The Equipment Inventory Modification Request (EIMR) form is used to process all types of modifications to the equipment inventory file except the disposal of excess and surplus property. Please use the Excess and Surplus Property Disposal (ESPD) form to dispose of excess and surplus property via pick-up by Central Stores.

Instructions for completing the Equipment Inventory Modification Request (EIMR).

1. Fill in the four fields at the top of the form:
   
   
   1. Department Name
   2. Inventorial Custody Code (obtained from EQ920 printout, CATS or by calling Equipment Management)
   3. Contact
   4. Phone
      
      
2. Check the box corresponding to the type of transaction being processed on the EIMR:
   
   
   1. Interdepartmental Transfer
   2. Destroyed (Cannibalized)
   3. Lost
   4. Off-Campus Use
   5. Fabrication
   6. Other

      NOTES:

      Only one type of transaction box may be selected per EIMR (i.e., the same EIMR cannot be used to record the loss of one asset and the transfer of a second to another department).

      "Other" transactions include, among others: Interdepartmental Loan, Intercampus Loan, Intercampus Transfer, Theft, Recovery (of assets previously reported Lost or Stolen), Borrowed from a non-UC agency or individual, Termination of Borrowed Status, and Donation of Equipment to a qualified non-UC, non-profit organization.

3. If applicable, enter any special circumstances, explanatory comments, etc. into the Remarks section. If the type of transaction is "Other," the Remarks section must be used to specify it.
   
   
4. For each piece of equipment being processed, fill in the three fields in the Equipment Identification section of the EIMR:
   
   
   1. Property Number
   2. Description
   3. CATS Value

      The EIMR may be returned to the originating department if these fields are not completed for all pieces of equipment.

      A printout from a department database may be substituted for the Equipment Identification section of the EIMR on the condition that the printout includes (at least) all three fields, with all requested information entered.

5. If applicable, additional data should be entered into the following sections of the EIMR:
   
   
   1. Department Fabrication

      This section is used to record the completion of a Fabrication. Provide information in the four fields, if applicable:

      1. Labor Costs (machine shop, etc. labor charges have been incurred in order to complete the Fabrication, if any)
      2. Materials & Supplies (materials and supplies purchased either via Low Values or Purchase Orders, but not receiving inventorial property tags)
      3. Equipment Components (complete if the Fabrication includes any inventorial equipment items which have received separate property numbers and tags); inventorial components should be listed individually, either in the "Equipment Identification" section or on an attachment.
      4. Total Cost of Fabrication (the sum of a., b. and c.)
         If the Fabrication is complicated and of high value, it may be best to provide the information in the form of an attachment. Contact Equipment Management to discuss the details.
         
         
   2. Loaned/Borrowed Equipment

      This section is to be used in cases where equipment is:

      (A) loaned to (1) another department at UCSB, (2) a department at another UC campus, (3) a non-UC agency or organization, or (4) to a UCSB employee for off-campus use, whether at home or abroad for research.
      Please note that an off-campus use EIMR should only be prepared if the period of use is expected to last 6 months or more. Off-campus use EIMRs are issued for a maximum of one year and departments should file additional EIMRs, referencing the original, to extend reporting of off-campus use by additional one-year periods.

      (B) borrowed from (1) another UC campus, or (2) a non-UC, agency or individual.
      Please note that Equipment Management must be notified, via an EIMR that references the original, of the termination of all cases of loaned or borrowed equipment.

   3. Transfer

      This section is to be used in cases where equipment is permanently transferred from one UCSB department to another or to another UC campus (usually when a professor relocates to another campus)

      Please note that donations of equipment to qualified non-profit organizations such as educational institutions or charities are not considered transfers. Click here to view the special considerations and instructions required in order to donate equipment.

6. Print the Equipment Inventory Modification Request.
   
   
7. Have the appropriate department authorizing individual sign the EIMR.
   
   Please note that in the case of a transfer or loan of equipment between departments, both the lending/transferring and the borrowing/receiving departments must sign the EIMR before it is forwarded to Equipment Management for processing. In the case of the loan or transfer of equipment between campuses, only the UCSB department needs to sign the EIMR; Equipment Management will send it to the sister campus for signature, completion and eventual return to UCSB.
   
   
8. Send one original copy of the completed and signed EIMR (plus any attached printout and/or relevant documentation, as applicable) to Equipment Management.

Some departments have created their own versions of the EIMR, in programs such as Excel or Filemaker: these forms may continue to be used, on the condition that they are modified to include all the information fields on the new format (most importantly, the Transaction Type check boxes).

If you have any questions concerning the new Equipment Inventory Modification Request, please contact Equipment Management at x2389 or x7377.

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