EIMR Form Action Types

This reference guide explains the specific entry requirements for each Action Type used by Equipment Custodians and authorized Custodial Delegates on the Equipment Inventory Modification Request, or EIMR form in PeopleSoft Asset Management.

When a new EIMR request is added in PeopleSoft, the required entry fields are dynamically displayed in the Asset Information section based on the Action Type selected. Required fields are listed in italics below by Action Type.

Action Type

Description

Instructions and Required Fields

Addition

(Purchaed without Purchase Order, Gifted, Loaned)

Equipment deemed as ADDITION when it is gifted or loaned to UCSF, or acquired with UCSF funding and not listed on Asset Management records.
  • Custody Code is required.
  • It is required to attach one of the following supporting documents:
    • MyReports output showing financial transaction information (e.g., equipment’s financial chartstring).
    • Donations requires Gift/Private Grant Acceptance Report (UDEV 100).
    • Contract or Memoradum of Understanding (MOU).

Cannibalized

Equipment deemed as CANNIBALIZED when the part(s) removed from the equipment making it unusable.
  • Cannibalized Date is required.

Destroyed

Equipment deemed as DESTROYED when it is damaged and no longer unusable.
  • Destroyed Date is required.

Fabrication

Equipment is deemed as FABRICATION when it is an item of non-expendable, tangible personal property resulting from simple assembly or connecting of various parts with the total acquisition cost over $5,000, and at least one year of normal useful life.
  • Custody Code is required.
  • It is required to attach MyReports output with financial transaction information (e.g., equipment’s financial chartstring), justification as to why the equipment was fabricated, and all Purchase Order information.

In-Place Sale

Equipment is deemed as IN-PLACE SALE when the department intends to sell UCSF equipment to an external buyer (e.g., other educational institution).
  • Attachment of supporting document is required (e.g., suggested bidder, fair market value from Logistics, approval from sponsor).

Lost

Equipment is deemed as LOST when it cannot be located.
 
  • Comment is required, e.g., describe the actions taken to attempt locating the equipment.

Stolen

Equipment is deemed as STOLEN when the theft is detected.
  • Police Report No. is required. Recommend attachment of Police Report document as well.

Surplus

Equipment is deemed as SURPLUS when using Logistics to dispose the item no longer needed.
 
  • Only equipment for which UCSF has the title can be disposed via Surplus.
  • Submission of Logistics Capital Asset Surplus Form is required after EIMR is approved.

Trade-In

Equipment which is surrendered upon the purchase of new equipment.
  • Purchase Order No. or Requisition No required.

Transfer Custody

Transfer responsibilities of the property from one UCSF custody code to another UCSF custody code.
  • Custody Code (To) is required.
  • One Custody Code Combination per EIMR.

Transfer External

Transfer responsibilities of the property outside of UCSF.
  • Comments and attachments are required (e.g., MOU, sponsored award approval, approval by Deparment Head and/or Control Point).
  • No equipment may leave the University without approval by Capital Asset Management (CAM).
OTHER

All other transactions that are not listed above, such as Loans, Intercampus Transfers (between UCSF Health or other UC Locations), donations to external, and misc.
  • Use the EIMR-Other Form and not PeopleSoft. Additional approvals may be required per policy.