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How to Report Trade-in Inventorial Equipment

Last Updated: May 8, 2023 2:19:19 PM 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.

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.

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 via Support & Services for instructions on how to proceed.
    2. If you see only one tag (UCID) go to step 2.
      or
  • Check CAMS.
    1. If the equipment record states Federal in the Title Indicator section, the equipment belongs to the federal government and may NOT be used as a trade-in without approval from the agency. Contact Equipment Management via Support & Services for instructions on how to proceed.
    2. If the equipment record states University in the Title Indicator field, the equipment belongs to the University. Go to step 2.

2. Create a requisition in OFC Procurement for the new equipment you want to purchase.

  • Contact your professional buyer for assistance for acquiring equipment on a trade-in.
  • Include the UCID number of the equipment you are trading in on the requisition.
  • Because there is not an integration with OFC for trade-ins, it is your responsibility to Dispose of the equipment in CAMS timely. We are working on an integration to automate this process and will update this page as soon as it is live. Thank you for your cooperation and patience.

3. Process disposal in CAMS.

4. 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.

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

  • Check CAMS to see that the equipment's record has been inactivated from your inventory. The Status field should display as Inactive if properly diposed of. Contact our office if you have any questions or require more assistance.
For more information on 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.