In accordance with the provisions of University of California Business and Finance Bulletin BUS-38, Disposition of Excess Property and Transfer of University-Owned Equipment, the disposal (including transfer) of all inventorial equipment must be reported promptly and accurately to Equipment Management, using the appropriate form and method.
Equipment Managment may authorize disposal of inventorial equipment and non-inventorial equipment (computers, printers, TV's, office chairs, desks, etc.) only if the university holds title. When university-owned equipment is disposed, the asset record must be removed from FileMaker. The asset can be removed by submitting an Equipment Inventory Modification Request (EIMR) form provided by Equipment Management via e-mail.
All disposals - including all eWaste, sales, relocations, surplus, disposals - must be expressly authorized by Equipment Management.
Disposals fall into four broad “categories”:
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Surplus disposal of excess, obsolete or scrap assets that ultimately are sold or recycled.
Items in this category should be processed through the DFA Service Catalog under Equipment Management and “Request a Surplus Property Pickup.”
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Inventorial equipment that is traded in, replaced, returned or exchanged.
You may trade in existing equipment on a new purchase using the purchase order process.
- Notify Equipment Management via e-mail prior to submitting the PO. Equipment Management can verify that the university holds title to the asset and ensure there are no restrictions.
- Include a line item on the PO that shows the asset tag number of the equipment to be traded in (this is UC Policy) and the amount of the credit to be received.
- Process the request to remove the equipment from your department’s inventory. List the purchase order number as a reference.
- Within the Purchase Order and Invoice, the 'trade in' value, credit, or discount, must be provided as proof to Equipment Management for audit purposes. The department will forward the purchase documentation memorializing the trade in.
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Disposal by Departments of assets that have been disassemble for parts, lost, or stolen.
As soon as it is determined that equipment has been disassemble, lost or stolen, the department must contact Equipment Management via e-mail
- Disassembled Equipment. It is required that the department notify Equipment Management prior to disassembling and inventorial equipment to verify that the university holds title to the asset and ensure there are no restrictions. Contact Equipment Management via email to request authorization to disassemble equipment.
- Lost or Stolen Equipment. Contact Equipment Management via email; Lost or Stolen Assets require a police report number and brief explanation.
- For example; you are travelling on UC Merced business and your laptop is stolen or lost. Immediately notify Equipment Management so your laptop can be remotely locked for security purposes.
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Transfers to Other Department, Campus or Institution.
You may transfer excess or surplus equipment to another UC Merced department or UC campus. Serial numbers are required to transfer equipment.
For interdepartmental transfers, contact Equipment Management to initiate the process. Approval by both departments is required.
For intercampus transfers, contact Equipment Management to initiate the process. Approval by Equipment Management on both campuses is required.
For PI transfers, contact Equipment Management to initiate the process. The process to transfer equipment to another institution takes several weeks. It is recommended that the PI Equipment Transfer is submitted as early as possible. Learn more about the PI Equipment Transfer process
