Overview

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This article will describe the components of conducting biennial physical inventories of all inventorial equipment in the care, custody, or control of the University of California

Critical Concepts

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• The University of California is required to conduct biennial physical inventories of all inventorial equipment in the care, custody, or control of the University of California
• Physical inventories of Government-owned inventorial equipment will also be conducted biennially, unless otherwise specified in the agreement
• Custodial Departments are responsible for conducting physical inventories, subject to verification by Equipment Management
• Inventorial Equipment is required to be tagged with a UCID number and tracked throughout its life-cycle while in the care and custody of UC San Diego
• As specifically required, physical inventories will also be conducted upon agreement (i.e. Award) completion or termination
• The accuracy and completeness of the physical inventories submitted by Custodial Departments will be subject to review and audit by Equipment Management
• This review and audit may include various sampling techniques, including statistical, stratified, judgmental, and purposeful or other sampling or testing methods
• Reporting of physical inventory results will be submitted as required by the agreement, to the cognizant Contracting Officer or other authorized representative

Steps 

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The inventory process is comprised of:

• 100% Department Inventory Validation

• • Ensure UCID is affixed and visible
  • Review all data in the CAMS asset detail and update if necessary (Make, Model, SN, Building, Room, PI/Custodian, Location Notes, Description)
  • Validate asset in CAMS
• Random Sample Check by Capital Equipment Management
• Follow-Up if needed
• Reporting

Contact Equipment Management for assistance with developing an inventory process by submitting a ticket