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How to Do an Equipment Inventory

Last updated March 30, 2011 4:25:26 PM PDT
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Follow the steps on this page when Equipment Management initiates an inventory in your department. The University requires a physical inventory of equipment every 2 years.

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 inventorial equipment, see Equipment Management Basics.

Note: You can request a complete equipment inventory list at any time by accessing CAMS.

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1. Review the inventory list that you receive from Equipment Management.

  • Confirm that the list is for your department. If it is not, return the list to Equipment Management, Mail Code 0953.

2. Complete the inventory.

  • Physically locate and view each piece of equipment listed on the inventory.
  • Confirm the UCID number, description, building and room number, serial number, and title.
  • Note any changes/ discrepancies directly on the inventory sheet.
  • If you have disposed of a piece of equipment through any means other than UCSD Surplus Sales and have not completed an Transfer to Suplus Sales (STR), complete one now.

Note: Equipment Management will loan scanners to each department on a rotating basis. More information will be provided during the inventory process.

3. Make the changes in CAMS.

  • Access CAMS.
  • Equipment Management will verify your changes manually and by syncing the scanners to CAMS.

4. Notify Equipment Management that you have completed the inventory.

Note: In addition to University-required inventories, Equipment Management performs random audits of your inventory by visiting your department and viewing equipment. If your department is chosen for an audit, Equipment Management will notify you in advance.

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Contact Equipment Management, (858) 534-6163, or Steve Ste. Marie, (858) 534-4638.
Note: This page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/inventory