Transfers
Please note that as of the new Asset Management System (AMS) implementation in June 2017 this guide is no longer up-to-date. This section has been flagged for a future update.
General Policy
Equipment Transfers involve a number of different methods and policies depending on the ownership of the equipment and the individual parties involved in the transfer.
Equipment can be transferred between campus departments, between the University of California campuses, between the University and our sponsors, and between the University and other outside entities. Factors such as the equipment titleholder, the status of funding contact, and our relationship to the transferee can all have an impact on how the transfer of the equipment is handled. Many equipment transfers must be approved by the Equipment Management Department, the Sponsored Programs Administration, the Dean of the department involved, and the director of Surplus Administrator.
Additionally care needs to be taken to insure that we do not have situations in which there exists any conflict of interest.
Interdepartmental Transfer
Action Code: 90
Departments can transfer equipment between different custodial codes by submitting action code 90 EIMR’s in the Equipment Management System. These EIMR’s can only be submitted by the equipment’s current Equipment Custodian. Prior to requesting these equipment transfers please coordinate with the Equipment Custodian of the department the equipment is being transferred to.
Complete for following procedure to transfer equipment between departments in the Equipment Management System
- On the Inquire Property Number Field enter in the Property Number that is associated with the equipment you wish to transfer and hit Enter
- From this record screen hit F11 to bring up the EIRM screen to transfer the equipment to another department
- On this screen (shown below) enter Action Code 90 on the action field line, leave the Authorization Number field blank, and in the remarks type in custodial department that you wish to transfer the equipment to and hit Enter
Intercampus Transfer
Action Code: 26
Coming Soon.
Transfer with Contract
Coming Soon.
Transfer to Sponsoring Agency
Action Code: 29 "Miscellaneous Disposal"
Coming Soon.
Complete for following procedure to transfer equipment to the Sponsoring Agency Equipment Management System
- On the Inquire Property Number Field enter in the Property Number that is associated with the equipment you wish to transfer and hit Enter
- From this record screen hit F11 to bring up the EIRM screen to transfer the equipment to another department
- On this screen (shown below) enter Action Code 29 on the action field line, leave the Authorization Number field blank, and in the remarks state that the equipment was transferred to the back to the sponsoring agency per the equipments funding contract, then hit Enter
Transfer to Third Party
Coming Soon.
Transfer to Equipment Management
Action Code: 91
Coming Soon.
Complete for following procedure to transfer equipment to Surplus in the Equipment Management System
- On the Inquire Property Number Field enter in the Property Number that is associated with the equipment and hit Enter
- From this record screen hit F11 to bring up the EIMR screen to transfer the equipment to Surplus
- On this screen (shown below) enter Action Code 91 on the action field line, leave the Authorization Number field blank, and in the remarks type in the date of the equipment transfer to surplus, and then hit Enter