How to Submit a Capital Asset

When purchasing a capital asset, specific object codes need to be used and additional sections need to be completed in the requisition (namely, the Capital Asset Information section and the capital asset information in the Line Item Details). This information help meet the inventorial requirements that are crucial for capital assets.

Procurement Services
36 steps

**READ FIRST:** If issues occur when logging into UCIBuy+, confirm that one of the supported browsers—**Google Chrome, Microsoft Edge, or Mozilla Firefox**—is being used. Ensure employment status with the university is active in UCPath. In the browser settings, allow **pop-ups** and **third-party cookies**. If problems persist, refer to the [**FAQ section on the UC Irvine Procurement website**](https://procurement.uci.edu/ucibuy/faqs.php) for additional guidance.

**NOTE**: Authorized buyers determine whether a set of equipment qualifies as a capital asset by using the following criteria: - **Threshold Value** - $5,000. - Includes charges such as sales taxes, accessories and initial complement of supplies needed to put the equipment into operation. - **Useful Life** - The equipment must be viable for at least one year. - See [Useful Life Schedule](https://eulid.ucop.edu/index.php). - **Independence** - Physically stands alone. - "Stand alone" does not necessarily mean functional independence. An item that operates with, or plugs into, another piece of equipment may still be considered a separate inventorial item. Outlined below are two sections that need to be filled out (1) capital asset information and (2) item details in order to submit a capital asset.

Navigate to <https://ucibuy.uci.edu/>and enter single-sign on credentials.

Add a capital asset as a [catalog order](https://scribehow.com/viewer/ZotPO_Submitting_a_Catalog_Order__nwsroeM6T8S36wXb0Uq6BA) or [non-catalog order](https://scribehow.com/viewer/How_to_Initiate_a_Non-Catalog_Order_Purchasing_Request_Form_and_Requisition__I4E48cHsTnaPdXOTiZmbFg?referrer=search). Select the **cart** icon and select **View My Cart**.

Select **Proceed to Checkout**.

Enter the required requisition information as typically required for a [catalog](https://scribehow.com/viewer/ZotPO_Submitting_a_Catalog_Order__nwsroeM6T8S36wXb0Uq6BA) or [non-catalog](https://scribehow.com/viewer/How_to_Initiate_a_Non-Catalog_Order_Purchasing_Request_Form_and_Requisition__I4E48cHsTnaPdXOTiZmbFg?referrer=search) order.

Accounting Codes Section

Select the **pencil** icon in the Accounting Codes Section.

**NOTE**: For information on how to add accounting information in the accounting codes section, review [this process guide section](https://scribehow.com/viewer/How_to_Complete_and_Approve_a_Non-Catalog_Requisition__icLbsYoTTn6LbowSxvdRlA?scrollToActionId=ba439730).

All Capital Assets fall under the object category **IP-CPAE-CAPITAL ASSET & EQUIPMENT**. To begin adding the object code, select the **magnifying glass** icon.

Search for desired object code. Asterisks (\*) surrounding the phrase or word conducts a partial word search. Object codes in UCIBuy+ are saved as the Chart-KFS Object code number (e.g. IR-9000) Select the **magnifying glass** icon to search.

**NOTE:** The following [transaction types](https://scribehow.com/viewer/How_to_Submit_a_Capital_Asset__9vgKngiRS2-y6xilhNO_-Q?scrollToActionId=1e6aa8da) enable the following:\ \ **New:** Use this option to purchase new equipment. In the accounting code section, Capital Asset Object Codes must be used: 9000: Capital Equipment (not computer or furniture) greater than or equal to $5,000. \ \ 9071: Lease with option to purchase (installment) greater than or equal to $5,000. \ \ 9230: Software (not a software license) that was created for UC Irvine where the ownership remains with the university. This code is to be used when the cost is greater than $5,000,000. Also use the following asset type number in the item details: Z3332. 9235: Software (not a software license) that was created for UC Irvine, where the ownership remains with the university. This code is to be used when the cost is greater than $5,000 but less than $5,000,000. Also use the following asset type number in the item details: Z3331. 9303: Equipment for the Inventorial Plant only greater or equal to $5,000. 9310: Trade in Allowance of Old Equipment 9900: Computer Equipment greater or equal to $5,000 9950: Office Furniture greater or equal to $5,000.\ \ **Financed Equipment Purchase:** Use this when borrowing funds from a bank or vendor to finance an equipment purchase. - Use Object Code 9071 for the principal portion of the equipment cost. **Modify Existing:** Use this to purchase parts or components for existing equipment (not fabrication equipment). - The total cost must be over $5,000 to qualify for Capital Asset Object Codes. - Users must enter the Asset Number of the existing equipment. - If no Asset Number is provided, use Supplies Object Codes instead. **Fabrication:** Use this to purchase parts or components for existing fabrication equipment. - New Fabrications must be [pre-approved](https://procurement.uci.edu/equipment-management/how-to.php#RequestaNewFabricationPropertyNumber) by Procurement Services Equipment Management before processing any orders. - Use Capital Asset Object Code 9610.

