All equipment that is owned by the University, or that is in the care and custody of the University is classified as inventorial or non-inventorial. Inventorial equipment is defined as expendable, tangible, personal property which:

• Has an acquisition cost of $5,000 or more,
• Is freestanding and complete in itself,
• Does not lose its identity when affixed to or installed in other property

• Has a normal life expectancy of one year or more.

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Inventory Management

• Directors and Principal Investigators have primary responsibility for the care, maintenance, records and control of equipment in their custody and/or all property acquired with University funds.
• An Authorization for Movement or Removal of UC Property should be completed and filed in the County/REC/SWPR office for all equipment that is regularly assigned to a location other than the County/REC/SWPR office (such as an advisor's home).
• A biennial physical check of all inventoried equipment in each county/REC is required. Directors will receive an Inventory Register with instructions on conducting the inventory check.
• When new equipment is purchased, the office will receive an Inventorial Equipment Acquisition Form to be completed and returned to the Business Office for processing. Attached to the form will be a Property Number sticker which must be affixed to the equipment.
• Physical inventories are only required for items with an original acquisition value at or above the current equipment threshold of $5000 (including tax and shipping).
• Inventories are due every October 31st based on your custodial code

What UC ANR Business & Financial Operations verifies:

• UCOP Tag # printed on the decal
• Description
• Manufacturer
• Model number and serial number
• Location 

Please confirm each capital asset on inventory spreadsheet and note any changes by October 21st of a given year. This allows UC ANR Business & Financial Operations adequate time to make updates and turn in our reports. 

This guide will help you with the procedures for disposing of non-functional vehicle/mobile equipment, transferring vehicle/mobile equipment, and handling vehicle/mobile equipment with stored information. Please follow these best practices to ensure compliance with UC policies.

Moving/Transferring Items:

Step 1: Notify Business Manager/Business Partner/Custodian of vehicle/mobile equipment being moved.

1. Send Description of the item, property number), and the vin number or serial number to the Business manager
   1. Send the Custodial Code, building and room number of the new location the vehicle/mobile equipment will be located
   2. Send date of move

Step 2: Include director of both locations on notification of move.

Disposal/Sale/Trade-In Items:

Trade-In: 

Step 1: Must be approved by Director and then by Chief procurement officer. Quote from vendor showing purchase price of new vehicle and trade-in value of existing vehicle included. 

Step 2: Description of the item, property number (if the item is inventorial), and the serial number.

Step 3: Equipment Management reviews the PO and processes the corresponding Active Inventory asset retirement document in Aggie Enterprise.

Disposal/Sale: 

Must be approved by Director and then by Chief Procurement Officer.

If disposing - Departments contact Risk & Safety and complete appropriate forms for items containing hazardous, chemical, or radioactive waste (see SafetyNet 113)

If selling – Contact Tracy Roman or Brian Oatman.

Step 2: Notify Business Manager/Business Partner/Custodian of vehicle/mobile equipment being sold.

1. Send Description of the item, property number), and the vin number or serial number to the Business Manager
   1. Send the Custodial Code, building and room number of the new location the vehicle/mobile equipment will be located
   2. Send date of sales/disposal and copy of certificate of sale if sold.

Reference/Website Links

UCD Policy and Procedure Manual, Section 350-50 Classification of Inventorial Equipment: UCD Manuals /Policy and Procedure Manual (PPM) / 350-50, Classification of Inventorial Equipment

UCD Policy and Procedure Manual, Section 350-51 Identification of Equipment:
UCD Manuals /Policy and Procedure Manual (PPM) / 350-51, Identification of Equipment (350-51)

UCD Policy and Procedure Manual, Section 350-55 Care and Control of Equipment 
UCD Manuals /Policy and Procedure Manual (PPM) / 350-55, Care and Control of Equipment

UCD Policy and Procedure Manual, Section 350-70 Movement of University Property:
UCD Manuals /Policy and Procedure Manual (PPM) / 350-70, Movement of University Property

UCD Policy and Procedure Manual, Section 350-80 Disposition of Excess and Surplus Property: UCD Manuals /Policy and Procedure Manual (PPM) / 350-80, Disposition of Excess Property

UCD Policy and Procedure Manual, Section 350-85 Loss of or Damage to University Property: https://safetyservices.ucdavis.edu/units/risk-management-services/insurance-requirements-certification/property-insurance

UCD Division of Human Resources, Risk Management: Property and Liability
UCD Risk Management Services

UCD Risk Management Forms

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