Equipment Management

Direct Disposal

TRADED IN

Equipment may be traded in (usually for financial credit) at the time that new equipment is purchased.  If so, report the property number(s) of the assets in the appropriate section of the Purchase Requisition (REx or Procurement Gateway).  Equipment Management will remove the assets from the department's inventory during processing of the Purchase Requisition.  A trade-in not reported on the Purchase Requisition may subsequently be removed from inventory by submitting an Equipment Inventory Modification Request (EIMR).

CANNIBALIZED FOR PARTS

Non-functional or obsolete equipment may be cannibalized for parts, if certain parts may be re-used or incorporated into other equipment.  The non-cannibalized parts are then usually discarded by the department.  Assets which have been cannibalized for parts are removed from inventory by submitting an EIMR. Equipment which has been cannibalized is considered to have been destroyed (the disposal code is the same).

DESTROYED

Equipment which is destroyed in an accident or disaster, or discarded by the department when no longer functional (this is not an approved method of disposal - all excess equipment should be sent to Surplus) is removed from inventory by submitting an EIMR.

LOST

If equipment cannot be located during a physical inventory or statistical sampling, and the manner of its disposal cannot be determined (for example, that it had been thrown out the previous year and the disposal not reported), the department shall report the loss by submitting an EIMR.  The guidelines of UCSB Policy and Procedure Reporting the Loss or Theft of Inventorial Equipment shall be followed in determining whether or not the loss also needs to be reported to the Campus Police and Risk Management departments.

STOLEN

When the theft of equipment is detected, the department must immediately report it to Campus Policy and Risk Management, in accordance with UCSB Policy and Procedure Reporting the Loss or Theft of Inventorial Equipment.  The stolen equipment is reported to Equipment Management by submitting an EIMR.  If the stolen equipment is recovered, its return to inventory is also reported by submitting an EIMR.

SOLD (IN COORDINATION WITH SURPLUS)

Departments are not authorized to conduct direct sales of equipment without the prior approval of Surplus and Equipment Management.  If such permission has been granted, all funds received for the sale must be sent to Surplus for deposit into the University's approved income account for surplus sales; the department's share of the proceeds will be journaled to it.  The sale is reported to Equipment Management by submitting an EIMR.