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How to Handle Inventorial Equipment Acquired as a Loan

Follow the steps on this page to record inventorial equipment you are receiving on loan from another department, UC campus, or outside agency.

Inventorial Equipment has a total acquisition cost of $5,000 or more, 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.

In the right place? If you are loaning inventorial equipment to another department, UC campus, or outside agency, see How to Loan Equipment.

1. Complete the Equipment Inventory Modification Request (EIMR).

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

2. 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.

3. Receive and affix UCID tags, if necessary.

  • If the loan is from an outside agency:
    1. Equipment Management will create UCID tags and forward them to you, along with the Asset Locator Report form.
    2. Affix the tags by placing them on the front surface of the equipment.
    3. Complete and return the Asset Locator Report form to Equipment Management, Mail Code 0953.

Note: If the equipment is on loan from another department or UC campus, it will already have tags affixed to it.

4. Confirm that the equipment has been added to your inventory.

  • Check CAMS to see that the equipment's record has been added to your inventory.
For details on inventorial and non-inventorial equipment, see Equipment Management Basics.
Find answers, request services, or get help from our team at the UC San Diego Services & Support portal or call the Finance Help Line at (858) 246-4237.