Select the **+** icon to add the desired object code.

Select **Save**.

Capital Asset Information Method 1: Header Level

**NOTE**: This method should be used when all or the majority of line items in the requisition are capital assets.

Scroll down to the **Capital Asset Information** section and select the **pencil** icon.

Select the **Asset Transaction Type** applicable to the purchase.

**NOTE:** The following transaction types enable the following:\ \ **New:** Use this option to purchase new equipment. In the accounting code section, Capital Asset Object Codes must be used: 9000: Capital Equipment (not computer or furniture) greater than or equal to $5,000. \ \ 9071: Lease with option to purchase (installment) greater than or equal to $5,000. \ \ 9230: Software (not a software license) that was created for UC Irvine where the ownership remains with the university. This code is to be used when the cost is greater than $5,000,000. Also use the following asset type number in the item details: Z3332. 9235: Software (not a software license) that was created for UC Irvine, where the ownership remains with the university. This code is to be used when the cost is greater than $5,000 but less than $5,000,000. Also use the following asset type number in the item details: Z3331. 9303: Equipment for the Inventorial Plant only greater or equal to $5,000. 9310: Trade in Allowance of Old Equipment 9900: Computer Equipment greater or equal to $5,000 9950: Office Furniture greater or equal to $5,000.\ \ **Financed Equipment Purchase:** Use this when borrowing funds from a bank or vendor to finance an equipment purchase. - Use Object Code 9071 for the principal portion of the equipment cost. **Modify Existing:** Use this to purchase parts or components for existing equipment (not fabrication equipment). - The total cost must be over $5,000 to qualify for Capital Asset Object Codes. - Users must enter the Asset Number of the existing equipment. - If no Asset Number is provided, use Supplies Object Codes instead. **Fabrication:** Use this to purchase parts or components for existing fabrication equipment. - New Fabrications must be [pre-approved](https://procurement.uci.edu/equipment-management/how-to.php#RequestaNewFabricationPropertyNumber) by Procurement Services Equipment Management before processing any orders. - Use Capital Asset Object Code 9610. - Users must enter the Asset Number for existing fabrication equipment.

If Asset Transaction type is "Modifying Existing" or "Fabrication", skip to [step 14](https://scribehow.com/viewer/How_to_Submit_a_Capital_Asset__9vgKngiRS2-y6xilhNO_-Q?scrollToActionId=490ca321). If Asset Transaction Type if "New" or "Financed Equipment Purchase", select the **search** icon in the **Asset Building/Room** field.

Search and select the desired on campus location in the **Asset Building/Room** field for where the capital asset will live (e.g. in the Description field, searched for "Aldrich" for all results including Aldrich in the description). In UCIBuy+, Asset Building/Room number is saved as Chart-KFS Building Number-Room Number (e.g. IR-9003-0101 for Aldrich Hall Room 0101).

**NOTES:** \ • Room numbers are saved using a minimum of four digits (e.g., 0004 or 0300).\ • "NOROOM" is used for buildings without room numbers.

**NOTES:** For off-campus locations, use IR-9999-NOROOM and enter the full off-campus address in the **Internal Notes and Attachments** section.

If Asset Transaction Type is "Modify Existing" or "Fabrication", select the **search** icon in the **Asset Number** field. If Asset Transaction Type is "New" or "Financed Equipment Purchase", leave blank and proceed to [step 16](https://scribehow.com/viewer/How_to_Submit_a_Capital_Asset__9vgKngiRS2-y6xilhNO_-Q?scrollToActionId=e554a2cc).

