Faculty and Staff

How to Handle Inventorial Equipment Acquired as a Gift

Last updated September 7, 2009 8:58:34 PM PDT
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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

  1. 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.
  2. 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.

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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.
    1. If it is rejected, Gifts Processing will notify you that you may not accept the equipment and there are no further steps.
    2. If the gift it is accepted, proceed to Step 2.

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.

3. Confirm that the equipment has been added to your inventory.

  • Check EAMS to see that the equipment's record has been added to your inventory.

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Contact Equipment Management, (858) 534-2847, or Steve Ste. Marie, (858) 534-4638.