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How to Complete Equipment Transfers

If you are receiving inventorial equipment that is being transferred from another department, from another UC campus or from an outside agency (permanently or temporarily), please read and follow the steps below.

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

Policies

The following policies govern UCSD's management of equipment:

Campus Asset Management System (CAMS):  UC San Diego's Inventorial Equipment Tracking System

Inventorial Equipment at UC San Diego is managed and tracked through the Campus Asset Management System (CAMS). The system allows campus users to transfer equipment between departments by Financial Unit (Inter-Departmental Transfer) receive equipment from another department, campus or outside agency, and process the disposal of equipment. It is important to understand the difference between Transfser and Disposal as they are used interchangeably at times.

  1. Transfers:  A Surplus Transfer or Inter-Departmental Transfer. Both are processed from within CAMS. The process requires a sender, approver, and receiver, and it means you are transferring the custody of the equipment from one department to another department.There are basically four types of Transfers at UC San Diego, and it may or may not have a cost associated with it.
    1. Surplus Transfers: Is a request sent to Surplus Sales through CAMS to pick up the equipment from a specific location in order to sell ordispose of it for you in accordance to UC policy.
    2. Inter-Departmental Transfers:  Is a transfer in CAMS between two departments that agree there is more value for another department or PI to use the equiopment, and the receiving department accepts the custody of the equipment.
    3. Inter-Campus Transfers: Is a transfer of equipment from one UC campus to another. These are proessed in CAMS as either an acquisition (transfer from), or a disposal (transfer to) using an Equipment Inventory Modification Request (EIMR). This requires communication between the two universities at the department level and the Equipment Management offices. Contact our office whenever you send or receive equipment between campuses.
    4. Transfers Outside UC: These types of transfers can be either an acquisition or disposal. This requires communication from both entities at the department level and the Equipment Management office. Please contact our office for assistance with these transactions.

Disposals are proceed in CAMS and mean the property has left the university permanently. If a piece of equipment has permanently left the custody of UC San Diego please process the disposal in CAMS using the correct disposal method or contact our office for assistance. Please contact our office if you have any questions regarding the transfer or disposal of your equipment. 

1. Transfers as an acquistion

If you are receiving a transfer from an outside institution.

  • Please submit a support case or email EQM@ucsd.edu and include details regarding the incoming equipment.
  • Equipment Management will create a new asset in CAMS and attach all appropriate documents to the record.
    1. Equipment Management will create UCID tags and mail 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. Update CAMS with the correct Building, Room, Serial Number, PI/Custodian, Make, and Model.

Note: If the equipment is transferred from another department or UC campus, it should already have tags affixed to it. If no tag is on the Equipment, contact Equipment Management to request a duplicate tag.

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.

2. Transfers as a Disposal

  1. Contact our office via ucsd.support.edu or email EQM@ucsd.edu if you have any questions.
  2. If you have no questions, please submit a Disposal in CAMS and our office will contact you if we have any questions. If we have no questions we will approve the disposal and the equipment will be removed from 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.