Equipment Management

How to Complete an Equipment Physical Inventory

Use these step-by-step instructions to complete an Equipment Physical Inventory; click the blue text in each step for detailed instructions. Physical inventories are only required for items with an original acquisition value at or above the current equipment threshold of $5,000.

Physical inventories are due October 31st of every other year. Each custodial code is assigned to certification cycle 1 or cycle 2:

  • Cycle 1 custodial code inventories are due on October 31st of odd-numbered years.
  • Cycle 2 custodial code inventories are due on October 31st of even-numbered years.

Note: Cost Centers are the UCDMC Hospital (Chart H) equivalent of campus custodial codes.

  Steps What's Involved
  1   Determine if physical inventory is due
  1. Determine which custodial codes belong to your department and which ones are assigned to you as the Asset Representative.
  2. Review list of custodial codes due for physical inventory.
  2   Identify Equipment Assigned to Custodial Code
  1. Run the Equipment Inventory Listing (375).
 3  Complete the physical inventory
  1. Physically locate and view items with an original acquisition value of $5,000 or above listed on the inventory. Screen for excess.
  2. Verify asset information.
  3. Note any changes/discrepancies.
 4  Properly Dispose of excess inventory
  1. Campus users: Contact Aggie Surplus.
  2. UCDMC (Chart H Cost Centers): Complete asset transfers to UCDMC Surplus Warehouse
 5  Update CAMS
  1. Complete the Asset document for changes to equipment attributes.
  2. Complete other CAMS documents, if needed.
 6  Complete the Equipment Certification
  1. After initiating any required CAMS documents, obtain the appropriate signatures and mail, fax, or e-mail the certification form to the Equipment Management Division.
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Step 1: Determine if physical inventory is due   INTRO   1   2   3   4  5  6
  What to do How to do it
A. Determine your custody codes Use Asset Custodial Code Lookup in KFS:
  1. On the Main Menu tab, in the Capital Asset Management section, click the Asset Custodial Code link.
  2. In the Custodial Description field, enter your department name. It is best to enter a portion of the department name with the wildcards (*) before and after the name, and then click on the Search button.
    • The search results will include the user ID of the asset representative and the account assigned to the custodial code.
    • If you are the asset representative assigned to the custodial code, an Edit link will also be available. As the asset representative assigned to the custodial code, you can click on the Edit link to access the Asset Custodial Code document to make changes to the default information on the custodial code. You can also assign Asset Delegates (up to 3 persons) to assist with the completion of the physical inventory for that specific custodial code.
B. Review list of custody codes due
  • Physical inventories are due every other year on 10/31. The search results on the Asset Custodial Code Lookup indicate whether the custodial code is due for inventory in:
    • Odd-numbered years (Inventory Cycle Type Code 01)
    • Even-numbered years (Inventory Cycle Type Code 02).
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Step 2: Identify Equipment Assigned to Custodial Code   INTRO   1   2   3   4  5  6
  What to do How to do it
A. Run the Equipment Inventory Listing (375)
  1. Enter the custodial code in the Custodial Code Range fields. If you are searching for ONLY one custodial code, enter the SAME code in BOTH fields
  2. Use the Equipment Inventory Grouping field to sort by different criteria.
  3. Use the Equipment Threshold Filter
  4. to identify what items you want to see. For equipment certification purposes, you are responsible for physically verifying all items at or above the equipment threshold.
  5. The Spreadsheet format is often the best one to use for processing a physical inventory.
  6. Click the Process Query button.
NOTE: If running the 375 query by the Owner Account Org field, you should enter the organization code assigned to the highest-level organization for that owner account. For example, if the account is assigned to organization code ACCT, but the highest-level organization that ACCT reports to is VFRM, VFRM should be entered in the field.
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Step 3: Conduct Physical Inspection  INTRO   1   2   3   4  5  6
  What to do How to do it
A. Physically locate and view items with an original acquisition value of $5,000 or above listed on the inventory. Screen for excess. Physically view each asset on the 375 report. Verify:
  • UCOP Tag Number* (this is the number printed on the UC Davis asset decal)
  • Description
  • Manufacturer
  • Model Number
  • Serial Number
  • Location (Verify BOTH building AND room**)
  • Condition Code (see list of condition code definitions)
  • Asset Decal is on the front of the item
  • Principal Investigator *** (optional)

Note any additional equipment that you observe that doesn't appear on your equipment report, but you think should.

Note any unneeded/unused items.

