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UC DAVIS: Materiel Management: Equipment Management July 11, 2001 DEANS, DIRECTORS, DEPARTMENT CHAIRPERSONS, AND CAMPUS/UCDMC ADMINISTRATIVE OFFICERS RE: Theft-Sensitive Items Policy Change Effective immediately, Equipment Management will no longer mandate the tracking of theft-sensitive items in DaFIS CAMS. Campus and Medical Center departments will have the option of tracking or not tracking the theft-sensitive items listed below, when valued under the $1,500 equipment threshold. Please note, however, that Universitywide policy requires the tracking of firearms, regardless of cost. Item: Balance scales (digital) Theft-Sensitive Commodity Code: 48190 Supply Commodity Code: 4819X Item: Camcorders Theft-Sensitive Commodity Code: 73223 Supply Commodity Code: 7322X Item: Cameras (digital) Theft-Sensitive Commodity Code: 73241 Supply Commodity Code: 73240 Item: Cell phones Theft-Sensitive Commodity Code: 74021 Supply Commodity Code: 7402X Item: Computer (PC), Desktop/Tower Laptop/Notebook - Portable Theft-Sensitive Commodity Code: 70780 Supply Commodity Code: 7078X Item: Copiers Theft-Sensitive Commodity Code: 70822 Supply Commodity Code: 70820 Item: Digital Video Disk Player (DVD) Theft-Sensitive Commodity Code: 74510 Supply Commodity Code: 7451X Item: External Drives Theft-Sensitive Commodity Code: 70752 Supply Commodity Code: 70754 Item: FAX machines Theft-Sensitive Commodity Code: 74013 Supply Commodity Code: 7401X Item: Laser jet printers Theft-Sensitive Commodity Code: 70742 Supply Commodity Code: 7074X Item: Microscopes Theft-Sensitive Commodity Code: 46302 Supply Commodity Code: 46303 Item: Monitors Theft-Sensitive Commodity Code: 73455 Supply Commodity Code: 7345X Item: Pagers Theft-Sensitive Commodity Code: 74000 Supply Commodity Code: 740XX Item: Palm pilots Theft-Sensitive Commodity Code: 70763 Supply Commodity Code: 7076X Item: Power Supply (UPS) Theft-Sensitive Commodity Code: 70768 Supply Commodity Code: 70769 Item: Radios (two-way) Theft-Sensitive Commodity Code: 74002 Supply Commodity Code: 74005 Item: Scanners Theft-Sensitive Commodity Code: 70750 Supply Commodity Code: 7075X Item: Vehicles, used (purchase on a PR only) Theft-Sensitive Commodity Code: 82310 Supply Commodity Code: 803XX Item: Video projectors (portable) Theft-Sensitive Commodity Code: 73410 Supply Commodity Code: 7341X Item: Videocassette recorders (VCR) Theft-Sensitive Commodity Code: 74500 Supply Commodity Code: 7450X To facilitate each department's needs, two commodity codes (listed above) have been entered in the Commodity Code Table for each of these items. Those departments who choose not to track theft-sensitive items in CAMS should use the supply commodity code on purchasing documents. In doing so, they will not be prompted to enter any data on the Equipment Certification Screen. Departments who want to track theft-sensitive items must use the theft-sensitive commodity code on purchasing documents and initiate an Add Asset document in CAMS for each item received. The Add Asset document should also cite the theft-sensitive commodity code and use acquisition type code "49" for used vehicles and "47" for all other theft-sensitive items. Initiated Add Asset documents will automatically route to the Equipment Management Department who will in turn generate property numbers and mail property tags to the custodial department. Although the tracking of theft-sensitive items is now optional, we, as University employees, have a fiduciary responsibility for the resources entrusted to us. This policy change does not relieve us of that responsibility. Improper activities with respect to University resources, and the misuse, theft and movement of University property, are addressed in P&PM Sections 380-17, 330-95, 350-85, and 350-70, respectively. These policies pertain to supply items as well as other types of University property. Please familiarize yourself with these policies to ensure compliance. Please note that theft-sensitive items in CAMS only constitute a partial list of those actually acquired over the past four years. Departments may choose at this time to retain recorded theft-sensitive items or opt to have them purged in mass. No action is necessary if you wish to continue to track theft-sensitive items in CAMS. If you want all of your department's theft-sensitive items purged, please have your department's custodian e-mail a simple statement to that affect to eqhelp@ucdavis.edu. Be certain to include your department's custody code(s) in that e-mail. Your items will be mass retired from CAMS for you if received by 5:00 PM, August 31, 2001. After that date, departments will be required to initiate Asset Retirement documents in CAMS to remove each theft-sensitive item individually. UC Davis Policy and Procedure Manual, Section 350-50, is being revised to incorporate this policy change. If you have any questions regarding this directive, please contact one of the following Accounting and Financial Service offices listed below: Steve Frost, Director, Materiel Management at (530)757-8711 Alicia Caballero, Manager, Equipment Management at (530)757-8707 Mary Herman, Manager, Accounts Payable at (530)757-8536 Thank you. J. Michael Allred Associate Vice Chancellor-Finance 01-099
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