Input the **asset number** in the Value field or conduct a partial search for the **tag number** in the Description field. The asset description in UCIBuy+ is the Tag Number-Custodial Code-Asset Description in KFS (ex. 099010232 - 0815 - TISSUE PROCESSOR: 099010232 is the asset's tag number, 0815 is the custodial code, and TISSUE PROCESSOR is its Asset Description in KFS). Select the **plus** icon to select the desired asset number.

**NOTES:** - The **Requisitioner** should ask the **Requestor** for the **KFS Asset Tag Number** or the **KFS Asset Number** to enter in this field. - This information can be **looked up and selected** from existing **KFS Capital Asset data**. - Alternatively, the Requisitioner can **open KFS Capital Assets** directly to look up the asset information.

Select **Save**.

Capital Asset Information Method 2: Line Item Level

**NOTE**: This method should be used to edit the Capital Asset Information of individual line items. Typically, this method is needed in one of the two following situations: 1. For an order with three or more line items, only one line item qualifies as a Capital Asset. 2. For an order with two or more line items, only one line item does not qualify as a Capital Asset.

**NOTE**: If the Capital Asset Information of an individual line item is being changed, the object code used in its Accounting Codes must be updated (in scenario 1 above) from a non-Capital Asset object code to a Capital Asset object code or (in scenario 2 above) from a Capital Asset object code to a non-Capital Asset object code. For information on how to override Accounting Codes at the Line Item level, see [this training guide](https://scribehow.com/viewer/How_to_Complete_and_Approve_a_Non-Catalog_Requisition__icLbsYoTTn6LbowSxvdRlA?scrollToActionId=5ae81aca).

Select the **ellipses** next to the item.

Select **Accounting Codes**.

Update the **object category** (e.g. to non-Capital Asset object category, IR-MFSH-MAIL FREIGHT SHIPPING) and **object code** (e.g. from IR-9000 to IR-4200). Select **Save**.

Select the **ellipses** next to the item.

Select **Capital Asset Information**.

Update the Capital Asset Information (in [scenario 1](https://scribehow.com/viewer/Capital_Asset__Backup__EXpm__8kRdKShaHK8eOETw?scrollToActionId=b6e618cc) above) using the instructions from [Steps 11-16](https://scribehow.com/viewer/How_to_Submit_a_Capital_Asset__9vgKngiRS2-y6xilhNO_-Q?scrollToActionId=1e6aa8da) or (in [scenario 2](https://scribehow.com/viewer/Capital_Asset__Backup__EXpm__8kRdKShaHK8eOETw?scrollToActionId=b6e618cc) above) so that all fields are blank.

Select **Save**.

Item Details: Capital Asset

**READ BEFORE MOVING FORWARD**: Fabrication Capital Assets **DO NOT** need this section completed. If processing a fabrication order, proceed to the [trade-in instruction](https://scribehow.com/viewer/How_to_Submit_a_Capital_Asset__9vgKngiRS2-y6xilhNO_-Q?scrollToActionId=3e91ce94) (if applicable) and/or submit the order.

**NOTE**: Only edit the Capital Asset Item Details for line items that qualify as a Capital Asset.

Under the **Items Details** section, select the **pencil** icon to edit the Item Details of the Capital Asset line item.

Select the **search** icon next to the **Asset Type** field.

Search for desired asset (e.g. partial word search for "laser" in the Description field). Select the **+** icon to add the desired asset (e.g., E6405 - LASER ACCESSORIES).

Select **Asset Manufacturer Name** field, and type the name (e.g. Newport Corporation). Select the **Asset Model Number** field, and insert the model number (e.g. 100-20A). Select **Save**.

How to Add Trade-In Equipment

**READ BEFORE MOVING FORWARD**: Trade-in can only be applied to non-catalog orders.

Select the **ellipses** that are on the same line as the **Supplier Name** (e.g. Newport Corporation).

Select **Add Trade-In**.

Enter "Trade-in" in the **Description** field, the quantity, and the unit price of the trade-in.

Select the Line Item the trade-in will link to (i.e. the Capital Asset).

Select **Save**.

Select the **pencil** icon next to the Trade-in Line Item.

