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How to Do an Equipment Inventory
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Summary: Follow the steps on this page when Equipment Management initiates an inventory in your department. The University requires a physical inventory of equipment every two years.
UCSD has two types of equipment:
- Inventorial equipment has an acquisition cost of $5,000 or more and must be tracked as property through EAMS (Equipment Asset Management System) and through UCSD’s financial system.
- Non-inventorial equipment has an acquisition cost of $1,500-$4,999 and must be tracked only through the financial system, not through EAMS.
For more information on inventorial equipment, see Equipment Management Basics.
Note: You may request a complete equipment inventory list at any time by accessing EAMS (Equipment Asset Management System). |
| What to do |
How to do it |
| 1 |
Review the inventory list that you receive from Equipment Management. |
- Confirm that the list is for your department. If it is not, return the list to Equipment Management, Mail Code 0953.
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| 2 |
Complete the inventory. |
- Physically locate and view each piece of equipment listed on the inventory.
- Confirm the UCID number, description, building and room number, serial number, and title.
- Note any changes/ discrepancies directly on the inventory sheet.
- If you have disposed of a piece of equipment through any means other than UCSD Surplus Sales and have not completed an EIMR (Equipment Inventory Modification Request), complete one now.
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| 3 |
Make the changes in EAMS. |
- Access EAMS
- Equipment Management will verify your changes.
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| 4 |
Notify Equipment Management that you have completed the inventory. |
- Contact Bessie Douglas at (858) 534-2847 or Steve Ste. Marie at (858) 534-4638.
Note: In addition to University-required inventories, Equipment Management performs random audits of your inventory by visiting your department and viewing equipment. If your department is chosen for an audit, Equipment management will notify you in advance.
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Questions? Contact Bessie Douglas, (858) 534-2847, or Steve Ste. Marie, (858) 534-4638. |
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