Clickable staff directory icon.
Clickable forms icon.
Clickable org chart icon.
Clickable about us icon.

Equipment Management FAQs

General

  • How do I request help?
  • If your question is specific to equipment, contact eqhelp@ucdavis.edu or call a member of the EQ team. If your question is about KFS documents or error messages, contact fishelp@ucdavis.edu.
  • I have an item that will be outside. What building and room # should I use?
  • If it's on campus, use SPCL for building code and 0100 for the room number. If it's off campus, leave the On Campus section blank and fill in the Off Campus section. 
  • What does the property number mean?
  • First two or four digits are the year, next two represent campus, and the remainder is what # asset for that calendar year. For example, 20193000012 is the year 2019, for the Davis campus, and it's the 12th asset for calendar year 2019. 
  • How is the asset # different than the UCOP tag #?
  • The asset # is a 6-digit, KFS-generated ID number. The UCOP tag # is a 9 or 11-digit # assigned per UCOP policy.
  • Why is it so important that the make, model and serial number be in the asset record?
  • "Per UCOP policy BUS-29, Section III.B.7 this information must be added to the asset record. The practical applications are to: 1) identify the item if the asset decal is missing; and 2) be able to distinguish similar items from one another."
  • How do I search CAMS for existing equipment?
  • In the KFS Main Menu, click on Asset. Use one or more of the search fields available on the screen. 
  • My item is almost $5,000. What expenses can I include along with the item to exceed the $5,000 threshold? 
  • Per Accounting Manual P-415-2, Section B, the capitalized cost of an asset includes the following: the per unit value of the asset (less any discounts taken), accessories needed to make the equipment usable, installation, freight, taxes, fees, and insurance costs to cover the equipment while in transit. 
  • What is the difference between a component that qualifies for the Research and Development (R&D) tax break vs a component that doesn't?
  • A component that qualifies for the tax break must be hardware or software permanently dedicated to the asset. It cannot be a consumable, freight, fees, labor, or installation. Additional information regarding the tax break.
  • What if I have a repair part $5,000 or over or have fixed equipment?
  • For repair parts for $5,000, use commodity code REPAIR02 for the hardware and REPAIR01 for the labor. Fixed equipment would go in as a Modify Existing System with the dummy asset number, 572308, and a note explaining why it is not inventorial. Equipment Management will then override the object code and clear the Capital Asset Tab. 

Audits

  • Why do we get audited on our equipment?
  • Per UCOP, State and Federal policies, we must assure those who fund us that we are tracking capital equipment purchased with their funds. 
  • How do I pass an audit?
  • See Equipment Audit Information for details.

    Biennial Certification

    • Who has to sign the inventory certification form?
    • The asset rep as well as the department head or department head delegate.
    • Can I change my inventory cycle?
    • Yes. Send an email to eqhelp@ucdavis.edu with your request.
    • During inventory, I found an item with a decal but it's not on my list. What do I do?
    • You can look up the item in KFS or contact eqhelp@ucdavis.edu and we will try to figure out who it belongs to. 
    • During inventory, I found an item with a serial # and model #, but those fields are not completed in KFS. How do I add it to KFS?
    • Complete an Asset document. Note: This can only be completed by the asset rep, asset rep delegate, department head, or department head delegate. 
    • How do I conduct a physical inventory for items that are off-site or not accessible?
    • For off-site items, if there is someone who is on-site, ask them to confirm the item is physically there. If there is an item you can't physically access, but are assured it is still where it was placed (e.g., camera recording equipment or data acquisition systems are still transmitting data to you) then that's considered verification that the item exists. 
    • What happens if I miss the equipment certification deadline?
    • Departments that do not meet the deadline are strong candidates for audit. A list of departments not meeting the deadline is also shared with Finance senior leadership for possible follow-up with deans and vice chancellors. 
    • Can I request an extension for my equipment certification?
    • Extensions are rare, but if you feel the need for an extension, contact eqhelp@ucdavis.edu with the circumstances as soon as you know you won't be able to meet the deadline so that we can discuss options. 