All Item Details and Accounting Codes for the Trade-in must be the same as the linked Capital Asset. **This is case-sensitive**. E.g. Updating the Item Details to match Line Item 1: - Asset Type: E6405 - Asset Manufacturer Name: Newport Corporation - Asset Model Number: 100-200A - Item Type: Quantity-based - Commodity Code: 41111615 - Laser measuring systems - Capital Asset Information were entered at the [Header Level](https://scribehow.com/viewer/How_to_Submit_a_Capital_Asset__9vgKngiRS2-y6xilhNO_-Q?scrollToActionId=8cc51e58). No action needed. - The Capital Asset Accounting Codes were entered in the [Accounting Codes Section](https://scribehow.com/viewer/How_to_Submit_a_Capital_Asset__9vgKngiRS2-y6xilhNO_-Q?scrollToActionId=fbb7f108). - If Capital Asset Accounting Codes were added at the [Line Level](https://scribehow.com/viewer/How_to_Submit_a_Capital_Asset__9vgKngiRS2-y6xilhNO_-Q?scrollToActionId=c16b59e5), the same codes must be added to the Trade-in at the Line Level. Select **Save**.

**NOTE**: Accounting codes, including the object code, of the Trade-in line item must match the codes of the linked Capital Asset. The object code of the trade-in line will be re-assigned to 9310 in the additional charges section of the KFS PO for capital asset when the PO is exported to KFS.

In the **Internal Notes and Attachments** section, the Property Tag Number of the equipment being traded-in needs to be added. Select the **pencil** icon.

In the **Internal Note**, enter "Trade-in equipment Property Tag Number XXXXXXXXX", where XXXXXXXXX is the Property Tag Number of the equipment being traded-in (e.g. 123456789). Select **Save**.

How to Submit a Capital Asset

Procurement Services
36 steps

Navigate to <https://ucibuy.uci.edu/>and enter single-sign on credentials.

Select **Proceed to Checkout**.

Accounting Codes Section

Select the **pencil** icon in the Accounting Codes Section.

All Capital Assets fall under the object category **IP-CPAE-CAPITAL ASSET & EQUIPMENT**. To begin adding the object code, select the **magnifying glass** icon.

Select the **+** icon to add the desired object code.

Select **Save**.

Capital Asset Information Method 1: Header Level

**NOTE**: This method should be used when all or the majority of line items in the requisition are capital assets.

Scroll down to the **Capital Asset Information** section and select the **pencil** icon.

Select the **Asset Transaction Type** applicable to the purchase.

**NOTES:** \ • Room numbers are saved using a minimum of four digits (e.g., 0004 or 0300).\ • "NOROOM" is used for buildings without room numbers.

**NOTES:** For off-campus locations, use IR-9999-NOROOM and enter the full off-campus address in the **Internal Notes and Attachments** section.

Select **Save**.

Capital Asset Information Method 2: Line Item Level

Select the **ellipses** next to the item.

Select **Accounting Codes**.

Update the **object category** (e.g. to non-Capital Asset object category, IR-MFSH-MAIL FREIGHT SHIPPING) and **object code** (e.g. from IR-9000 to IR-4200). Select **Save**.

Select the **ellipses** next to the item.

Select **Capital Asset Information**.

Select **Save**.

Item Details: Capital Asset

**NOTE**: Only edit the Capital Asset Item Details for line items that qualify as a Capital Asset.

Under the **Items Details** section, select the **pencil** icon to edit the Item Details of the Capital Asset line item.

Select the **search** icon next to the **Asset Type** field.

Search for desired asset (e.g. partial word search for "laser" in the Description field). Select the **+** icon to add the desired asset (e.g., E6405 - LASER ACCESSORIES).

Select **Asset Manufacturer Name** field, and type the name (e.g. Newport Corporation). Select the **Asset Model Number** field, and insert the model number (e.g. 100-20A). Select **Save**.

How to Add Trade-In Equipment

**READ BEFORE MOVING FORWARD**: Trade-in can only be applied to non-catalog orders.

Select the **ellipses** that are on the same line as the **Supplier Name** (e.g. Newport Corporation).

Select **Add Trade-In**.

Enter "Trade-in" in the **Description** field, the quantity, and the unit price of the trade-in.

Select the Line Item the trade-in will link to (i.e. the Capital Asset).

Select **Save**.

Select the **pencil** icon next to the Trade-in Line Item.

In the **Internal Notes and Attachments** section, the Property Tag Number of the equipment being traded-in needs to be added. Select the **pencil** icon.

In the **Internal Note**, enter "Trade-in equipment Property Tag Number XXXXXXXXX", where XXXXXXXXX is the Property Tag Number of the equipment being traded-in (e.g. 123456789). Select **Save**.