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How to Complete Equipment Transfers

If you are receiving inventorial equipment that is being transferred from another UCSD department, from another UC campus or from an outside agency (permanently or temporariliy), follow the steps below to record the equipment.

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:

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1. Interdepartmental Transfer

Notify Equipment Manager of the transfer acquisition

  • Send the Notification of Acquisition form and signed contract or binding documents to Equipment Management.
  • Equipment management will create a new asset in CAMS and attach all appropriate documents to the record.

Note: If you don't have electronic copies of the documents send paper copies to Equipment Management, Mail Code 0953.

Receive and affix the UCID tags, if necessary.

  • If the transfer 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 transferred from another department or UC campus, it will 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. Intercampus Transfer

  • If the transfer 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 transferred from another department or UC campus, it will already have tags affixed to it. If no tag is on the Equipment, contact Equipment Management to request a duplicate tag.

3. Transfer from Outside Agency or Institution, Private and Federal

  • 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.
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