      Decals

      • How can I request a replacement decal?
      • Send an email to eqhelp@ucdavis.edu and include the UCOP number (not the asset tag #). 
      • What is the difference between a UCD issued asset decal for government owned vs not government owned?
      • Government-owned equipment decals will say "Property of [Sponsor's name]". All others will say "Property of University of California."
      • What information is on the asset decal?
      • The UCOP tag #, the owner (UC Davis or the government), and a bar code.
      • What do I do if I have an item that is not feasible to tag?
      • If the item is too small, sterile, or in harsh environmental conditions such that a decal won't stay on it, then keep a list of those items, along with UCOP number and a photo. 
      • What is the bar code for on an asset decal?
      • The bar code is not being used at this time.
      • I have the asset decal but there is no record in KFS. Why not?
      • If it's a recent purchase, the asset record may not have been created yet. Another reason is that the item may have been retired before we moved to KFS and the tag was never removed. 

      Definitions

      • What is capital equipment?
      • Per PPM 350-50, a capital asset is any stand-alone item that has an acquisition value of $5,000 or more, is nonexpendable, tangible, free standing, and has a normal life expectancy of one year or more.
      • What is a component?
      • Per UCOP BUS-29, components are items which are not complete in themselves and thus are not separately inventoried. Component parts are capitalized or expensed according to Section III.C.1.i.
      • What is an add-on?
      • Per UCOP BUS-29, an add-on is an intricate functioning part of the equipment, extending the useful life of the inventorial equipment or significantly increasing the capacity, productivity, or output of the existing inventorial equipment, if the cost of the add-on is $5,000 or more. A replacement or  repair part is not an add-on, regardless of cost.
      • What is an accessory item?
      • Per UCOP BUS-29, an accessory item is an item that facilitates or enhances the operation of equipment, but which is not essential for its operation. Accessory items necessary to place the equipment into its intended location and condition for use should be capitalized and inventoried as part of the basic asset. Accessory items acquired after the initial acquisition of the basic unit, and with an item cost of $5,000 or more and with a normal life of greater than one year must be capitalized and inventoried.
      • What is an auxiliary item? 
      • Per UCOP BUS-29, an auxiliary item is an item without which a basic asset cannot operate. Auxiliary items should be capitalized and inventoried with the associated basic asset.
      • What is the different between capital equipment and non-capital equipment?
      • The acquisition value. Items $5,000 or above are capital; below $5,000 are not. See Capital Asset definition for details
      • I am not sure if a purchase we are making is capital equipment. How can I determine that?
      • See Equipment Management homepage for details. If still unsure, contact eqhelp@ucdavis.edu for assistance.
      • What is an Org Owner Account Number? 
      • The Org Owner Account Number in custodial codes is not used for anything except as a link to the Org Code which Equipment Management uses in their reports to UCOP. It does not get charged and does not indicate ownership of an asset. If it expires, it will prevent new assets from being added to that custodial code's inventory.
      • What is a custodial code?
      • Per UCOP BUS-29, this is a 4-character alphanumeric code indicating the department which has custodial responsibility for an asset.


      Disposals

      • Why can't I give away equipment?
      • Per PPM 350-80, Section III.C. departments are not authorized to give away excess property to individuals or external sources, including vendors or non-profit organizations; or to throw away active inventory or useable items.
      • Why can't I just throw old stuff away?
      • Per PPM 350-80, Section III.C. departments are not authorized to give away excess property to individuals or external sources, including vendors or non-profit organizations; or to throw away active inventory or useable items.
      • I don’t need an item anymore. What should I do with it?
      • "If the department no longer has a business need for an item, they can ask another UCD department or another UC campus if they need it; otherwise supply items and active inventory that are excess to department needs may be disposed of by one of the following methods: 1) Trade-in for new equipment; 2) Direct transfer to another department; 3) Sale through or transfer to Aggie Surplus; or 4) Cannibalization after Aggie Surplus authorization."
      • I want to give something away. How can I do that?
      • Per PPM 350-80, Section III.C. departments are not authorized to give away excess property to individuals or external sources, including vendors or non-profit organizations. A directed sale is possible but it must be done through Aggie Surplus and after they have given an exemption to policy. 
      • Can I sell an item?
      • It depends. Per 350-80, Section III.3 all sales must be coordinated through Aggie Surplus and Equipment Management. 

