Faculty and Staff

How to Handle Inventorial Equipment as a Trade-In

Last updated October 27, 2009 10:31:42 AM PDT
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Follow the steps on this page if UC has title to a piece of inventorial equipment in your department and you would like to use the equipment as a trade-in when you purchase new equipment.

UCSD has 2 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. 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 used as a trade-in. 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 used as a trade-in. 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 a High Value Purchase Requisition for the new equipment you want to purchase.

  • Access FinancialLink to complete your High Value Purchase Requisition.
  • Include the UCID number of the equipment you are trading in.
  • Include the dollar value of the trade-in allowance in the description of the item on the request.

Note: You must have a have a Single Sign-On account and be authorized to complete purchase requisitions. If you need authorization, see How to Get Access to UCSD Business Systems.

3. Arrange for the trade-in equipment to be picked up or shipped.

  • Arrange with the vendor for pickup
    or
  • Contact Shipping and Receiving at (858) 534-7467 to arrange to have the equipment shipped to the vendor.

4. Confirm that the equipment has been removed from your inventory.

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

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