In April, 2008, the cost threshold for adding equipment to the RAM was increased to $5,000.00. Equipment below the new cost threshold was purged from the RAM. This is the reason why you find equipment bar-coded but not on your Inventory printout. If you are unsure if this is the reason, please make a note of the item on the Inventory when you return it and a staff member will contact you.
It is necessary to sign the cover page to ensure the inventory has been received and all pages reviewed.
No. This equipment, even though it may be in “scrap” condition, belongs to the University at Buffalo and must be disposed of by University Facilities.
Equipment may not be placed in hallways, loading docks, or other common areas; this is a violation of fire and safety codes. As noted above, complete a Disposal Form and send to Inventory Services.
Equipment may not be thrown in the waste basket; equipment is UB property. Complete a Disposal Form indicating the asset number if there is one, serial number, and location of the asset. UB Facilities works with a scrap metal recycler and all aspects of the items which can be recycled are utilized. Read about how to remove data and clean your computer for recycling.
On your Inventory printout, write the word “unaccountable” in the left margin next to the asset number. After your inventory is updated in the RAM, Inventory Services will generate a report of all assets noted as unaccountable. The report will be sent to you, asking for your review. If the asset still cannot be found, a memo (on departmental stationery) signed by the department head should be sent to Inventory Services. The memo should indicate that all efforts to locate the asset(s) have been exhausted and that your department is asking Inventory Services to remove the asset(s) from your Inventory.
Yes, but you will need to complete an Inventory Data Change Form and send it to Inventory Services. We will make the changes to your Inventory, updating the new department, location, and new end-user.
There are some surplus items (mostly furniture) stored at Helm Warehouse. The Warehouse personnel are listing available items on UB SWAP. However, there may be a delay from the time an item arrives at Helm and the actual date it is listed on UB SWAP. If you are looking for a particular item and don’t see it listed, you may call Helm Warehouse at 645-2740. As is always the case, be sure to call ahead to set up a convenient time to see the item you may be interested in. Walk-ins are not recommended.
The asset remains a state asset in the RAM. Selling it to another department on campus does not change how the asset was originally acquired. However, the department acquiring the asset will need to inform Inventory Services of its new location, end user, and department.
To request a new category or subcategory, please send an email to Inventory Services Manager.
Arrange for payment to be made to listing department via an Interdepartmental Invoice (IDI) if appropriate for your circumstances.
Items NOT transferred/sold continue to be the responsibility of the listing party. If no one is interested in the listed items after 90 days, the listing party should then follow the Equipment Disposal guidelines.
1. Completely fill out the item profile.
2. If the item is a computer, be sure all files have been deleted from the hard drive.
3. Negotiate transfer/sale with prospective department.
4. If the item is recorded on your departmental inventory, make
sure you have a signed receipt as your proof of transfer listing
all asset numbers. Below is a sample receipt. Also, be
sure to send a Data
Change Form to Inventory Services to update your
The following asset was transferred by department account
to the Department of ______________, Inventory account number ________________.
Asset # ___________________
Serial # ___________________
Name and Phone # of Person transferring ___________________________________
Name and Phone # of Person receiving ______________________________________
If the item is equipment recorded in the RAM, fill out an Inventory Data Change Form identifying the asset number(s) and noting new account number, building and room number, along with new end user. Forward the completed form to Inventory Services at 206 Crofts Hall. Also, be sure you have a signed receipt as your proof of transfer listing all asset numbers.
Campus departments using SWAP should arrange with University Facilities, Customer Service, for pick-up and delivery. Their phone number is 645-2025. Neither the Helm Warehouse nor Inventory Services can assist with the pick-up or delevery of items.
All listings are posted for a maximum of 90 days. The listing party may elect a shorter timeframe.
For information on the disposal of hazardous materials, please contact UB Environment, Health & Safety, 829-2401.
Negotiate the transfer or sale with prospective department and arrange with University Facilities, Customer Service at 645-2025 (if necessary) to pick up and deliver item(s) to new location. Neither the Helm Warehouse nor Inventory Services will be able to help you with this.
Replies and inquiries regarding listings should be emailed directly to the submitter of the listing. Do not contact Inventory Services for information regarding a specific listing as they will not be able to help you with this.
No items may be left in the hallway. See the
“Corridor Use Policy” at Environment, Health &
Safety’s website, at ehs.buffalo.edu.
An item will remain on the website for five additional days once it is closed or expired. This will allow the listing party to re-open the listing for another 90 days, if desired.