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How to Handle Inventorial Equipment Acquired as a Gift

If you are receiving inventorial equipment as a gift, it must be accepted by External Relations/ Gifts Processing before you add it to your equipment inventory.

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.

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1. Complete a Gift Acceptance Form.

  • Go to the Gifts Processing Web site to obtain a copy of the form.
  • Mail the completed and signed form with any accompanying documents to UCSD Gift Processing, Mail Code 0940.
  • Gift Processing either accepts or rejects the gift.
    1. If it is rejected, Gifts Processing will notify you that you may not accept the equipment and there are no further steps.
    2. If the gift it is accepted, proceed to Step 2.

2. Receive and affix UCID tags.

  • Once the Gift has been authorized by the campus Gift Office/Development Office the “Gift/Private Grant Acceptance Report form (UDEV 100) is sent to the Equipment Management Office.
  • Equipment Management reviews the UDEV 100 form to properly classify donation as equipment (see definition of inventorial equipment).
  • The gift in kind equipment is manually input into CAMS and recorded by date gifted as Code 34 (Gift). The CAMS application auto-assigns a UCID number.
  • The UCID Tag is mailed to the contact listed on the UDEV 100 form or other know equipment custodian for that department along with an asset locator report.
  • The department is required to affix the tag and update the CAMS Asset Detail as required.

3. 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.

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