Capital Equipment & Accounting

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Management Contact

  • The Asset Management WorkCenter enables Equipment Custodians and others with a role assignment in the Asset Management module to quickly access pending transactions for review, equipment inventory modification requests in process, and other information related to equipment inventory maintenance. This step-by-step guide explains how to access the Asset Management WorkCenter.
  • This guide demonstrates how to attach and maintain documents and photos related to an equipment record in PeopleSoft Asset Management.
  • This step-by-step guide explains how to use the custom Capital Equipment Internal Search page to locate specific equipment records.
  • UCSF Building Codes
  • Account Description 51321 Spon proj equip >$5K, non-comp 51322 Spon proj computer >$5K 51323 Spon proj software >$5K 52303 MC USE-equipment less than $5K 52304 Computers less than $5K 52305 Software less than $5K 52315 Furniture 52601 Computers $5K and above 52602 Software $5K and above 52603
  • UCSF Custody Codes list.
  • Searching for chartfields and other financial system codes via the Controller's Office website now requires a connection from the UCSF network or VPN. If you are already connected to the UCSF network or VPN you may proceed. If you are connecting remotely, please connect to the UCSF VPN before accessing this resource. Review these Frequently Asked Questions (opens in new window) for more information about the UCSF VPN.
  • UCSF Physical Inventory Custodian Schedule 2023 - 2025 Cycle
  • Table of Useful Life Indices for Equipment Depreciation
  • This guide explains how Equipment Custodians or delegates review newly assigned assets in PeopleSoft Asset Management. It is important this process is completed as soon as possible after receiving notification of a newly assigned asset from Capital Asset Management (CAM).
  • This step-by-step guide is intended for Equipment Custdians and authorized Custodial Delegates who need to manage their previously saved and submitted Equipment Inventory Modification Request (EIMR) forms in PeopleSoft Asset Management. 
  • This reference guide defines the workflow status indicators within the Equipment Inventory Modification Request, or EIMR form in PeopleSoft Asset Management. These details are provided to assist Equipment Custodians and Delegates in the management of their EIMR form requests.
  • 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.
  • Campus Equipment Custodians use the Equipment Inventory Modification Request (EIMR) process to modify or dispose of inventory equipment assigned to their departments.
  • This guide explains the roles and responsibilities within the PeopleSoft Asset Management system at UCSF for Equipment Custodians, Authorized Delegates, and Curators.
  • This step-by-step guide explains the process equipment custodians and authorized custodial delegates use to enter an Equipment Inventory Modification Request, or EIMR form in PeopleSoft Asset Management.
  • UCSF Capital Equipment & Accounting uses DocuSign to send Physical Inventory Certification Forms to Equipment Custodians. Custodians use DocuSign to sign, or “certify,” their forms and forward them to their Manager for approval. This step-by-step guide outlines the process for Equipment Custodians.
  • This guide outlines the steps to establish an Equipment Custodian, including required training resources to become familiar with the acquisition, use, upkeep, tracking, and disposition of capitalized assets.
  • This guide provides the necessary resources to assist with the purchase of capital equipment at UCSF.
  • This guide describes how to determine if your purchase qualifies for a partial sales and use tax exemption.
  • This guide outlines the steps to process capital, operating, and finance purchase leases.
  • This training discusses the responsibilities of your role as an Equipment Custodian and provides links to other resources available to help you. Inventorial equipment is defined as free-standing, non-expendable equipment with a useful life of over one year and acquired at a cost of $5,000 or more (including sales tax, freight, and installation needed to enable operability). The designated Equipment Custodian oversees the inventorial equipment assigned to the 4-digit custody code(s) for which they are responsible.
  • This topic describes the rules and methods for the disposal of University capital equipment.
  • Commonly used codes and schedules for capital assets and equipment:
  • The Asset Management Report can be found under the Transactional Reports tab in MyReports. There are numerous ways to search for and filter data in MyReports to meet your needs. For inventory purposes it is easiest to search by Custodian Name or Custody Code. These fields are in the Report Specific Filters section on the bottom of the page:
  • During the custodial review process, a Custodial Delegate may be assigned equipment records to update by the Equipment Custodian. Equipment records assigned to a Custodial Delegate will remain on the Custodian's list for visibility purposes. The name of the Custodial Delegate assigned by the Custodian to perform updates will also appear in the Delegate field under the “Additional Information” section of the Asset Information page. Custodial Delegates must log into PeopleSoft promptly and update all of the asset’s key information, including:
  • This step-by-step guide is intended for Capital Equipment Custodians who have received notification they need to perform the Custodial Review of an asset they have been assigned.
  • This guide outlines the steps required to complete physical verification of all capitalized assets listed in the UCSF asset management database.
  • This guide outlines the considerations and steps for submitting an Equipment Inventory Modification Request Form to record a gift of equipment as a capital asset.