UC San Diego SearchMenu

Equipment Management Basics

If you are a property administrator, principal investigator, or department head, you need to know how to properly manage equipment in your department.

UCSD's Campus Asset Management System (CAMS)

Equipment at UCSD is managed through the Campus Asset Management System.  To learn more about CAMS, take advantage of these training opportunities:

Policies

The following policies govern UCSD's management of equipment:

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 CAMS (Campus Asset Management System) and through UCSD’s financial system. All equipment items are either owned by or in the custody of UCSD, and must be non-expendable (can't be used up), stand alone, have a normal useful life of more than one year, and qualify as tangible personal property.
    Note: Firearms, government property, and UCSD vehicles registered with the DMV must be recorded and tracked as inventorial equipment, regardless of cost.
  2. Non-Inventorial equipment/property has an acquisition cost less than $4,999 and must be tracked through the financial system, or the Elective Module (Non-inventorial) in CAMS.
    Note: Non-Inventorial (NI) property transferred to Surplus Sales must be processed through CAMS. Learn how by watching the Surplus Transfer Requests  (STR)  video or by clicking the Help button in CAMS for Tutorial Videos, and selecting "Create Surplus."

Purchasing Inventorial Equipment

Do not purchase Inventorial Equipment using Express Card. Orders for items defined as inventorial equipment must be placed using the iRequest process in Marketplace to ensure proper recording of the asset.

Department responsibilities

  • The head of the department and the principal investigator are ultimately responsible for the care, maintenance, financial records, physical inventory, disposal, and control of equipment.
  • A department's property administrator takes care of the actual identification and tracking of inventorial equipment within the department. If you are a property administrator, please check What Property Administrators Need to Know.

Importance of equipment management

Equipment management is an important function at UCSD because the university must:

  • Report expenditures for equipment to federal, state, and private funding agencies
  • Record the inventory value, including depreciation, of equipment located at UCSD
  • Make records of equipment transactions available to UCSD's auditing agencies.

Equipment Management System

UCSD has developed CAMS, the Campus Asset Management System, which tracks inventorial equipment and runs reports electronically.

This page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/equipmentbasics