Equipment Transfer

Equipment transfers involve several different methods and policies depending on the ownership of the equipment and the individual parties involved in the transfer.

Equipment can be transferred between campus departments, between the University of California campuses, between the university and our sponsors, and between the university and other outside entities. Factors such as the equipment titleholder, the status of funding contact, and our relationship to the transferee can all have an impact on how the transfer of the equipment is handled.

Many equipment transfers must be approved by the Equipment Management Department, the Sponsored Programs Administration, the Dean of the department involved, and the Surplus Administrator.

In addition, care needs to be taken to insure we do not have situations in which there exists any conflict of interest.

If the transfer is to or from another department:

  1. Notify Equipment Management 
  2. Equipment Management will provide transfer request EIMR form for the asset.
  3. The head of both departments must approve the EIMR form. After the Equipment Manager signs the form it is provided to the departments as a valid proof of asset transfer.
  4. The equipment should already have tags affixed to it. If no tag is on the equipment, the department should contact Equipment Management to request a replacement tag.

If the transfer is to or from another UC campus:

  1. No equipment of any value can be removed from UC Merced without authorized approval from Equipment Management.
  2. The equipment custodian or Dean must initiate the transfer request to Equipment Management, detailing the assets they wish to have transfered (spreadsheet with all property numbers to be transfered to new facility) and the receiving campus' Equipment Management and Departmental point of contact.
    1. If the asset is under Contract or Grant, the equipment custodian and/or Dean must also obtain Sponsor Projects Office approval for the transfer. This can be in parallel when initiating the request with Equipment Management. 
    2. Note: It is the discretion of the requesting department if they wish to charge for the remaining value of the life of the asset, or if they wish to provide it at no cost to the sister campus. 
  3. Equipment Management from both campuses record the transfer of the equipment.
    1. Both UC Merced and sister campus Equipment Management teams work together to properly document the relocation of the asset. Additionally, the receiving campus must agree to the terms of the transfer, including acknowledging the asset condition and any intercampus funds charge. 
  4. UC Merced Equipment Management will complete an in-person audit of the assets with the equipment custodian.
  5. The equipment should already have tags affixed to it. If no tag is on the equipment, the department should contact Equipment Management to request a replacement tag.
  6. UC Merced Equipment Manager will prepare the EIMR form for signature from the UC Merced requesting department and the sister campus. Once signed, the Equipment Manager will finalize the form for valid proof of asset transfer. 

If the transfer is from an outside agency:

  1. Notify Equipment Management.
  2. Equipment Management will provide transfer request EIMR form for the asset.
  3. UC Merced Equipment Management will complete an in-person audit of the assets with the receiving department's equipment custodian.
  4. Equipment Management will create property tags and forward them to your department, along with detailed instructions to create the FileMaker entry. 
  5. Affix the tags by placing them on the front surface of the equipment.