Faculty and Staff

How to Loan Inventorial Equipment

Last updated September 7, 2009 8:58:39 PM PDT
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Follow the steps on this page to complete the proper documentation when you loan inventorial equipment to another department, person, or outside agency.

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.

In the right place? When you loan inventorial equipment, custody of the equipment stays with your department. If you want custody to change to the receiving department, see How to Transfer Equipment.

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1. Determine who has title to the inventorial equipment.

  • Check the tags on the inventorial equipment if possible.
    1. If you see two equipment tags (UCID and government) the equipment may NOT be loaned. Contact Equipment Management at (858) 534-2847 for instructions on how to proceed.
    2. If you see only one tag (UCID), go to step 2.
      or
  • Check EAMS.
    1. If EAMS has an F in the Title Indicator section, the equipment belongs to the federal government and may NOT be loaned. Contact Equipment Management at (858) 534-2847 for instructions on how to proceed.
    2. If EAMS has a U in the Title Indicator field, the equipment belongs to the University. Go to step 2.

2. Complete the EIMR.

  • Download the EIMR (PDF).
  • Check the LOAN box in the Transaction Type section of the Complete the FROM and TO sections, and the Equipment Identification Section.
  • Have the EIMR signed by both the loaning and accepting parties.

3. Send the EIMR to Equipment Management.

  • Send the original and a copy of the EIMR to Equipment Management, Mail Code 0953, or via U.S. mail to: UCSD Equipment Management, 9500 Gilman Drive – 0953, La Jolla, CA 92093-0953.

Note: Be sure both the loaning and accepting parties have signed the EIMR.

4. Confirm that the loan has been recorded.

  • Equipment Management will sign and return a copy of the EIMR to you.
  • If you do not receive the signed copy of the EIMR within 10 days, contact Equipment Management at (858) 534-2847.

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