Overview: Inventorial equipment owned by the university other than government equipment may be loaned to or borrowed from:

  1. another department
  2. another UC campus
  3. external organization or individual

This procedure describes the process by which a department may request loans to or from the university.

Areas of Responsibility

It is the department head's responsibility to approve any loans of equipment to or from the department and to notify Equipment Management accordingly.

It is the Equipment Management's responsibility to approve all loans between departments, campuses, to non-uc organizations and individuals.

Note: Employee-owned equipment brought on campus does not constitute a loan. If a University employee keeps personally owned equipment on campus, it should be noted in the department records. It will not be recorded in BETS and the University is not responsible for loss of or damage to personal equipment.

Interdepartmental Loan of University Equipment

  • Lending department will file in the departments' records a memorandum of the transaction, if the loan is to be for less than one year.
  • If loan period is one year or more, submit Equipment Inventory Modification Request (EIMR) in BETS.
  • Using EIMR screen, choose Loan option, select Interdepartmental Loan , enter period of loan, custody code, building and room number of borrowing department.
  • Forward a copy of EIMR to borrowing departments' equipment custodian for their records.
  • When equipment is returned to lending department, submit Equipment Inventory Modification Request (EIMR) in BETS using EIMR screen choose Loan option, select Owner and enter building location and room number.
  • Equipment Management will record the approved loan in BETS, the borrower information will be displayed on all reports.

Intercampus Loan of University Equipment

  • Lending department will file in the departments' records a memorandum of the transaction, if the loan is to be for less than one year
  • If loan period is one year or more, submit Equipment Inventory Modification Request (EIMR) in BETS.
  • Using EIMR screen, choose Loan option, select Intercampus Loan, enter period of loan, name of borrowing campus, department and contact person
  • When equipment is returned to lending department, submit Equipment Inventory Modification Request (EIMR) in BETS
  • Using EIMR screen choose Loan option, select Owner and enter building location and room number
  • Equipment Management will forward the approved EIMR to the Equipment Manager of the borrowing campus
  • Equipment Management of the borrowing campus will assign custody and record the loan in their campus equipment database and provide their campus equipment custodian with an copy of the EIMR
  • The borrower information will be displayed on all reports.

Loan of University Equipment to An Individual

  • Lending department will file in the departments' records a memorandum of the transaction, if the loan is to be for less than one year
  • If loan period is one year or more, submit Equipment Inventory Modification Request (EIMR) in BETS
  • Using EIMR screen, choose Loan to Individual option, enter period of loan, name and address of the borrowing individual
  • When equipment is returned to lending department, submit Equipment Inventory Modification Request (EIMR) in BETS
  • Using EIMR screen choose Loan option, select Owner, enter building location and room number
  • Equipment Management will record the approved loan in BETS
  • the borrower information will be displayed on all reports.

Note: Refer to Risk Management's web site for information on insurance coverage.

Loan of University Equipment To An External Organization :

  • If the loan is for less than one year, the lending department will file a memorandum of the transaction in the departments' records.
  • If loan period is one year or more, submit Equipment Inventory Modification Request (EIMR) in BETS
  • Using EIMR screen, choose Loan to Non-University option, enter period of loan, name and address of the borrowing organization
  • Equipment Management will record the approved loan in BETS
  • The borrower information will be displayed on all reports.

Note: Equipment that is in the care and custody of the University, but that is not University-owned, cannot be loaned without the specific written approval of the title holder. The policy is the same as that for Loan of University Equipment to an External Organization or Individual (above), with the addition of the following: The department head shall obtain the approval of the title-holder and forward it to the Equipment Management for prior approval.

Loan of Equipment to the University from a Non-Government External Organization or an individual.

  • Loan agreements between departments of the University and external agencies (other than agencies of the Government) or individuals are reported to Equipment Management using an Equipment Loan Agreement form.
  • Loaned equipment is recorded in BETS as non-university equipment for the period of the loan.
  • Departments notify Equipment Management of loan termination by submitting an Equipment Inventory Modification Request (EIMR)
  • Using EIMR screen, choose Disposal, select miscellaneous and provide date the equipment was returned to external organization or individual
  • If owner requires insurance department must contact Risk Management and arrange for coverage.
  • Risk Management does not negotiate nor approve loans.
  • The loan of equipment for demonstration or approval purposes is not recorded in BETS.
  • It is to the university's benefit to have the equipment covered by the lender's insurance, if possible.