Frequently Asked Questions

Q: What is Capital and Fixed Asset?

A: Capital asset, are inventoried items which have a single item purchase value of Dhs.3000/- or more.  Fixed asset are moveable items with a value below Dhs.3000/- but have an expected service life exceeding three years plus items that are classified as attractive and listed in Capital and Fixed Asset Category List.

Q: How can I identify an item as an Asset?

A: To individually identify and control the movement, each Asset is given a unique 9 digit AUS barcode number starting with T. The barcode inventory tag is visibly affixed to the property or equipment.

Q: How can I verify asset records?

A: click BANNER on line https://banner.aus.edu to view individual asset holding.

Q: What shall I do if I want to re-locate or transfer asset within or outside my department?

A: An Asset location changing form has to be filled out and forwarded to Asset Controller (ext: 2048) in MB#19A, Main Building,  on the same day of movement. University property may be transferred from one department to another within the university by the agreement of both departments.  In all instances the giving department must inform the Asset Controller of the change by submitting a "Change of Location Form". The new location will then be updated in the asset records and depreciation will be charged to the receiving department from that date.

Q: How can we dispose obsolete asset?

A: Departments may declare surplus assets for disposal by filling out an "Asset Declaration" form for Disposal and forward the completed form to Logistics.  Logistics, in coordination with the holding department, will collect the items to be stored in disposal store or holding area and later on for disposal internally or externally, as per the disposal policy and procedures. Direct departmental sale of university property is prohibited. Contact ext: 2048.

Q: How can I order store items?

A: Logistics maintain different stores; see store items online

One can place the order only through the BANNER system.  Stationery, pantry items, office supplies and the like for faculty and staff uses are available from our stationary store. All orders other than Stationery items are called non-store items and can be placed through the purchase order procedure. 

Q: When can we expect delivery of ordered items?

A: We have delivery standards; for delivery schedule please see link Customer Services . The Delivery-In-Charge can be reached at ext: 2033, or contact the concerned Store Keeper.

Q: How about additional items on my existing order?

A: Stores will entertain additional items on existing order. Consent with written approval from the department head of the user is required.  The order will again be processed through Banner.

Q: I would like to know the status of my order.

A: Orders sent and processed through Banner require approval of the department head concerned. Requisition reflecting 'C' (complete) status is pending and should read 'A' (approved) before Stores can proceed with the issuance. Users need to check with their respective approving authority to release 'C' into 'A' status. Contact ext: 2043.

Q: What happened to balance of my order? I received partial quantity only.

A: Partial quantity of the order will be delivered, when stock on hand is insufficient. The balance quantity is put on backorder. As soon as the stock is replenished, the remaining quantity is fulfilled.  This may happen during peak ordering for some items, where Stores have to maintain stock on hand at all times to serve other requests. Contact Stores Controller at ext: 2043.

Q: What shall I do when receiving an item?

A: Check the quantity of the item, description, packaging, expiry date (whenever applicable), condition of the goods, in accordance with the order. Printed name and signature including employee ID are required on the Store's Receiving or Issuance Voucher upon delivery of the item. Immediately call the issuing store or Central Receiving (for non-store), should there be any shortage, damage, questions or clarifications relating to condition of the item upon receipt.

Q: How to address package?

A: Reflect the following

Shipping Address:
American University of Sharjah
P.O. Box 26666 Stores Central Receiving
Sharjah , United Arab Emirates

Attention: Name (Department)

Q: What delivery documents and details are required?

A: Supplier’s or vendor’s Delivery Order (DO) or Packing List/Note. AUS Purchase Order (PO) reference is required on these documents, including brief description of the items stating make, model, quantity, weight and dimension in conformance to PO requirements.

Email dfermazi@aus.edu for clarifications, complaints, suggestions and inputs.