UCSF Physical Inventory

Table of Contents
I.
II.
III.
IV.
V.
VI.
VII.
VIII.

Contact Information
Phone: 415-502-2657 / Email: capitalassetmgt@ucsf.edu /
Mailing address: UCSF Campus Box 0812   Attn: Capital Accounting

I. Introduction

UCOP and Federal Regulations require that campus departments perform a physical verification of all capitalized assets listed in the UCSF asset management database system every two years. This is essential for continued Federal, State, and private donor funding of operations and research projects. Equipment custodians are charged with conducting the physical inventory on a biannually-scheduled basis.

To assist in this extremely important endeavor, we have provided the tools necessary to successfully complete the task in the following sections. However, if you need further assistance, please call 415-502-2657 or email capitalassetmgt@ucsf.edu.

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II. Codes

a.  Building:
        By Address Order
        By Building Code Order
        By Building Name Order
        By City Order
c.  Useful Life
d.  NCA Numbers (Equipment Only)

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III. Forms

a.  Equipment Inventory Modification Request
b.  Custodian Maintenance (CMF)
c.  Non-Registered hESC

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IV. Guidelines

1.   Physically verify that the following attributes from the actual equipment matches what is shown in the listing and report any discrepancies:

    • Property Tag Number - Property tag number is the number on the barcode sticker. Property tag number may not be changed.
    • Serial - If a serial number is provided, the custodian should compare it to the actual serial number. If the serial number is missing, the custodian should provide it. If the custodian cannot find a serial number, "N/A" should be noted in the serial number field.
    • Location - The location must include both the 4-digit CAAN Building Code and the room number to assure compliance with Federal regulations (e.g., "2415425" for MCB Room 425).
    • Description - The description should match the item. If it does not, the change should be noted as a correction.

2.   Make sure that tags are bar-coded and affixed on the equipment where they can easily be read. Request new tags from Capitalized Asset Management (CAM) if necessary.

3.   Verify the inventorial equipment used in non-registry hESC (human embryonic stem cell) research has the Orange property number tag affixed to it.

4.   Report to CAM equipment (original acquisition cost >=$5,000) that has been transferred to UCSF from another institution or came to UCSF by some other means, but did not get added to inventory.

    • Provide all available information to CAM including manufacturer's name, manufacturer's model number, serial number, description, cost, DPA and Fund, custody code and location.

5.   Identify equipment that cannot be tagged (e.g., autoclavable items) and provide records to verify the physical inventory was conducted. This can be a binder with tag and information above, plus picture (if available).

6.   Submit an Equipment Inventory Modification Request form to report equipment that cannot be found or needs to be transferred to another custody code.

Note: All changes/corrections should be entered on the listing's Comments section on the same line as the item in question.

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V. References

a.  UCSF Asset Custodian Manual
b.  UCOP BUS-29, Management and Control of University Equipment
c.  Office of Management & Budget OMB A-110
d.  NIH Grants Policy Statement

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VI. Report: Physical Inventory 2007-09 Cycle (not available)

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VII. Schedules

a.  By Custodian
b.  By Date
c.  By Department

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VIII. WebLinks

The WebLinks Asset Management Report can be used to create a list of assets for a department, a DPA or Fund (or combination), a PI, a Building, and by various other report selection options. An established WebLinks User ID is required. Click here to login to WebLinks.

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This page last updated on: Thursday July 30 2009