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Asset Transfer Global Document Help

The Asset Transfer Global document allows asset representative/delegate to transfer an asset (or group of assets) at one time.

Only the asset representative/delegate can initiate transfers for the assets assigned to their Custodial Code(s).

To select more than one asset at a time you can use the Look Up/Add Multiple Asset Lines lookup icon; it's best to select no more than 50 assets per document, in order to ensure the document functions most efficiently. Once submitted, the document routes to the asset representative of the new custodial code for approval and then to Equipment Management for final approval.

Instructions

General Procedures

Note: If a transfer of funds will occur as part of the asset transfer, the Distribution of Income and Expense (DI) document should be completed prior to the completion of the Asset Transfer Global document.

The transferring department should complete all the required fields on the Asset Transfer Global document before the transfer occurs.

AggieSurplus Purchases

Transfers of inventorial equipment purchased from AggieSurplus by a campus department will be processed by AggieSurplus on the Asset Transfer Global document. Recharges for the equipment will be processed by AggieSurplus through an electronic feed into KFS.

Equipment Acquired with Extramural Funds

A letter of approval from the extramural funding agency must be received by the current custodial department before the equipment can be transferred to a new department. Upon receipt of the letter, the department must complete an Asset Transfer Global document. A copy of the letter must be sent to Equipment Management before final approval of the Asset Transfer Global document can be made.

Hospital Procedures

The Asset Transfer Global document is used by Hospital (Chart H accounts, cost centers 9XXXX) departments to transfer all proposed equipment disposals to the UCDHS Surplus Warehouse (cost center 9993). The Asset Transfer Global document will need to be ad-hoc routed based on the type of asset being requested for disposal:

  • Medical equipment: Ad-hoc route the Asset Transfer Global document as Approval Required to Joelene Rodriguez (user ID: JOELENE) in UCDHS Clinical Engineering.
  • Computers and computer-related equipment: Ad-hoc route the Asset Transfer Global document as Approval Required to Kyle Rivers (user ID: WRIVERS) in UCDHS Information Services.

All Hospital (Chart H accounts, cost centers 9XXXX) transfers of medical equipment to other departments should be ad-hoc routed as Approval Required to Joelene Rodriguez (user ID: JOELENE) in UCDHS Clinical Engineering. All Hospital transfers of computer equipment should be ad-hoc routed as Approval Required to Kyle Rivers (user ID: WRIVERS) in UCDHS Information Services.

School of Medicine Procedures

All School of Medicine (Chart S accounts) transfers of patient care equipment to other departments should be ad-hoc routed as Approval Required to Joelene Rodriguez (user ID: JOELENE) in UCDHS Clinical Engineering.