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. The Controller's Office schedules the inventory date for each department. Each department custodian is given 45 working days to:
- Locate the equipment
- Submit findings to Captial Asset Management
- Capital Asset Management sends the Physical Inventory Certification Form to the Equipment Custodian's email via DocuSign. Follow the steps in the Completing the Physical Inventory Certification in DocuSign for Equipment Custodians job aid to certify the Physical Inventory Certification Form.
A field audit may be performed after the physical inventory is submitted. 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.
You should also review all pertinent policies including BUS-29: Management and Control of University Equipment, and if appropriate, policies and guidelines for the funding agency.
If you need further assistance, please contact Capital Equipment & Accounting.
- 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.
- Make sure that tags are bar-coded and affixed to the equipment where they can easily be read. Request new tags from Capitalized Asset Management (CAM) if necessary.
- 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, Dept. ID and Fund, custody code and location.
- Identify equipment that cannot be tagged and provide records to verify the physical inventory was conducted. This can be a binder with tag and information above, plus picture (if available).
- Submit an Equipment Inventory Modification Request form to report equipment that cannot be found or needs to be transferred to another custody code.
- Review and submit the Physical Inventory Certification using DocuSign.
Note: All changes/corrections should be entered on the listing's Comments section on the same line as the item in question.