If your department is considering accepting a gift of equipment (inventorial or not), art, software or other “in-kind” property or materiel, contact the Director of Finance and Administration (x8585), in the Office of the Vice Chancellor for Institutional Advancement before making any commitments to the potential donor. Legal and financial issues related to the possible gift must be resolved before the gift process advances beyond preliminary discussions.
If all issues are resolved and the gift is accepted, the Gifts Processing office (Advancement Services, within the Development office) will forward a copy of the Gift Acceptance Report (UDEV100) to Equipment Management for review and assignment of UC property number(s), as appropriate.
In the case of gifts of inventorial equipment, it is very helpful for Equipment Management if the support documentation attached to the UDEV100 form provides detailed descriptions of each item being donated, including information in the following categories:
- Description of the donated item
- Model Number
- Serial Number
- Value (broken down by item, if more than one item donated)
- Location (Building and Room Number)
If any one or more of these pieces of information is missing, Equipment Management will need to contact the department receiving the gift in order to obtain sufficient information in order to create the equipment record in CATS.