Equipment Management Basics

Learn how to properly manage equipment in your department.

UCSD Equipment Types 

1. Inventorial Equipment has a total acquisition cost of $5,000 or more, and must be and must be processed through Oracle FA (Fixed Assets) and tracked in CAMS (Campus Asset Management System). Inventorial equipment funded by a government entity requires contract considerations for inventory control. For a complete listing of definitions for all items the University is required to track, please see the BFB-BUS-29: Management and Control of University Equipment and the property terms of each applicable award.
   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 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. See How to Send Material and Equipment to Surplus Sales on Blink.

Policies and Procedures

The following policies govern UCSD's management of equipment. Review these policies to better understand the functionality of CAMS.

• Business and Finance Bulletin 29 (PDF) Management and Control of University Inventorial Equipment
• Business and Finance Bulletin 38 (PDF) Disposal of Excess Material and Transfer of Federally Funded University-Owned Material (revised Feb. 2, 2011)
• Uniform Guidance 200.313 - Equipment
• Federal Acquisition Regulations (FAR) - 52.245-1 Government Property

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 UC San Diego because the university must meet the following 10 outcomes for property & asset management:

• Acquisition
• Receipt & Identification
• Records
• Physical Inventory
• Subcontract Property
• Reports
• Disposals/Relief of Stewardship
• Utilization
• Maintenance
• Contract Property Closeouts

Purchasing Inventorial Equipment

Find information on purchasing inventorial Equipment.

UC San Diego - Campus Asset Management System (CAMS)

Inventorial Equipment at UC San Diego is tracked through the Campus Asset Management System. It is designed to track and account for property owned by or in the care and custody of UC San Diego. It is the system of record for property control and must sustain regulatory compliance. The system tracks assets throughout its life-cycle. To learn more about CAMS, please contact the Equipment Management Office.

• • Use the Help link in CAMS to learn how to use the system and effectively manage your equipment/property.