Inventory Tracking

Step-by-step instructions to complete an Equipment Physical Inventory.

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 equivalent of campus custodial codes.

StepsWhat's Involved
1. Determine if physical inventory is due

 

  1. Review EQ forms page for list of custodial codes due for physical inventory.
2. Identify Equipment Assigned to Custodial Code
  1. Run the UCD Equipment Inventory Listing.
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 AggieSurplus.
  2. UCDMC (Chart H Cost Centers): Contact HS Asset Management.
5. Request edits to AE
  1. Submit list of required changes to eqhelp@ucdavis.edu
6. Complete the Equipment Certification
  1. Obtain the appropriate signatures and email the certification form to eqhelp@ucdavis.edu.

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Step 1: Determine if physical inventory is due
 

What to doHow to do it
A. Review list of custodial codes due

Check the EQ forms page for custodial codes due:

  1. On the EQ forms page, there is a file for custodial codes due.
  2. In the file, you can search by Asset Rep, Custodial Code, or Department Name.

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Step 2: Identify Equipment Assigned to Custodial Code
 

What to doHow to do it
A. Run the UCD Equipment Inventory Listing
  1. Search for custodial codes due, as directed by the report KBA. If you do not have access contact your Security Liasion to request the "UCD BI Consumer JR" and "UCD Fixed Assets Inquiry JR" roles. 
  2. For equipment certification purposes, you are responsible for physically verifying all items at or above the equipment threshold.
  3. The Excel format is often the best one to use for processing a physical inventory.
  4. Click the Apply button.

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Step 3: Conduct Physical Inspection
 

What to doHow 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 UCD Equipment Inventory Listing. Verify:

  • UCOP Tag Number* (this is the number printed on the UC Davis asset decal)
  • Description
  • Manufacturer
  • Model Number
  • Serial Number
  • Location (Verify building; room is optional**)
  • 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:

  • *The Oracle Asset Number is system-assigned by AE, but is NOT printed on the asset decal. The UCOP Tag Number IS printed on the asset decal.
  • **As part of the location verification, building must be confirmed.  This information is confirmed through FacilitiesLink.
  • ***Principal Investigator field begins with the employee ID number; however, you can change the parameter from "Starts with" to "Contains" to identify equipment specific to a person.
  • PO Number data is not available on the report.
B. Note any changes/discrepancies
  • Discrepancies on any of the above items should be noted on your equipment report. 
  • Note any items that cannot be accounted for on the report.  
  • Submit required changes (see step 5).

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Step 4: Properly Dispose of Excess 
 

What to doHow to do it
A. Campus users contact AggieSurplus.

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 AggieSurplus website and complete the AggieSurplus Service Request form.
  2. If AggieSurplus has a market for the asset, AggieSurplus will make arrangements with your department to have the asset picked up. 
  3. If AggieSurplus does not have a market for the asset, and the department wishes to dispose of the item, AggieSurplus will retire the asset for you. Arrange with AggieSurplus for pickup through Salvage Operations.
  4. If your department chooses to part out ("cannibalize") the equipment for use in other equipment, request authorization from AggieSurplus. If approved, submit a request through AggieEQ, Retirement Request tile. Provide the AggieSurplus authorization and EQ will retire the asset for you. Contact AggieSurplus to pick up remaining parts.
  5. Retain work order number and supporting documentation for above steps for 5 years.
B. UCDMC users (Chart H Cost Centers) contact HS Asset Management.Departments are not authorized to dispose of equipment directly. UCDMC (Chart H Cost Center) departments should contact HS-AssetManagement@ucdavis.edu for disposal instructions. 

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Step 5: Update Aggie Enterprise 
 

What to doHow to do it
A. Send list of edits to Equipment Management

Send email to eqhelp@ucdavis.edu.

  • Include list of assets and required changes.  This includes 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 email.

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Step 6: Complete the Equipment Certification 
 

What to doHow to do it
A. Complete the Equipment Certification Form
  1. Download/print the Equipment Certification Form.
  2. Acquire signatures. Asset Rep signature must match name in Aggie Enterprise.
  3. Enter the date.
  4. Email the signed form to Equipment Management at eqhelp@ucdavis.edu. 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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