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Equipment Audit Information

The Equipment Management Department verifies the inventory on the basis of random statistical sampling at least every two years. Audits are conducted to inspect the equipment and CAMS records, and to ensure compliance with equipment policy and procedure in accordance with UC BUS 29, section X, Physical Inventories.

Before the Audit

• Equipment Management will contact the asset rep before the audit to coordinate the date, time, and location.
• A confirming letter will be sent to the asset representative, MSO, and department head designating the time and date for the audit as agreed.
• The asset rep should prepare for the audit by physically verifying the location of each asset on the Equipment Physical Inventory Listing (204) that meets the current threshold for equipment, greater than or equal to $5,000. This listing can be obtained by using the Equipment Threshold Filter selection for only >= $5,000 when printing the 204 report in Decision Support.
• For equipment located off-campus, the asset rep should confirm the physical location of the equipment with a representative at that location. This confirmation will also be made by the auditor with the assistance of the asset representative during the audit. The Off Campus Address section should be completed on the Capital Asset Maintenance screen (CASM) for these assets.
• If any asset cannot be physically located, the appropriate CAMS documentation should be completed, and required approvals secured prior to the audit.
• The asset decal must be placed in a prominent location on each piece of equipment. Replacement decals should be requested from eqhelp@ucdavis.edu in advance of the audit.
• Any updates to equipment information should be made in CAMS prior to the audit.

During the Audit

• Each item must be visually inspected or confirmed by the auditor.
• If an item is not available, the appropriate CAMS documentation must be provided, including Asset Transfer, Asset Retirement, Equipment Loan/Return documents, or telephone confirmation by departmental field location staff during the audit.
• The auditor should be able to positively identify the asset via the asset decal. If decals are missing from equipment and serial numbers are not entered in CAMS, the auditor may not be able to count those items.

After the Audit

• Audit evaluations are sent to the department head, MSO, and the asset representative.
• Follow-up audits may be scheduled for departments contributing to any defect found in the audit of the statistical random sample listing.

If an Additional Audit is Required

• Equipment Management will contact the asset rep before the audit to coordinate the date, time, and location.
• A confirming letter will be sent to the asset representative, MSO, and department head designating the time and date for the audit as agreed.
• If a second statistical sample audit for a single department is found to contain defects then an audit of the complete inventory for that department may be scheduled.