Capital Equipment & Accounting

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415.502.3004

Management Contact

  • UCSF Physical Inventory Custodian Schedule 2019 - 2021 Cycle
  • 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 Building Codes
  • 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.
  • Article Contents Introduction Definitions Scope Purpose Process Ownership Life Cycle Outcomes Procedures Self-Assessment Reference Documents Introduction The purpose of Capitalized Asset Management (CAM) is to:
  • Inventorial equipment is defined as free-standing, non-expendable equipment (useful life over 1 year) 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 guide discusses the responsibilities of your role as an Equipment Custodian, and provides links to other resources available to help you.  
  • University of California Office of the President (UCOP) Risk Services manages a self-insurance program that provides coverage for loss of assets. All campuses and medical centers contribute to the fund annually. Valuation of loss is based on repair or replacement of damaged or destroyed property. Deductibles per occurrence:
  • Capital equipment has a value of $5,000 or more, or software with a per copy cost of $5,000 or more, with a normal life expectancy of more than one year, and is not "expendable". There are specific procedures for capital equipment purchases as well as special procedures applicable over the lifetime of the capital asset. Before you make a purchase of capital equipment, be sure that you understand and follow the specific procedures:
  • The gift should meet the criteria of a capital asset: Tangible, Freestanding, Useful life of one year or longer, and Estimated value of $5,000 or greater. Donor, private individual, a corporation, or some other entity should provide a statement in writing that:
  • Commonly used codes and schedules for capital assets and equipment:
  • UCSF Custody Codes list.
  • 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.
  • 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.
  • As a part of overall Equipment Custodian Responsibilities, this manual describes how to complete required duties in PeopleSoft Asset Management. For additional information on related procedures, see the Equipment Custodian Guide.
  • 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 training discusses the responsibilities of your role as an Equipment Custodian and provides links to other resources available to help you.
  • Equipment Custodians are assigned by departments and are responsible for providing current equipment information including physical location, custody code, disposal, and sales. 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. 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. Assigning or Changing Equipment Custodian Responsibility When a new custodian is assigned responsibility by a department, the department must:
  • 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:
  • 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:
  • Article Contents Capital Lease or Installment Purchase Lease Other Types of Leases or Contracts The recording and tracking of Capital and Operating Leases is somewhat complicated and the University is required to be in compliance with Financial Accounting Standards Board (FASB) Statement No. 13 and Government Accounting Standards Board (GASB). This guide is not intended to go through the entire behind-the-scenes analysis of how to record leases, but rather provide guidance on the day to day Department and Controller’s Office processes as it relates to equipment.
  • Effective July 1, 2014 through 2030, California Department of Tax and Fee Administration's Regulation 1525.4 - Manufacturing and Research & Development Equipment allows “partial sales and use tax exemption” on certain manufacturing and research and development equipment purchases and leases.
  • No property shall be removed from University custody without first obtaining the necessary approvals outlined in the procedures below. Only equipment for which the University holds clear title can be disposed ­of without the written permission of the title holder. Departments are responsible for verifying title on all sponsored funded equipment.
  • In October, UCSF will upgrade to the current release of Oracle Database. The Oracle Database platform is used by several applications and information systems at UCSF. The following financial systems will be unavailable during the maintenance periods specified. Please plan accordingly.