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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 by submitting an EIMR using the DFA Service Catalog.
  2. Select “Equipment Inventory Modification" (EIMR) from the Equipment Management menu. Use Request Type “other.”
  3. Equipment Management will provide documentation for the transfer.
  4. The head of both departments must approve the transfer.
  5. Equipment Management will send an Asset Locator Report form to the new department equipment custodian.
  6. The department equipment custodian will complete and return the Asset Locator Report form to Equipment Management.
  7. 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 duplicate tag.

If the transfer is to or from another UC campus:

  1. Equipment Management from both campuses record the transfer of the equipment.
  2. UC Merced Equipment Management will send an Asset Locator Report form to the department equipment custodian.
  3. The department equipment custodian will complete and return the Asset Locator Report form to Equipment Management.
  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 duplicate tag.

If the transfer is from an outside agency:

  1. Notify Equipment Management by submitting an EIMR using the DFA Service Catalog.
  2. Select “Equipment Inventory Modification" (EIMR) from the Equipment Management menu. Use Request Type “other.”
  3. Equipment Management will create property tags and forward them to your department, along with the Asset Locator Report form.
  4. Affix the tags by placing them on the front surface of the equipment.
  5. Complete and return the Asset Locator Report form to Equipment Management.