      Fabrications

      • What is a fabrication?
      • "Per UCOP BUS-29, a fabrication is an item of non-expendable, tangible personal property that: (1) has been physically constructed by a University activity; (2) has a total acquisition cost of $5,000 or more; (3) has a normal life expectancy of more than one year; and (4) is expected to be used by the University upon completion. A product resulting from simple assembly or connecting of various parts does not qualify as a fabrication. As used in this Bulletin, “fabrication” does not include a piece of equipment fabricated for the sole purpose of sale and delivery to an external entity under an award made specifically for the fabrication of the equipment. See the University Accounting Manual, P-415-32/Plant Accounting: Fabricated Property for more information."
      • I keep getting an email message about a fabrication being complete. What does it mean and What do I have to do?
      • Notification occurs when the estimated completion date for an asset has passed. Check with the PI to see if the fabrication is complete. If so, notify eqhelp@ucdavis.edu with the completion date and final dollar value. If not complete, ask the PI what the new estimated completion date will be and notify eqhelp@ucdavis.edu so we can update the completion date for you in KFS. 
      • My fabrication is complete. What should I do? 
      • Send an email to eqhelp@ucdavis.edu. Include the UCOP decal number and dollar amount. Equipment Management will update CAMS to show the item as complete.
      • Why can't I continuously add to my fabrication?
      • Per policy, a fabrication is defined as complete when it is put into service. After that, any additions to the fabrication must meet the add-on criteria. See PPM 350-75.
      • I don't want to pay indirect costs. Can I call my purchase a fabrication?
      • No. A fabrication must meet the criteria listed on the Fabrication Justification Form

      Inventory

      • Why do I have to inventory old items that don't work?
      • "Per PPM 350-80, all assets with an acquisition value of $5,000 are considered capital assets and must be disposed of in one of four ways: 1) Trade-in for new equipment; 2) Direct transfer to another department; 3) Sale through or transfer to Aggie Surplus; or 4) cannibalization after Aggie Surplus authorization. It is also permissible to transfer or sell equipment to another UC campus."
      • What can I remove from my inventory?
      • If you physically have items acquired with a value of less than $5,000, you can retire them using code U - Retirement of Non-Inventorial Assets. When it is time for them to be physically disposed of, you must contact Aggie Surplus for disposal or follow the other approved disposition methods outlined in PPM 350-80. If you no longer have an item (regardless of its acquisition value) you must retire it as Code 3 - Lost. We are audited on our retirements of capital assets, so when using this code, please always leave a detailed note explaining the circumstances, any known facts and the person(s) who reported the information to you. 
      • How do I complete my biennial inventory certification?
      • Review the Guide for Conducting a Physical Inventory.
      • Why do we have to perform the biennial inventory certification?
      • Per UCOP BUS-29 Section III.J., all capital equipment with an acquisition value of $5,000 or more must be physically verified every 2 years. It is part of our assurance to those who fund our equipment that we regularly confirm the items are in our possession.
      • What is the role of the PI in inventory?
      • To assist the Asset Rep during inventory. This includes making the lab and equipment available and ensuring that the equipment has its property decal prominently displayed. 
      • Can I assign delegates to help with inventory?
      • Yes. The asset rep, department head, or department head delegate can do this by editing your custodial code. See How To Make Changes To Your Custodial Code.


      KFS Documents

      • When do I have to complete the Capital Asset Tab in the KFS req doc?
      • When the cost of at least one item has a per item cost of $5,000 including tax and the commodity code is linked to an asset type. This makes the Object Code 9000. See the Requisition document help for more information.
      • What CAMS documents route to Equipment Management for approval?
      • The Equipment Loan / Return (ELR), Asset Transfer Global (ATG), Asset Retirement Global (ARG), Asset Fabrication (FR), and the Asset Global (Add) when the document is for capital equipment (as opposed to items below $5,000) all route to Equipment Management for approval. The following KFS documents that are not part of the CAMS module route to Equipment Management when they involve equipment: Requisition (REQS), Distribution of Income and Expense (DI), General Error Correction (GEC), and Internal Billing (IB). 
      • What CAMS do not route to Equipment Management for approval?
      • The Asset Global Add (AA) for non-capital equipment as well as the Asset (CASM) do not route to Equipment Management for approval. Custodial Code edit documents route as FYI.
      • How do I complete the capital asset tab in the KFS GEC doc?
      • Refer to this PDF for Instructions on How to Complete a GEC with Equipment. If you need further assistance, contact fishelp@ucdavis.edu
      • Why do I need to pick the custodial code on my requisition?
      • The custodial code helps in tracking what department is responsible for the item.
      • How do I complete the Capital asset tab in the KFS Requisition doc?
      • See the information on the Requisition Document Help page.
      • When do I need to create a Line Item Receiving document?
      • "If all components that make up your piece of equipment have been received and the equipment is in use, initiate a Line Item Receiving (RCV) document in KFS as soon as possible with the actual receive date. If all components of the equipment have not been received OR the equipment is not yet in use, do not initiate an RCV. Do not create an RCV document in order to do a prepayment PREQ because this would be falsifying the receive date.  Do not complete an RCV document in decimals or percentage

