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How to Handle a Fabrication of Inventorial Equipment

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Follow the steps on this page to handle your fabrication from beginning to close-out.

Inventorial equipment has an acquisition cost of $5,000 or more and must be tracked as property through CAMS (Campus Asset Management System) and through UCSD's financial system.

For more information on equipment, see Equipment Management Basics.

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1. Make sure the inventorial equipment is a fabrication.

Fabricated equipment ("fab") is defined as an item of equipment that is built or assembled in its original form from individual parts by or for University personnel under a sponsored project. Simply adding a few parts to an item does not make it a fabrication.

Standard items that are altered or customized to make them more usable on a sponsored project do not qualify as fabricated property. Using and/or connecting multiple stand alone items to accomplish a research project does not constitute fabrication.

Fabs must meet all of the following:

  • Is free-standing and moveable
  • Be built in-house, i.e., not by a non-UC entity
  • Upon completion, item will be placed into service for one year or longer and will remain at UC
  • UC will retain title and finished product will be a one-of-a-kind item
  • Not be available on open market
  • Parts will be purchased from multiple vendors and/or via multiple purchase orders
  • Is expected to be used by the University upon completion

Consult the UC Business and Finance Bulletin Number BUS-29, page 7, for more detailed information about fabrications. For information on accounting for fabrications, see the UC Accounting Manual, section P-415-32.

2. Submit the Fabrication Request form.

  • Download and complete the Fabrication Request form (Word file), (PDF).
  • Send the form to Equipment Management, Mail Code 0953.
  • Equipment Management will assign a fabrication number and notify you.

Note: If you cancel the fabrication after you have received the number, e-mail the FAB number and update details to Equipment Management with the subject line, "FAB Update Request".

3. Purchase the components of the fabrication.

  • For component parts with a value of less than $2,500, use a Department Order or the Express Card:
    • For Department Orders:
      1. Access FinancialLink to initiate an order.
      2. Be sure to include the fabrication number (see Step 2c) in the body of the Department Order.
      3. Assign commodity code F0101 or F0103 for Department Order. The correct account code will default.
    • For Express Card transactions:
      1. Read more about using the Express Card for purchases of fabrication components.
      2. Charge the component parts to account code 649610 or 649611.
      3. Note the fabrication number in the notes section of EC Manager.
  • For component parts with a value of more than $2,500, prepare a purchase order:
    1. Access FinancialLink to complete a High Value Purchase Requisition.
    2. Be sure to include the fabrication number (see step 2c) on each requisition.
  • For recharges:
    1. When you receive the recharge information, e-mail the FAB number and update details to Equipment Management with the subject line, "FAB Update Request".
  • Repeat the above steps until the fabrication is complete.

Note: You must have a valid Business Systems account and password and be authorized to complete Department Orders, Express Card redistribution, and purchase requisitions.

4. Close out the fabrication.

  • E-mail the close out details and operating ledger detail to Equipment Management with the subject line, "FAB Close Out Report".
  • If your create a paper report, send it to Equipment Management, Mail Code 0953.
  • Equipment Management will assign a UCID number and notify you, or you can find the number through CAMS.

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