Equipment may be loaned to UCSB by an individual (sometimes a faculty or staff member), an external agency or institution, or a department at another UC campus.
When the loan is from another UC, the EIMR is generally initiated at the original UC campus and sent to UCSB Equipment Management by the Equipment Management department at that campus. Since the asset already has a UC property number, all equipment information is entered into CATS using that existing property number.
Sometimes, the equipment may have been loaned to UCSB without the knowledge of the Equipment Management department at the original campus. If your department becomes aware of an intercampus loan, verify that an EIMR was prepared at the original campus and is in route to UCSB. If an EIMR was not prepared, call UCSB Equipment Management: we will ask for the property numbers and contact Equipment Management at the original UC campus to process the necessary transactions.
When the loan is from a non-UC institution (usually as part of an extramural award, where the granting agency loans UCSB equipment as part of the project), the EIMR to record the loan is prepared by the UCSB department.
It is especially important to inform UCSB Equipment Management of loaned items of equipment from non-UC sources because TITLE TO THE EQUIPMENT DOES NOT VEST WITH THE UNIVERSITY – IT CONTINUES TO VEST WITH THE EXTERNAL INDIVIDUAL OR AGENCY. Equipment Management has been embarrassed, several times, when its final equipment report for a Federal contract was rejected because it did not include a piece of equipment that was loaned by the government to UCSB and this loan had never been reported to Equipment Management by the UCSB department.
- When preparing the EIMR, complete the header information: Department Name, Inventorial Custody Code to which the loaned equipment is to be assigned, Contact and Contact Phone.
- Under the Type of Transaction, check the “Other” box.
- Under Remarks, enter a description of the transaction, generally a brief one providing the name of the piece of equipment, the individual or agency from which it has been borrowed, and the title/number of the loan document.
- A copy of the loan agreement and/or shipping document (frequently provided in the case of government loans) should be attached to the EIMR before it is sent to Equipment Management. This document should include a full description of the item(s) of loaned equipment, including manufacturer, model number, serial number and value. Please provide the location of the equipment at UCSB.
No further sections of the EIMR need be completed (the Loaned/Borrowed section is reserved for transactions in which both sides are UC entities – the loaning and borrowing departments and/or campuses).
NOTE: Some UCSB departments obtain excess or surplus equipment via the Federal Surplus Program. Since the government retains the right to recall these items in times of emergency, UCSB must record them as “Loans of Federal Equipment” and not as outright acquisitions: title continues to vest with the Federal government.