Completing Physical Inventory

1. Review EQ forms page for list of custodial codes due for physical inventory.

1. Run the UCD Equipment Inventory Listing.

1. Physically locate and view items with an original acquisition value of $5,000 or above listed on the inventory. Screen for excess.
2. Verify asset information.
3. Note any changes/discrepancies.

1. Campus users: Contact AggieSurplus.
2. UCDMC (Chart H Cost Centers): Contact HS Asset Management.

1. Submit list of required changes through AggieEQ. 

1. Obtain the appropriate signatures and submit the certification form through AggieEQ.

Check the EQ forms page for custodial codes due:

1. On the EQ forms page, there is a file for custodial codes due.
2. In the file, you can search by Asset Rep, Custodial Code, or Department Name.

1. Search for custodial codes due, as directed by the report KBA. If you do not have access, request it through the Role Access Management (RAM) system (see RAM KBA for details). The required roles are the "UCD BI Consumer JR" and "UCD Fixed Assets Inquiry JR" roles. Your security liaison approves the requests through RAM.
2. For equipment certification purposes, you are responsible for physically verifying all items at or above the equipment threshold.
3. The Excel format is often the best one to use for processing a physical inventory.
4. Click the Apply button.

Physically view each asset on the UCD Equipment Inventory Listing. Verify:

• UCOP Tag Number* (this is the number printed on the UC Davis asset decal)
• Description
• Manufacturer
• Model Number
• Serial Number
• Location (Verify building; room is optional**)
• Condition Code (see list of condition code definitions)
• Asset Decal is on the front of the item
• Principal Investigator *** (optional)

Note any additional equipment that you observe that doesn't appear on your equipment report, but you think should.

Note any unneeded/unused items.

NOTES:

• *The Oracle Asset Number is system-assigned by AE, but is NOT printed on the asset decal. The UCOP Tag Number IS printed on the asset decal.
• **As part of the location verification, building must be confirmed.  This information is confirmed through FacilitiesLink.
• ***Principal Investigator field begins with the employee ID number; however, you can change the parameter from "Starts with" to "Contains" to identify equipment specific to a person.
• PO Number data is not available on the report.

• Discrepancies on any of the above items should be noted on your equipment report.
• Note any items that cannot be accounted for on the report.  
• Submit required changes (see step 5).

Departments are not authorized to dispose of equipment directly. Campus and School of Medicine Custodial Code departments should follow the steps below:

1. Review the disposal instructions on the AggieSurplus website and complete the AggieSurplus Service Request form.
2. If AggieSurplus has a market for the asset, AggieSurplus will make arrangements with your department to have the asset picked up.
3. If AggieSurplus does not have a market for the asset, and the department wishes to dispose of the item, AggieSurplus will retire the asset for you. Arrange with AggieSurplus for pickup through Salvage Operations.
4. If your department chooses to part out ("cannibalize") the equipment for use in other equipment, request authorization from AggieSurplus. If approved, submit a request through AggieEQ, Retirement Request tile. Provide the AggieSurplus authorization and EQ will retire the asset for you. Contact AggieSurplus to pick up remaining parts.
5. Retain work order number and supporting documentation for above steps for 5 years.

Submit a ticket through AggieEQ.

• Include list of assets and required changes.  This includes assets that are physically on loan to individuals outside of your department (custodial code), including faculty, staff, students, or outside institutions for a period of a year or longer. BEFORE processing an Equipment Loan, please review the approval requirements for outside entity loans and loans of equipment acquired with Extramural funds.

  For all loans and most equipment moves, the Authorization for Movement or Removal of UCD Property form should be completed, signed, and electronically attached to your email.

1. Download/print the Equipment Certification Form.
2. Acquire signatures. Asset Rep signature must match name in Aggie Enterprise.
3. Enter the date.
4. Submit the signed form to Equipment Management through AggieEQ. Keep a copy for your records.

Note: If there are no equipment items for your custodial code, the Equipment Certification Form is not required.