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.
Your department may dispose of inventorial equipment only if the university holds title. When university-owned equipment is disposed, the asset record must be removed from the UCM Equipment Tracking System (ETS). The asset can be removed by submitting an Equipment Inventory Modification Request (EIMR). To submit an EIMR to remove equipment from inventory, go to the DFA Service Catalog and select “Equipment Inventory Modification (EIMR)” under Equipment Management.
All disposals must be reported to Equipment Management.
Disposals fall into four broad “categories”:
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.”
Inventorial equipment that is traded in. You may trade in equipment on a new purchase using the purchase order process.
- Notify Equipment Management by submitting an Equipment Management General Request via the DFA Service Catalog 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 an EIMR via the DFA Service Catalog to remove the equipment from your department’s inventory. List the purchase order number as a reference.
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 submit an EIMR via the DFA Service Catalog.
- Disassembled Equipment. It is highly recommended 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. Submit an EIMR via the DFA Service Catalog.
- Lost or Stolen Equipment. Submit an EIMR via the DFA Service Catalog. Lost or Stolen EIMRs require a police report number and brief explanation.
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, complete an EIMR via the DFA Service Catalog. Approval by both departments is required.
For intercampus transfers, complete an EIMR via the DFA Service Catalog. Approval by Equipment Management on both campuses is required.
For PI transfers, submit a PI Equipment Transfer via the DFA Service Catalog. 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. To learn more about this process go here or submit a general request to Equipment Management.
