An accessory is an item which enhances the operation of an existing piece of
equipment but is not essential to its operation. It is coded account 649091 and
the value of the accessory is added to the value of the existing property. The
UCID number of the existing property must be referenced on the Purchase Order
Request for the accessory.
- ASSET NUMBER
Also known as the UCID number, it is a nine digit number assigned to all
inventorial equipment. The first two digits identify the calendar year of
assignment, the next two, "60" identifies the San Diego Campus. The
last four digits are a sequential serial number.
A black and white bar code decal is now used to tag equipment with its UCID
number, and description. Bar code tags should be placed in a conspicuous
location for ease of scanning.
- BUILDING NUMBER
Also known as building asset number, the building number is a four digit
number assigned by Resource Management. Equipment Management maintains a cross
reference, correlating common building name/number to building asset number.
- CUSTODIAL CODE
Each department/unit is assigned a four digit custodial code number. This
code identifies departmental responsibility for equipment. Each Custodial Code
has a 2 or 5 digit suffix code. The suffix "00" indicates general
departmental equipment, "19" denotes a recharge activity, and a 5
digit number is the fund number of a contract or grant.
- IFIS ACCOUNT NUMBERS
Account codes represent the financial element of the IFOAPAL identifying
the type of expenditure. Expenditure accounts are operating accounts used with
the index code ( or full IFOAPAL ) to identify expenditures.
Every IFIS commodity code has been defined with a corresponding account code.
The defined account code is a suggestion which, under most circumstances,
reflects an appropriate account code for the actual product or service covered
by a commodity code. The defined account code defaults to the accounting data
based on the commodity code, however: in some instances it may not be the
appropriate code for the transaction.
Typically, equipment purchases are coded in the 649000 series.
- INVENTORIAL EQUIPMENT
An item that is non-expendable, tangible personal property which has an
acquisition cost of $1,500.00 or more, is free standing, and has a normal life
expectancy of one or more years is considered to be inventorial equipment.
Equipment items are coded in the 649000 account series.
Firearms, and vehicles registered with the DMV are inventorial regardless of
- REFERENCE NUMBER
An eight digit number identifying the commitment or acquisition record for
an item of equipment. It is typically a purchase order number or Equipment
Inventory Modification Request (EIMR) number.
- REQUESTOR MONTHLY ASSET LOCATOR REPORT
The Requestor Monthly Asset Locator Reports are generated monthly for all
equipment acquired during the period noted on the report. The information
included on the report is identical to the data listed on the Annual Inventory
Property tags will be produced at the same time, and come attached to this
report. Upon receipt of the property tags, the Department Custodian sees that
the bar code decal is properly affixed to the equipment, in a visible spot for
ease of scanning.
Serial numbers, building/room numbers, or corrections are to be noted on the
report, and returned to Equipment Management/0914. It is suggested that one
copy be retained by Departments to use as a tool in maintaining their inventory
When necessary, Departments may call Equipment Management for tagging
- STATISTICAL SAMPLING
A method of verifying the accuracy of departmental equipment inventories.
Equipment Management personnel, with departmental representatives physically
verify the existence of equipment. Items selected for verification are from a
random sample equipment list. A physical verification will be done to assure
record accuracy, and properly tagged equipment.