Dispositions & Transfers
This sections gives an overview of the requirements for submitting EIMR's for University assets. Please note that only the Office of Equipment Management and Office of Logistic Services have direct authorization to dispose of University titled property and there is no local authority to dispose of non-university property without written agency authorization.
This guide was created to assist departments with understanding the assignable system roles, navigation, and features. If you have any questions that are not answered within this guide please send your inquiry to amsfeedback@ucr.edu.
Quick Navigation
Asset Disposition Request and/or Reporting
Please note that many disposition methods require direct coordination with various departments prior to the submission of an EIMR. If a department wishes to sell or scrap University property, the Office of Logistic Services (the office responsible for Scotty's Surplus) needs to be contacted in advance at 827-3094. If a department wishes to cannibalize Inventorial Equipment, then the Office of Equipment Management should be contacted directly in advance. If an item is lost, stolen, unintentionally destroyed (fire, flood, explosion, etc.), or traded-in (when authorized) then it should be reported to the Office of Equipment Management through the submission of an EIMR in the AMS (please note: the Police Department and Office of Risk Management should also be contacted depending on the situation).
Report Asset as Lost or Stolen
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File a Police Report and Contract Risk Management
University policy dictates that lost and stolen assets need to be reported to the Police and Risk Management in accordance with University of California (UC) Business & Finance Bulletin BUS-81: Insurance Programs (BUS-81). Additionally, if the assets were furnished or funded by a sponsored award, the University may also need to report the loss or theft to the awarding agency.
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Initiate the EIMR
Once the department has received a police report number for the reported loss or theft, the Equipment Custodian should proceed to the EIMR Screen on the asset in question. These steps are elaborated upon in the Updating Assets - Submitting an EIMR Section of this guide.
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Set EIMR Code to 22 or 25 (as Appropriate)
If the asset has been lost and there are no indications of theft then the department should report the disposition under EIMR Code "22 – Lost”. If instead the loss was a result of theft, then EIMR Code “25 – Theft” should be used.
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Leave New Department Field Blank
The New Department Field is only used for reporting inter-campus transfers (transfers between two departments within UCR's accountability structure).
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Add the Police Report Number to the Remarks
By policy a Police Report Number is required to be provided by the department in order for Equipment Management to approve of an asset disposal through loss or theft. It is recommended that any related documentation about the incident be scanned and uploaded to the AMS asset record.
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Click on Process Disposition/Transfer
Upon submission, the EIMR will be routed to the Equipment Manager (Administrator) for review, and an entry will be made to the assets Disposition / Transfers Table with the "Awaiting Approval" status icon. Please note that if the asset is later recovered by the department, the Office of Equipment Management is required to be notified so that the assets record can be reactivated.
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Report Asset as Destroyed (Non-Cannibalization)
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Initiate the EIMR
No prior steps are required to initiate an EIMR in instances where property is destroyed unintentionally through events such as fires, floods, or explosions, however, the loss of property should also be reported to the Office of Risk Management as appropriate. Please note non-functional assets that could be repaired and have a residual value should not be reported as destroyed. These items should remain on the inventory until their actual disposition. Please proceed to the EIMR Screen on the asset in question, the steps to do so are elaborated upon in the Updating Assets - Submitting an EIMR Section of this guide.
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Set EIMR Code to 23
Regardless of the type of damage that caused the asset to be destroyed, all such dispositions should be requested under EIMR Code "23 – Destroyed”.
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Leave New Department Field Blank
The New Department Field is only used for reporting inter-campus transfers (transfers between two departments within UCR's accountability structure).
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Add Details to the Remarks
Details as to what occurred that cause the assets destruction should be included in the Remarks Field. Please note that cannibalization of Inventorial Equipment is not an acceptable action until authorization is received from the appropriate parties. It is also recommended that any related documentation about the incident be scanned and uploaded to the AMS asset record as well.
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Click on Process Disposition/Transfer
Upon submission, the EIMR will be routed to the Equipment Manager (Administrator) for review and an entry will be made to the assets Disposition / Transfers Table with the "Awaiting Approval" status icon.
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Request Asset "Cannibalization"
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Contact Equipment Management Directly
University policy dictates that Equipment Management be consulted with directly prior to any Inventorial Equipment cannibalization (i.e. disassembly and re-purposing). If the University has title to the asset, the custodial Department Head and Equipment Manager both agree that a cannibalization is appropriate, then this process can be initiated. If however the University does not have title to the asset, the University will not be able to cannibalize it without written approval from the Government Property Administrator of the awarding agency.
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Initiate the EIMR
Once the asset has been cleared for cannibalization, the Equipment Custodian should proceed to the EIMR Screen on the asset in question. These steps are elaborated upon in the Updating Assets - Submitting an EIMR Section of this guide.
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Set EIMR Code to 23
Cannibalization, like other methods of destruction, are also recorded to EIMR Code "23 – Destroyed”.
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Leave New Department Field Blank
The New Department Field is only used for reporting inter-campus transfers (transfers between two departments within UCR's accountability structure).
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Add Details to the Remarks
The remarks section should just note that the asset is being cannibalized. It is also recommended that any related documentation about the cannibalization be uploaded to the AMS asset record as well.
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Click on Process Disposition/Transfer
Upon submission the EIMR will be routed to the Equipment Manager (Administrator) for review and an entry will be made to the assets Disposition / Transfers Table with the "Awaiting Approval" status icon.
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Report Asset as Traded-In (For Upgrade)
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Confirm Trade-In is Allowed
The trade-in of existing University title Inventorial Equipment for new equipment is allowable for most University assets. Please confirm in advance that this is the case prior to initiating any trade-ins.
