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Transferring Equipment to Another UC Merced Department

If you’re transferring equipment to another department, it must be documented to maintain accurate inventory records.

Steps for Internal Transfers

  1. Pre-Approval: Email equipmentmangement@ucmerced.edu to request approval from the Equipment Coordinator before any transfer.
  2. Preparation of EMIR Form: Submit a Surplus Property Pickup Ticket in ServiceNow. Include the following information within the ticket and a Equipment Inventory Modification (EMIR) form will be generated from the request and sent to department.
    • Property number.  If the inventory equipment has an equipment property tag, please note the property asset tag number (a 10-digit number noted on a sticker affixed to the item) on the ticket.  
    • Description of the item
    • PI/Researcher Name, COA/account number, new location/room number
    • Dean/Vice Chancellor/signing authority approval
  3. EMIR review by Equipment Coordinator: The transferring department sends the completed EIMR form to Equipment Coordinator for approval.
  4. Receiving Department Approval: The receiving department reviews and approves the form. The approved form is returned to the Equipment Coordinator.
  5. Equipment Coordinator Approval: Equipment Management reviews and approves the form as final approval. If necessary, the equipment's location information is updated.
  6. Payment Processing: Receiving department using COA submits payment for equipment predetermined cost value agreed upon by receiving department and Equipment Coordinator.  Equipment Management to coordinate payment logistics.  Applicable fees will be based on fair market value and value of the asset.
  7. Equipment Management conducts a cost analysis using a process that determines the fair market value of units being transferred or sold. If asset has an Inventory property tag, Equipment Management will work in conjunction with accounting to determine fair market value of asset.