NOTES:

  • *Asset Number is system-assigned by KFS, but is NOT printed on the asset decal.
  • **Room is no longer an optional free form field. As part of the location verification, BOTH building AND room must be confirmed. Please note rooms, like buildings, must be selected from a lookup screen (Room Lookup).
  • ***Principal Investigator field now uses standardized data from the Person Lookup in KFS. Learn more about how to use (and/or update information previously entered in DaFIS) on the Asset document help page.
  • PO Number data is not available on the 375 report. Assets cannot be linked to a single Purchase Order (PO) and POs cannot be linked to a single asset so this field would not be accurate if it were included on the report. To look up PO information for an asset:
    1. On the KFS Main Menu, click on the Asset Payment Lookup.
    2. Enter the UCOP Tag #.
    3. Click Search.
B. Note any changes/discrepancies
  • Discrepancies on any of the above items should be noted on your equipment report. This information will be needed for updating the information in CAMS.
  • Note any items that cannot be accounted for on the report. The appropriate documents will need to be completed in CAMS once the physical inventory is complete.
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Step 4: Properly Dispose of Excess Inventory  INTRO   1   2   3   4  5  6
  What to do How to do it
A. Campus users contact the Aggie Surplus. Departments are not authorized to dispose of equipment directly. Campus and School of Medicine Custodial Code departments should follow the steps below:
  1. Review the disposal instructions on the Aggie Surplus website.
  2. For any unneeded items, complete the Aggie Surplus Service Request form.
  3. If Aggie Surplus has a market for the asset, complete the Aggie Surplus Excess/Surplus Property Form (available in UCD Buy, catalog #71461-230). Aggie Surplus will make arrangements with your department to have the asset picked up. Aggie Surplus will initiate an Asset Transfer Global document to transfer the asset to the appropriate Aggie Surplus custodial code.
  4. If Aggie Surplus does not have a market for the asset, and the department wishes to dispose of the item, Aggie Surplus will create an Asset Retirement Global (AR) document in KFS. Arrange with Aggie Surplus for pickup through Salvage Operations.
  5. If your department chooses to part out ("cannibalize") the equipment for use in other equipment, Aggie Surplus will create an Asset Retirement Global document. The department should arrange with Aggie Surplus for pick-up of remaining parts.
B. UCDMC users (Chart H Cost Centers) process asset transfers to UCDMC Surplus Warehouse for requested disposals. Departments are not authorized to dispose of equipment directly. UCDMC (Chart H Cost Center) departments should follow the steps below:
  1. Complete an Asset Transfer Global document to transfer any unneeded/excess inventory to the UCDMC Surplus Warehouse. The Custodial Code (Cost Center) for the warehouse is 9993. The document will automatically route to Mike Martinez, the asset representative for Cost Center 9993. The document will need to be ad-hoc routed based on the type of asset being requested for disposal:

    • Medical equipment: Ad-hoc route the document as Approval Required to Joelene Rodriguez (user ID: JOELENE) in UCDHS Clinical Engineering.
    • Computers and computer-related equipment: Ad-hoc route the document as Approval Required to Edith Brennan (user ID: ECBRENNA) in UCDHS Information Services.
    • All other disposal requests: No special ad-hoc routing required.
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Step 5: Update CAMS   INTRO   1   2   3   4  5  6
  What to do How to do it
A. Complete the Asset document for updates to equipment The Asset document can be used to update information, such as serial number, manufacturer, and model number. It can also be used to process an:
  • Equipment Loan/Return: Use this document to report assets that are physically on loan to individuals outside of your department (custodial code), including faculty, staff, students, or outside institutions for a period of a year or longer. BEFORE processing an Equipment Loan, please review the approval requirements for outside entity loans and loans of equipment acquired with Extramural funds.

    For all loans and most equipment moves, the Authorization for Movement or Removal of UCD Property form should be completed, signed, and electronically attached to your KFS document.

  • Asset Transfer: Use this document to transfer an asset on your equipment report that needs to be moved to another custodial code.
B. Complete CAMS
documents
  • Asset Transfer Global - Use this document if you have MULTIPLE assets on your equipment report that need to be moved to another custodial code.
  • Asset Retirement Global - Use this document to retire missing/stolen items from your equipment report.
  • Asset Global (Add) - Use this document to add any items below the equipment threshold that your department wishes to track. This document should also be used for any non-purchased equipment acquisitions (e.g., loans or gifts) from outside agencies.
  • Asset Location Global - Use this document to update an asset location (room and building information) on an asset (or group of assets) at one time.
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Step 6: Complete the Equipment Certification  INTRO   1   2   3   4  5  6
  What to do How to do it
A. Complete the appropriate Equipment Certification Form
  1. Print the Equipment Certification Form; there is a form for UCDMC departments and one for non-UCDMC departments
  2. Acquire signatures.
  3. Mail, fax, or e-mail the signed form to Equipment Management. Keep a copy for your records.
Note: If there are no equipment items for your custodial code, the Equipment Certification Form is not required.
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