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Note Property Number(s) on New Requisitions
When trading in Inventorial Equipment on new purchases the asset(s) Property Numbers need to be denoted on the Purchase Order (or equivalent document) of the new equipment.
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Initiate the EIMR
Once the asset has been cleared for trade-in, the Equipment Custodian should proceed to the EIMR Screen on the asset in question. These steps are elaborated upon in the Updating Assets - Submitting an EIMR Section of this guide.
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Set EIMR Code to 24
EIMR Code "24 – Trade-In” should be used for all trade-in. Please note that a trade-ins should only be sought when we receive more value for the asset as a trade-in than we would receive from its surplus.
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Leave New Department Field Blank
The New Department Field is only used for reporting inter-campus transfers (transfers between two departments within UCR's accountability structure).
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Add the Requisition Number to the Remarks
The Office of Equipment Management will need to know the requisition number for the new equipment purchase to validate the trade-in.
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Click on Process Disposition/Transfer
Upon submission the EIMR will be routed to the Equipment Manager (Administrator) for review and an entry will be made to the assets Disposition / Transfers Table with the "Awaiting Approval" status icon.
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Report Asset as Disposed For Any Other Reason
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Initiate the EIMR
Complete the steps to proceed to the EIMR Screen on the asset in question. These steps are elaborated on in the Updating Assets - Submitting an EIMR Section of this guide.
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Set EIMR Code to 29
All disposition request not covered by the above EIMR Codes will likely be classified under code "29 - Miscellaneous". If there are any concerns for the completion of the EIMR, please reach out to the Office of Equipment Management.
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Leave New Department Field Blank
The New Department Field is only used for reporting inter-campus transfers (transfers between two departments within UCR's accountability structure).
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Add Relevant Information to the Remarks
Please note whatever information is necessary to create an auditable account of what occurred that resulted in the assets disposition.
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Click on Process Disposition/Transfer
Upon submission the EIMR will be routed to the Equipment Manager (Administrator) for review and an entry will be made to the assets Disposition / Transfers Table with the "Awaiting Approval" status icon.
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Asset Transfer Request
This section covers reporting asset transfers to Scotty's Surplus and requesting interdepartmental transfers (transfers between two departments within UCR's accountability structure). Transfers to external entities or to other University of California locations are primarily handled outside of the AMS. If you have any question pertaining to these external transfers please contact the Office of Equipment Management directly.
Request Interdepartmental Transfer
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Initiate the EIMR
Complete the steps to proceed to the EIMR Screen on the asset in question. These steps are elaborated on in the Updating Assets - Submitting an EIMR Section of this guide.
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Set the EIMR Code to 90
Interdepartmental transfers are only those transfers taking place between two university departments within UCR's accountability structure. If this is a transfer to an external entity of another University of California location please cancel the EIMR in progress and contact the Office of Equipment Management for more information.
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Select the New Department Code
Enter in the department code for the department that will be receiving the asset. Typing in the departments name will also pull in data from the accountability structure to help identify the department code.
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Provide any further in the Remarks
This information is not mandatory but it is highly recommended that any information pertaining to the new user of the asset be included in the remarks section in order to facilitate the transfer of the asset.
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Click on Process Disposition/Transfer
Upon submission the EIMR will be routed to the Equipment Manager (Administrator) for review and an entry will be made to the assets Disposition / Transfers Table with the "Awaiting Approval" status icon. Once reviewed the department receiving the asset will be contacted by the Office of Equipment Management to confirm acceptance of the custodial duties. If the individual submitting the request also has the Equipment Custodian role within the receiving department, it will be approved by the Office of Equipment Management without any further confirmation.
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Report Transfer of Asset to Scotty's Surplus
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Coordinate the Transfer of the Asset with the Scotty's Surplus Team
Scotty's Surplus has been managed by Campus Business Services (CBS) (formally as part of Materiel Management) for several years. For additional information on CBS or facilitating the transfer of property to the surplus warehouse please reach out to the Scotty's Surplus at 827-3094. Additional information is also available at the Scotty's Surplus website at: http://cbs.ucr.edu/storehouse/surplus.html.
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Initiate an EIMR
Complete the steps to navigate to the EIMR Screen for the asset in question. These steps are elaborated on in the Updating Assets - Submitting an EIMR Section of this guide.
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Set the EIMR Code to 91
Although the AMS states the transfer is to Equipment Management, the transfer is actually to the Scotty's Surplus (which utilizes the Distribution Services department code). The field value will be updated to reflect the correct department in a future release of the AMS.
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Set the New Department Field
The New Department Field should always be set to "D02054 - Distribution Services" for assets being transferred to ScotSurplus.
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Provide any Further Comments in the Remarks Field
This field is not mandated however it is highly recommended that if the transfer has already taken place that the remarks field be used to provide any details on the specific date of the transfer and/or the facilities work order number that was associated with the move of the equipment (if applicable). This information will assist Scotty's Surplus and Equipment Management with processing the requested transfer.
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Click on Process Disposition/Transfer
Upon submission, the EIMR will be routed to the Equipment Manager (AMS Administrator) for review and an entry will be made to the assets disposition/transfers table with the "Awaiting Approval" status icon. As indicated in the first step ScotSurplus should be contacted independently of the Office of Equipment Management. If ScotSurplus (at 827-3094) has not already been contacted please do so upon submission of the EIMR. The Equipment Manager (AMS Administrator) will only approve a transfer to ScottSurplus upon confirmation of receipt by the ScotSurplus operation. Providing ScotSurplus advanced notice of the transfer assist in streamlining the approval process.
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