Equipment Management

Access Capital Asset Management (CAM) in KFS

Send an e-mail to Equipment Management, with the following information:
- Employee Name, UCInetID, Employee ID.
- Department Organization Code(s).
- Department Inventory Custodial Code(s).
- Department Inventory Name(s).
The DSA (Department Security Administrator) will grant access using KSAMS (Security Access Maintenance System).

Log in to the KFS Asset Lookup.
If users cannot locate the KFS Capital Asset Management portlet, and have status as a CAM Processor/Asset Representative, have the department's DSA validate that the user is set up with Role 54 access in KSAMS, prior to contacting the KFS Support Team.

Loan of Capital Equipment

If equipment is loaned to another department for a short period, a memorandum of the transaction should be filed in the lending department. If the period of the loan exceeds one year, it should be reported to Equipment Management via email to equipment-management@uci.edu by the lending department, giving the name of the borrowing department, the property number, and the new location of the equipment with a copy to the borrowing department.
When the loan is terminated, Equipment Management must be advised by the lending department.

Loans or assignments of university equipment to UCI Employees for the purpose of instruction, demonstration, research, general university support, or other activity associated with the university are permissible using the University Property Leaving Campus Form.
The University Property Leaving Campus form is initiated by the borrowing department employee and provide department head or business officer name and email address. The form routes to the Equipment Manager for final approval, who then assigns a Loan Agreement number. Copy of the completed agreement will be returned to the borrower, the department head/business officer and Equipment Manager via email.
When the loaned equipment is returned, the lower section of the Equipment Assignment form should be completed and returned via email to equipment-management@uci.edu.
Should this procedure prove impractical or unusual circumstances are involved, contact Equipment Management via email to equipment-management@uci.edu for assistance.

Loans or assignments of University equipment to non-UCI entity for the purpose of instruction, demonstration, research, general university support, or other activity associated with the university are permissible, UCI department should complete the Equipment Loan Agreement for Non-UCI Entity Borrows Equipment from UCI form , signed by the borrower and the department head, then forwarded to equipment-management@uci.edu for approval.
When the loaned equipment is returned, the department should notify Equipment Management with Loan Agreement Number via email to equipment-management@uci.edu.

If personal property is kept on campus for use in university activities:
1. The borrowing UCI department/unit (Borrower) must be complete an Equipment Loan Agreement for UCI Borrowing Equipment from Third Party (Equipment Loan Agreement). The borrower is responsible for:
  1. Obtaining the signatures of the lender and appropriate department chair/director;
  2. Obtaining the Lender’s Certification of Insurance (COI) in consultation with Risk Services, as necessary, to ensure compliance with UC’s Insurance Policy; and
  3. Forwarding the signed Equipment Loan Agreement and COI to the UCI Equipment Manager at equipment-management@uci.edu.
  4. The Equipment Manager will assign an Equipment Loan Agreement Number to the executed loan agreement and email a copy to the equipment borrower, copying the department chair/director, the lender, and Risk Services.
  5. Personal property (equipment) being used on campus should be identified by the equipment Borrower with a label to include "Personal Property of ____________________".
  6. Personal property shall not be repaired at university expense.
  7. When loaned items are returned, the equipment Borrower shall notify all parties of the return and reference the Equipment Loan Agreement Number.
  8. UCI Administration Policies & Procedures Section 706-14, Section A.

Update/Verify Equipment Inventory

University and contracting/granting agencies require campus departments to conduct periodic physical inventories of equipment. These instructions are for the Asset Inventory Certification (physical equipment inventory) due biennially. Update inventory records as changes occur on KFS.

Confirm the list is for your department. If a document appears in the Action List that belongs to a different Asset Representative, email Helen Chang and copy (cc) DSA with the following information:

AICD ID (doc) number(s).
Custodial Code(s).
Full name and UCInetID of new Asset Representative.

DSA needs to reply to the email and verify request in order to complete the process. Please allow 24 hours for changes to reflect in the system.

Physically locate and view each piece of equipment listed in the documents
Validate previous information
Note any changes/discrepancies
If unable to locate equipment, check the following:
- Is it on loan? CAM Update, Loan, Renew, Return instructions and University Property Leaving the Campus Form.
- Is it on transfer? CAM Update Transfer .
- Is it lost, stolen, or destroyed? CAM Update Asset Retirement Instructions and Report Lost or Stolen Equipment.
If equipment was incorrectly disposed of, review Selling, Transferring, or Disposing of Surplus Departmental Property. Contact Jose Medina or Andrew Mejia (949-824-6100).

University regulations require that a small, randomly selected sample of items from the campus equipment database be physically verified by a representative from Equipment Management at least every two years. Since the sample is randomly selected, not all campus departments will have assigned items. Those that do have assigned items in the sample will receive a list of usually one or two items to be located. The department then contacts Equipment Management to arrange a suitable time for verification.