      Loans

      • How long can I loan out an equipment item?
      • Equipment can be loaned for 3 years at a time and never indefinitely. If the loan is off-site, and before the item is physically moved, there needs to be a plan in place to return the item. 
      • How do I loan out an equipment item?
      • Complete an Equipment Loan Agreement (ELA) form and a KFS Equipment Loan/Return document. For additional information regarding loans, see PPM 350-65.
      • Is there a different process for internal vs external loans? 
      • Yes. Loans to UCD employees / departments are internal and are accomplished by completing an ELR. Loans to outside entities are accomplished by completing an ELA and an ELR. 
      • When we are borrowing equipment, do we have to record it in KFS and how?
      • If we are borrowing capital equipment for a year or longer, then yes, it must be in KFS on an Add Asset document. However, we recommend that if you are borrowing high value capital equipment, you add it to inventory even if it's for a period of less than a year. Regardless of time period, complete an an Equipment Loan Agreement (ELA) form or a KFS Non Purchasing Agreement Requisition (NPA) document.  
      • What recourse do we have if an employee doesn't return equipment (capital or not) loaned to them?
      • Your department can consider it stolen and can file a police report with campus police as well as complete the Property Loss Report and KFS Asset Retirement Global (ARG) document.

      Lookups

      • How do I look up a custodial code?
      • In KFS, on the main menu, click on Asset Custodial Code. Use one or more of the search fields available on that screen.
      • How do I find a building code?
      • In KFS, on the Reference Tables tab, scroll down to the System section and click Building. Use one or more of the search fields available on the screen.

      Ownership

      • Who owns the equipment?
      • If funded with general funds or university funds, the university owns the equipment. If funded with federal funds, the title is usually conditional (the condition being if the Fair Market Value is $5,000 or over, the federal government retains title; otherwise, the university may claim title. Some contracts or grants retain title outright, so always read the agreement, including all underlying conditions and documents referred to in the agreement. 
      • Items were purchased with MY startup funds. Why isn't the equipment mine?
      • Equipment never belongs to an individual. It is a common misperception among faculty that the equipment “belongs to them,” when in fact, it belongs to the UC Regents whether it was generally-funded or sponsor-funded. The only exception is when title belongs to the sponsor. This includes all items, regardless of inventorial status, age, working condition, value, etc.  This also includes cannibalization of assets. See UCOP BUS-38 policy and UCD PPM 350-80
      • Items were purchased with MY contract or grant. Why isn't the equipment mine?
      • Equipment never belongs to an individual. It is a common misperception among faculty that the equipment “belongs to them,” when in fact, it belongs to the UC Regents whether it was generally funded or sponsor funded. The only exception is when title belongs to the sponsor. This includes all items, regardless of inventorial status, age, working condition, value, etc.  This includes cannibalization of assets. See UCOP BUS-38 policy and UCD PPM 350-80

      Policies

      • Where can I read policies on EQ?
      • Policies in the UCD Policy and Procedure Manual. Those policies are based on UCOP policies such as UCOP BUS-29 and UCOP BUS-38
      • Why do we have to pay indirect costs for non-equipment purchases?
      • Indirect costs are only paid on sponsored funds. They are charged so that the university can partially recoup overhead costs. More information regarding overhead is available on the Costing Policy & Analysis page.

