Process and Forms, Assignment and Recording of UCID Numbers
A UCID number is assigned to all inventoriable items over $1500 (including tax) when a purchase order is created in IFIS. Departments can view the assigned UCID number by navigating to the purchasing module to a screen titled "RECFIXED".
After Equipment Management enters the asset into the Equipment Asset Management System (EAMS), the monthly asset locator report is produced, by Custodial Code, and mailed (with property tags) to the department for proper attaching, as well as for department records.
DEPARTMENTAL INVENTORIES
Inventories are required every other year. In August each year, two copies of the annual Equipment Inventory Listing (EIL) are distributed to departments. The list is cumulative, in ID number sequence and identifies, as of June 30th, the equipment in the deptartment. All items are checked and verified by the department. One copy of the EIL is signed, dated and returned to Equipment Management prior to December 1st of the current year. If a department has submitted an inventory one year they are exempt the following year.
Note: In event of a change in the designation of department head, a physical inventory is required.
EQUIPMENT INVENTORY MODIFICATION REQUEST
The Equipment Inventory Modification Request (EIMR) is the form used to report all changes in equipment status, ie: transfers, disposal's, losses, thefts, destroyed or dismantled equipment, etc. It is also used to report fabrications, found equipment and loan agreements.
GIFTS
Inventorial equipment acquired by gift is assigned a UCID number and recorded in the system. Departments accepting a gift should contact the Development Office to process a Gift Acceptance Form.
FABRICATIONS (FAB)
A FAB number is used to designate equipment that is manufactured from component parts when completion results in an inventorial item. All purchased components are object coded 9610. Fabrications are covered by PPM 522-4. The EIMR is the form used to initiate the FAB record and authorize the start of work. Progress reports, (interim and final) as required are submitted on the EIMR form.
SURPLUS SALES
Equipment and supplies determined to be excess to department needs, or property to be disposed of for any reason, is covered by PPM 522-3. The EIMR form is used to document disposal of equipment and supplies. Send surplus property EIMR forms directly to Surplus Sales at mail code 0046.
The Surplus Sales Store is located at 7835 Trade Street. Ste.100. Disposal items are held 30 days for purchase by University departments. After 30 days, items are available for bid sale to the general public. The store is open to the public each Wednesday from 11 AM to 2 PM. Departments may call 536-3225, x251 for appointments, weekdays from 7 AM to 3:30 PM.
For Purchasing-related questions, please call 534-3084, or send an email
Last updated : August 22, 2001 by Webster