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How to Handle Inventorial Equipment Acquired as a Gift
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Summary: If you are receiving inventorial equipment as a gift, it must be accepted by External Relations/ Gifts Processing before you add it to your equipment inventory.
UCSD has two types of equipment:
- Inventorial equipment has an acquisition cost of $5,000 or more and must be tracked as property through EAMS (Equipment Asset Management System) and through UCSD’s financial system.
- Non-inventorial equipment has an acquisition cost of $1,500-$4,999 and must be tracked only through the financial system, not through EAMS.
For more information on inventorial equipment, see Equipment Management Basics. |
| What to do |
How to do it |
| 1 |
Complete a Gift Acceptance Form. |
- Go to the Gifts Processing Web site to obtain a copy of the form.
- Mail the completed and signed form with any accompanying documents to UCSD Gift Processing, Mail Code 0940.
- Gift Processing either accepts or rejects the gift.
- If it is rejected, Gifts Processing will notify you that you may not accept the equipment and there are no further steps.
- If the gift it is accepted, proceed to Step 2.
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| 2 |
Receive and affix UCID tags. |
- Equipment Management will create UCID tags and forward them to you, along with the Asset Locator Report form.
- Affix the tags by placing them on the front surface of the equipment.
- Complete and return the Asset Locator Report form to Equipment Management, Mail Code 0953.
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| 3 |
Confirm that the equipment has been added to your inventory.
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- Check EAMS to see that the equipment's record has been added to your inventory.
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Questions? Contact Bessie Douglas, (858) 534-2847, or Steve Ste. Marie, (858) 534-4638. |
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