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Disposals

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(Updated Aug. 1, 2023)

Under the provisions of the University of California Business and Finance Bulletin BUS-38, Disposition of Excess Property and Transfer of University-Owned Equipment, the disposal (including transfer) of all inventorial equipment must be reported promptly and accurately to Equipment Management, using the appropriate form and method.

Only if the university holds the title, your department may dispose of inventorial equipment. When disposing of university-owned equipment:

  • The asset record must be removed from the UCM Equpment Tracking System (ETS).

Disposals fall into Four (4) categories:

 

▼ Surplus Disposal: Sale & Recycling of Excess, Obsolete, or Scrap Items

 

Please process items in this category via Surplus Property Pickup

▼ Trade-In of Inventorial Equipment

 

Using the purchase order process, you may trade in equipment on a new purchase:

1. Notify Equipment Management

  • Submit an Equipment Management General Request prior to submitting the PO.
    • Equipment Management verifies the university's ownership of the asset and ensures its unrestricted status.

2. Include a line item on the PO, displaying the asset tag number and credit amount for equipment trade-in on the PO, as per UC Policy.

3. Process an EIMR to remove the equipment from your department's inventory.

  • List the purchase order number as a reference.
▼ Disposal of Disassembled, Lost, or Stolen Assets by Departments

 

Upon identifying equipment that has been disassembled, lost, or stolen, the department must promptly submit an Equipment Inventory Modification Request (EIMR).

Disassembled Equipment:

  • Highly Recommended:
    • Equipment Management (EM) is notified prior to disassembling.
    • Inventorial Equipment (IM) is notified to verify that the university holds title to the asset and ensure there are no restrictions.
  • Submit an EIMR

Lost or Stolen Equipment:

  • Submit an EIMR
    • Requires a police report number and a brief explanation.
▼ Equipment Transfers

 

Excess or surplus equipment can be transferred to other UC campuses or departments. When transferring equipment, ensure that serial numbers are provided.

For interdepartmental & intercampus transfers:

  • Complete an EIMR
    • Approval by Equipment Management on both campuses is required.
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