Approved: April 13, 2026
Monitor: President
This policy provides guidelines and procedures to assure that University personal property is used only for the educational, research or public service purposes of the University and in accordance with the requirements of the State Property Control Act and other applicable laws and regulations governing State property.
Property belonging to Eastern Illinois University is state-owned property and, as provided under the State Property Control Act, is subject to the regulations of the Department of Central Management Services (CMS) as administrator of the Act. These regulations are codified in Section 5010 of the Illinois Administrative Code. The President of the University is accountable to CMS for the supervision, control, and inventory of all personal property in the custody of Eastern Illinois University. These custodianship duties and responsibilities are delegated as outlined below.
The Vice President for Business Affairs has been delegated the authority to develop and issue necessary procedures and to provide general supervision of the property control function. The Business Office is primarily responsible for the maintenance of property control records, identification of equipment by department and location, overseeing the annual equipment inventory, and the annual equipment inventory reporting to CMS. Facilities Planning and Management is responsible for the moving, holding of surplus equipment, and disposal of equipment.
The private use of University property is not permitted except as may be provided for in certain Board of Trustees employer-employee contractual arrangements. No one connected with the University in any capacity may use any University property for any personal purposes. It is a misuse of University property to:
Financial managers/custodians are delegated the responsibility of maintaining proper accountability and control of the equipment within their jurisdiction. Financial managers/custodians shall have the following specific responsibilities regarding University equipment:
An item that costs $100.01 or greater and has a useful life of one year or longer is considered equipment. Equipment costing between $100.01 and $2,499.99 and not considered a high theft item is tagged with a blue tag, provided by the Business Office, marking it as property of Eastern Illinois University.
Equipment that costs $2,500.00 or greater and equipment that is considered a high theft item are tagged with a pre-numbered RFID tag, provided by the Business Office, with records maintained in the University's fixed assets system. These items are added to the fixed asset system after payment, procurement card posting, gift processing, department request, or transfer.
Departments are responsible for providing information to complete property control records.
Equipment purchased with grant funds will follow the applicable federal regulations and approved grant documents.
Certain types of equipment are considered by the University to be high theft items. These items are tagged regardless of cost. These include:
An item on a department's inventory may be moved by following these steps:
University property may be temporarily removed when it advances University programs. The assigned party is responsible for any damage or loss.
When an item is no longer needed, it must be removed from inventory through the online Moving Request form. Disposal requires prior approval.
Items may be cannibalized or traded in only after CMS approval and proper documentation.
All property valued at $2,500 or more, or considered high theft, must have an RFID tag. Items between $100.01 and $2,499.99 use blue tags. Departments must maintain controls over these items.
Lost tags must be replaced through the Business Office.
An annual inventory is required by CMS. The process includes verification, reporting discrepancies, and submission of certification.
If property is stolen:
Failure to comply may result in escalation to leadership and potential cost recovery from the responsible department.