vendor name.
    - **Manufacturer:** Enter the manufacturer name.
    - **Create Date:** This will automatically be filled in with the current date, but you can change it.
  - Other fields in this tab that you might wish to fill out but are not required are:
    - **Owner:** This will almost always be UConn.
    - **Model: **Give the model of the asset.
    - **Organization Text: **Record any pertinent notes about the asset.
  - The In-Service Date and Depreciation Date fields are not applicable to non-capital assets. You will not be able to edit these fields.   
:warning: Note: Even though they do not have asterisks, **Vendor** and **Manufacturer** are also required fields.
9. <span style="color: #000000">Complete all required fields on the </span><span style="color: #000000">**Location**</span><span style="color: #000000"> tab. </span>
  - <span style="color: #000000">The following fields are required: </span>
    - **Campus**: Enter your campus code (e.g., 01 = Storrs campus, 02 = Hartford campus, etc.).
    - **Building Code**: Enter the code for the building where the asset is located.
    - **Building Room Number**: Enter the number for the room in which the asset is located.
    - **Quantity of Assets To Be Created**: Enter the number of identical assets you are creating.   
:warning: Note: <span style="color: #000000">This number is usually 1. However, if you, for example, have 6 Dell laptops with the same model number, you would type in 6. In the boxes that appear below, you would type in each individual serial number.  </span>
10. If the asset you are creating will be kept off campus, complete the off-campus location information fields.
11. Once you have filled in all required fields, click **ADD **at the bottom of the tab.
12. New fields will appear. The bottom field will have an asset number already filled in. Enter additional information into this field specifically.  
:warning: Note: <span style="color: #000000">If you type into the </span><span style="color: #000000">**New Asset Unique Information**</span><span style="color: #000000"> field, you will be creating an additional asset.</span>
  - <span style="color: #000000">To add the new asset, click </span><span style="color: #000000">**ADD**</span><span style="color: #000000">.</span>
  - <span style="color: #000000">To delete an asset you have created, click </span><span style="color: #000000">**DELETE **</span><span style="color: #000000">at the bottom of the field(s) that contain an asset number.</span>
13. <span style="color: #000000">Complete the </span><span style="color: #000000">**New Asset Payment**</span><span style="color: #000000"> section. </span>
  1. <span style="color: #000000">For this tab, the following fields are required:  </span>
    - **Chart Code**: Always enter *UC*.
    - **Account Number (Payment): **Always enter *9077002*.
    - **Object Code**: Enter the same equipment object code as if for purchasing.
    - **Amount**
14. <span style="color: #000000">After you have filled in the required fields, click </span><span style="color: #000000">**ADD**</span><span style="color: #000000">. </span>  
:warning: <span style="color: #000000">Note: Do not attach IRS Form #8283 (Non-Cash Charitable Contribution) to the eDoc. The signed form must be mailed to the Tax Office for processing. </span>
15. <span style="color: #000000">When you are finished adding assets and have added all the information necessary, click </span><span style="color: #000000">**Submit **</span><span style="color: #000000">at the bottom of the page. Your document will be routed through your Fiscal Officer and Inventory Control Manager. </span>

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