Equipment Management FAQ
| Q. | How can I have an asset representative updated? |
| A. | Please complete the Department Information Update form. This form can also be used to update other departmental information, including department head information. |
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| Q. | How do I change the custodial code or cost center to which a piece of equipment is assigned? |
| A. | You can change the custodial code assigned to an asset by processing an Asset Transfer document. |
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| Q. | Can I track non-equipment items in CAMS? |
| A. | Yes! The Add Asset and Multiple Add Asset online reference manuals give detailed procedures on how to track non-equipment. Tracking non-equipment in CAMS eliminates the need for "shadow" tracking systems. |
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| Q. | What is the process for an equipment disposal? |
| A. | Campus CAMS users: Before disposing of equipment, complete the Bargain Barn Service Request to inquire if there is a market for the item. Bargain Barn will e-mail the department back with a response. If there isn't a market, the Bargain Barn will give the department several options for disposal, including donating the item to the Bargain Barn. The Bargain Barn will process the Asset Retirement document and will coordinate with the department for the proper removal of the item. Visit the Disposition of Equipment & Supplies web page for more information.
UCDMC (Chart H) CAMS users: The Asset Transfer document is used by UCDMC departments to request the disposal of equipment, indicating the receiving cost center 9993-UCDMC Storage. The AT document should be ad hoc routed for approval to Joelene Rodriguez (user ID: JOELENE) for medical equipment, to Edith Brennan(user ID: ECBRENNA) for computer equipment, or to Mike Martinez (user ID: MMARTIN) for all other equipment. |
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| Q. | How do I make changes to the building code, serial number, manufacturer, and room number for an asset in CAMS? |
| A. | These changes can be made on the Capital Asset Maintenance screen. The asset representative and the account manager are the only individuals who can make changes on this screen.
These changes can also be made with the online Asset Maintenance tool. |
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| Q. | When is it necessary to complete an Equipment Loan/Return document? |
| A. | This document is required for asset loans for a period of a year or longer. You may also use the document for loans of shorter time periods if you feel it will assist in tracking the locations of equipment. Per policy, enter an estimated return date of no more than 3 years from now. When the asset is returned, another ELR document should be processed to indicate the return of the asset. |
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| Q. | Can I retire equipment simply because it has depreciated below the equipment threshold? |
| A. | No. Departments are required to track equipment based on the original acquisition value. Depreciation below the current equipment threshold is not an appropriate reason for retiring an asset from inventory. |
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| Q. | How can I extend the expected return date for university equipment currently on loan? |
| A. | You will need to initiate an Equipment Loan/Return document to return the property to inventory. After it is fully approved, initiate a new Equipment Loan/Return document to re-loan the property. You will need to obtain a copy of this new document signed by the borrower to retain on file.
Per policy, enter an estimated return date of no more than 3 years from now. |
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| Q. | I have completed a Bargain Barn form and sent an asset to the Bargain Barn for sale. What CAMS documents do I need to complete? |
| A. | If the Bargain Barn sells the asset, they will complete the Asset Retirement document.
If the item does not sell, the Bargain Barn will contact you to see if you would like the equipment returned to your department. If you do not wish to have the equipment returned, they will complete the Asset Retirement document and salvage the asset. If you wish to have the equipment returned to your department, any further transactions involving the asset will be the responsibility of your department. |
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| Q. | What are asset condition codes? |
| A. | The condition codes refer to the current condition of the asset. These should be updated when the department performs its biennial physical inventory. In order to see what codes are available, double-click on the blank condition code field in the Capital Asset Maintenance screen. |
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| Q. | Why is CAMS unavailable for a period of time each year? |
| A. | In order to allow completion of fiscal close processes and reconciliations, CAMS must be shut off for a period of time each year, generally during part of the first two weeks of July. For specific dates, see the Fiscal Closing Dates calendar. |
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| Q. | How can I find CAMS transactions involving a specific asset? |
| A. | The Document Search screen can be used to find CAMS document transactions for an asset. In the Tracking Number field, enter the asset number. Note: For 11-digit asset numbers (i.e., assets created in the year 2000 or later), enter all but the first digit of the asset number (e.g., 20033004456 should be entered as 0033004456). |
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| Q. | Transactions for equipment with an acquisition value over $10,000 require additional approvals. How do I secure these approvals? |
| A. | These transactions require approval from the department head and dean/vice-chancellor/associate director.
If the additional approvers are DaFIS users, you can ad hoc route the document to them as Approval Required.
If the additional approvers are not DaFIS users, print the hard copy of the document, secure hard copy signatures from them, and mail to Equipment Management. Add a note to your document indicating that the additional approvals will be sent to Equipment Management. |
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| Q. | Is the asset representative the only person who can enter data into Transaction Processing during a physical inventory? |
| A. | The asset representative (and the associated account manager, if different) is the only person able to enter and update data on the Capital Asset Maintenance screen (CASM) for departmental assets. However, asset representatives can have assistance in performing the actual physical inventory, as long as they verify and sign off on all necessary forms and enter data as appropriate on the CASM.
Asset representatives can delegate asset maintenance responsibilities to others in their department, using the online Asset Maintenance tool. Any DaFIS user can process the other CAMS documents, including the Asset Transfer, Equipment Loan/Return, and Asset Retirement. |
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| Q. | Our custodial code is due for a physical inventory this year, but we have no equipment (items at or above $5000) on our equipment register. Does our department need to do anything? |
| A. | No. Submission of the Equipment Certification Form is not required if there is no equipment valued at or above $5,000 on the custody code during the reporting cycle. |
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| Q. | How do I deactivate a custodial code or cost center? |
| A. | In order to deactivate a custodial code or cost center, all active assets must first be removed. Run the Equipment Physical Inventory Listing (204) in DaFIS Decision Support and make sure that any active assets are transferred or otherwise disposed of properly.
Once there are no assets assigned to the custodial code or cost center, complete a Department Information Update form. On the form, include the custodial codes you would like to deactivate and add a note indicating that the codes should be deactivated. |
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| Q. | How do I update/make changes to an existing custodial code? |
| A. | Complete a Department Information Update form. |
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| Q. | How can I request replacement asset barcode decals? |
| A. | You can request replacement asset barcode decals by sending a list of the asset numbers to eqhelp@ucdavis.edu. |
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