What to know:

• Frequency - Due biennially on or before April 1.
• Each year, approximately half of all campus equipment is inventoried:
  • For years ending in an even number, equipment with custody codes 0018 through 2507
  • For years ending in an odd number, equipment with custody codes 3000 through 8556
  • The Equipment Administration Office distributes to campus units a copy of the EQ-920 report of inventorial equipment owned by or in the custody of the unit.

Instructions:
The inventory should be verified manually. Physically locate and verify the information provided for each piece of equipment listed on the inventory. Changes are updated by lining through the old number(s) and writing in the new number(s).

• Building and room information
  Verify, enter or update the building and room information where the item is located. Use the building number whenever possible. Note: The room information field is limited to 6 characters.
• Serial number
  Record the serial number if not already listed or if listed incorrectly. Note: The serial number field in the equipment database is limited to 12 characters. If the actual serial number is more than 12 digits, only the last 12 digits will appear on this list. Hyphens, spaces, and any zeros at the beginning of a serial number are not shown.
• Condition Code
  The condition code of the equipment is printed on the report if it was on record at the time the EQ920 was printed. If blank, enter the general condition of the equipment, using the following 2 character alphanumeric codes that can be found on the signature page of each EQ920 report. Please be sure to include both characters.

  First Character	Second Character
  N - New	1 - Excellent
  E - Used, Reconditioned	2 - Good
  O - Used, without reconditioning	3 - Fair
  R - Repairs needed	4 - Poor

  For example, E1 stands for equipment that is used, reconditioned and in excellent condition.
  N (new) should be used for new (not used) equipment acquired during the previous fiscal year.
• Destroyed Equipment:
  If any equipment has been destroyed since the EQ920 was printed, reference the EIMR number in the right margin. If you wish to discard or cannibalize (part out) damaged equipment, write "request disposal" in the right margin. EIMRs are not required during the physical inventory process, with the exception of vehicles, vessels, trailers, and firearms. **An EIMR is now required for disposal of a vehicle, vessel, trailer, or firearm. In addition, at the discretion of the Equipment Administration, a department may be asked to complete an EIMR in other circumstances.** Please wait three weeks before disposing of equipment and assure transaction is approved unless notified otherwise by Equipment Administration within three weeks. After requesting disposal, properly discard the equipment or mark it if used for parts, (e.g. tape note to item stating "removed from inventory - parts only"), to preclude repeated requests to discard.
• Stolen Equipment:
  Write "stolen" and the police report number near the property number. A copy of the police report should be submitted to Equipment Administration if possible. A Property Loss Report, available from Risk Services at http://risk.ucsc.edu/forms with the police report number filled in is also acceptable.
• Found Equipment:
  On the listing or on an attachment, write the property number (if available) or the description, manufacturer, model number, and serial number of any piece of equipment found in your area that is not on the EQ920. The Equipment Administration office will follow up on these items.
• Lost Equipment:
  If any equipment on your listing cannot be physically located by April 1 and is presumed lost, a separate listing of the property numbers and descriptions, and signed by the department or division head, must be attached to the EQ920.
  Note: This equipment will not be officially removed from the inventory unless a formal disposal request (EIMR) is submitted. The record will be maintained for at least one full inventory cycle in case the item is located in the future. (Lost equipment that is removed from the equipment database cannot be re-entered later using the same property number.)
• Off-Campus Equipment:
  All equipment located off-campus must be accounted for during the physical inventory process. Distribute Off-Campus Equipment Verification Worksheet(s) (Excel | PDF) to the parties responsible for each piece of equipment at an off campus location. Fill in the information at the top of the form before distribution to the responsible parties. Attach completed forms to the EQ920 before submission.
• Surplus/Utilization:
  If equipment is idle and excess to the unit's needs, screen it for utilization within your unit or division. If no further need is found, the equipment should be immediately declared surplus and listed on a "Surplus Request" form, available at the Surplus Operations web site at Surplus Services or call Surplus Operations at extension 9-5589. Write "Surplus Request attached" in the right margin. If any equipment has been surplused since the EQ920 was printed, reference the Surplus Request number in the right margin. Contact Kelly Mitchell at 9-5589 for assistance with Surplus Request numbers.
• Transferred Equipment:
  If any equipment has been transferred to another campus unit since the EQ920 was printed, reference the Equipment Inventory Modification Request (EIMR) number in the right margin. If no EIMR has been initiated, write "transfer" and the new custody code in the right margin. EIMRs are no longer required during the physical inventory process for on campus transfers only. Remember to update the building and room numbers if equipment is physically relocated. Assume transaction is approved (after communicating to the recipient unit) unless otherwise notified by Equipment Administration. If equipment is being transferred to a non-UCSC location, complete an Equipment Inventory Modification Request (EIMR).
• Certification:
  Before returning reports to Equipment Administration be sure the Department or Division head has signed for completion of each custody code. Department or division heads must review carefully and sign all EQ920s for their units. This will allow them the opportunity to review requests for disposal and reports of missing equipment, and to initiate follow-up action as appropriate. Please ensure that the last page of each custody code listing is signed.
• Value:
  Do not attempt to change the value of an item. Equipment maintains its original value during its "tracked" life in the equipment database. The Equipment Administration office will ignore any requests to change value(s).