200-11 Equipment Management

I. Purpose

This policy delineates departmental responsibilities for managing University equipment.

II. Definitions

Campus equipment manager: manager of the Accounting Office.

Custodian: the department head and the principal investigator, where one exists, who share custodial responsibility for any inventorial equipment in their possession or under their jurisdiction.

Custody code: a four-digit code established to identify individual custodians or equipment coordinators within the campus community.

Equipment coordinator: the custodian's designate who performs administrative functions required for the management of University equipment.

Inventorial equipment: University property with an acquisition cost of $500 or more (item price plus applicable tax), is free standing, and has a normal life expectancy of two or more years.

III. Policy

A. Equipment items obtained through the purchasing system are automatically entered into the equipment management system. The department is responsible for advising Accounting--Capital Asset Management of inventorial equipment obtained through any other source.

B. Changes in equipment status or custodial responsibility are initiated by the submission of an Equipment Inventory Modification Request Form by the custodian.

C. A physical inventory of all items assigned to a custody code must be taken by the custodian or designate at least every two years.

D. Loans of University equipment outside the University require prior approval of both the custodian and Accounting--Capital Asset Management. Loans of equipment to the University must be coordinated with both the offices of Accounting--Capitalized Asset Management and Business, Administrative, and Risk Management Services.

IV. Responsibility

V. Related Policies

• Personal Use of University Property (Policy 050-11)
• Property Loss/Damage and Bodily Injury (Policy 200-14)
• Purchasing (Policy 200-18)
• Storehouse (Policy 200-24)
• Contributions (Policy 300-23)
• Environmental Health and Safety Purchasing Standards (Policy 550-12)

VI. References

• UC Business and Finance Bulletins, Office of the President:
  Management and Control of University Equipment (BUS-29)
• UCSF Accounting Website
• UCSF Materiel Management Purchasing Guide, Materiel Management
• UCSF Materiel Management Website