      Roles

      • What are the responsibilities of an asset rep?
      • "The asset rep: 1) documents the physical location of each item of equipment, including building and room number, into the university's equipment tracking system so that an item can be located for inspection or verification within a 24-hour period; and 2)  Ensures that department records are accurate."
      • What are the responsibilities of the Department Head?
      • "Per PPM 350-55, Section IV.A., the Department Head 1) Has primary responsibility for all aspects of the care, maintenance, physical inventory, records, security, and disposition of University equipment; 2) Ensures that the University equipment tracking system is updated in a timely manner; and 3) Designates a Departmental Asset Representative."
      • What are the responsibilities of the PI?
      • "Per PPM 350-55, Section IV.B.1-3, the PI 1) has primary responsibility for all aspects of the care, maintenance, physical inventory, records, security, and disposition of extramurally-funded equipment; 2) Periodically takes a physical inventory of government equipment less than $5,000 when required by the terms and conditions of the contract or grant; and 3) Performs a terminal physical inventory if required by the contract or grant."
      • What is the role of the department head in inventory?
      • The department head or their delegate signs off on the biennial inventory certification.
      • How do I update the asset rep in KFS?
      • In KFS, under Capital Asset Management System, click Asset Custodial Code. Enter your custodial code then search and in the results, click the Edit link, then make the desired changes. 
      • How do I update the department head or department head delegate in KFS?
      • In KFS, under Capital Asset Management System, click Asset Custodial Code. Enter your custodial code then search and in the results, click the Edit link, then make the desired changes. 
      • What should I do when there is a change in asset rep?
      • Update KFS as soon as you know. This is especially important when it's time for the biennial equipment certification so that our notifications reach the right staff.
      • What should I do if I don't have someone to be the asset rep?
      • There has to be an asset rep, even if you need to collaborate with another department within your school/college. For the biennial equipment certification, an asset rep and department head/department head delegate must sign the certification so the department head cannot be listed as the asset rep.
      • I am a new asset rep. Where can I learn about being an asset rep?
      • See PPM 350-51 and PPM 350-55

      Transfers

      • If an employee leaves UCD, can they take equipment with them?
      • If it is their personal property that was loaned to the university, yes. Otherwise, only PIs can take equipment with them in conjunction with a PI transfer to a non-profit institution after all approvals have been given. See PPM 350-65 Sections H and I. 
      • A PI is transferring to UC Davis. What needs to happen regarding the incoming equipment?
      • Follow the steps in our Transfer To UC Davis guide
      • A PI is transferring from UC Davis. What needs to happen regarding the outgoing equipment?
      • Follow the steps in our Transfer From UC Davis guide
      • Our department has an item we no longer need but another department wants it. How can I transfer it to them?
      • If the item is still active in KFS, complete a Asset Transfer Global (ATG) document in KFS. The document will route to the other department's asset rep and upon their approval, the item will be transferred from your inventory to their inventory. If the item is not active, you may simply give it to another department or UC campus.
      • How can we transfer an item from our campus to another UC campus?
      • Contact eqhelp@ucdavis.edu as soon as possible. They will coordinate the transfer using the Equipment Inventory Modification Report (EIMR). 
      • How can another UC campus transfer an item to our campus?
      • Contact eqhelp@ucdavis.edu as soon as possible. They will coordinate the transfer using the Equipment Inventory Modification Report (EIMR).  
      • What items are eligible to be no-cost transfers outside of the UC system?
      • All federally funded assets are eligible, but only those with a Fair Market Value or above must be transferred at no cost to the other non-profit institution. Items purchased with General Funds, must be sold per the California Constitution, Article XVI, Section 6.
      • What items are NOT eligible to be no-cost transfers outside of the UC system?
      • Items purchased with General Funds, per the California Constitution, Article XVI, Section 6.

      Updating CAMS

      • How do I update asset information in KFS?
      • If you are the asset rep, asset rep delegate, department head, or department head delegate you can complete the KFS Asset Edit doc to update certain fields. See How to do an Asset Edit document guide for details.
      • We received an item as a gift. What do I need to do to record it?
      • For gifts, contact Advancement Services. Initiate an Asset Global (Add) document; include the gift receipt number in the document.
      • An item was stolen. How do I update KFS?
      • After you have a police report, create a KFS Asset Retirement Global (ARG) document using code 7 with the police report uploaded.
      • Who can make changes to my custodial code in KFS?
      • Only the following people: asset rep, department head, and department head delegate. The asset rep delegate cannot make changes to the custodial code.
      • Who can make changes to the asset records in KFS?
      • Only the following people: asset rep, asset rep delegates, department head, and department head delegate. There are certain fields that only Equipment Management can update (asset description, in-service and received dates) so if you need changes to those fields, contact eqhelp@ucdavis.edu. 
      • How do I update the org owner account for an item?
      • In KFS, use the Asset Custodial Code document to update the org owner account.
      • I have an item that moves around a lot. How do I indicate that in KFS?
      • If it's on campus use the building and room number the item is in most often. If it's off-campus, in the Off Campus section, list where it is most often. Whether on or off campus, you may want to create an Asset Edit document to add a note to indicate that the asset moves around a lot (e.g., mobile). 
      • Can I add non-capital equipment to my inventory?
      • Yes. You can do this by creating a KFS Add Asset Global (AA) document, using Acquisition Type Code A - Non Capital.