Equipment Management

1. Send an e-mail to Equipment Management, with the following information:
   • Employee Name, UCInetID, Employee ID.
   • Department Organization Code(s).
   • Department Inventory Custodial Code(s).
   • Department Inventory Name(s).
2. The DSA (Department Security Administrator) will grant access using KSAMS (Security Access Maintenance System).

1. Log in to the KFS Asset Lookup.
2. If users cannot locate the KFS Capital Asset Management portlet, and have status as a CAM Processor/Asset Representative, have the department's DSA validate that the user is set up with Role 54 access in KSAMS, prior to contacting the KFS Support Team.

University and contracting/granting agencies require campus departments to conduct periodic physical inventories of equipment. These instructions are for the Asset Inventory Certification (physical equipment inventory) due biennially. Update inventory records as changes occur on KFS.

Confirm the list is for your department. If a document appears in the Action List that belongs to a different Asset Representative, email Helen Chang and copy (cc) DSA with the following information:

• AICD ID (doc) number(s).
• Custodial Code(s).
• Full name and UCInetID of new Asset Representative.

DSA needs to reply to the email and verify request in order to complete the process. Please allow 24 hours for changes to reflect in the system.

• Physically locate and view each piece of equipment listed in the documents
• Validate previous information
• Note any changes/discrepancies
• If unable to locate equipment, check the following:
  • Is it on loan? CAM Update, Loan, Renew, Return instructions and University Property Leaving the Campus Form.
  • Is it on transfer? CAM Update Transfer .
  • Is it lost, stolen, or destroyed? CAM Update Asset Retirement Instructions and Report Lost or Stolen Equipment.
• If equipment was incorrectly disposed of, review Selling, Transferring, or Disposing of Surplus Departmental Property. Contact Jose Medina or Andrew Mejia (949-824-6100).

University regulations require that a small, randomly selected sample of items from the campus equipment database be physically verified by a representative from Equipment Management at least every two years. Since the sample is randomly selected, not all campus departments will have assigned items. Those that do have assigned items in the sample will receive a list of usually one or two items to be located. The department then contacts Equipment Management to arrange a suitable time for verification.