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Equipment file EFA100

FILE NAME: EFA100
FTP FILE NAME: /ftphome/ftpusrn/put/efa/EFA100.Yyyyy
Where 'n' represents the campus number, and 'yyyy' is the data year. See the FTP file input specifications for further information.
RECORD FORMAT: Fixed Block
RECORD LENGTH: 180
SEQUENCE:

Ascending - Sort UC Location Code 1, Location Code 2, Property Number


Position Element

Length

  Field Format

1-2

Acquisition Code-EQ

2

  Alphanumeric

3-4

UC Location Code 1 - Major Location

2

  Alphanumeric

5-13

Property Number

9

  Alphanumeric

14-17

Custodial Department Code-EQ

4

  Alphanumeric

18-22

Fund Number

5

  Alphanumeric

23-26

Filler

4

  Blank

27-32

Receival Date

6

  Numeric

33-42

Unit Value/Cost

10

  Numeric

43-47

Capital Asset Account Number

5

  Alphanumeric

48-97

Equipment Description

50

  Alphanumeric

98-102

Equipment Classification Code

5

  Alphanumeric

103-105

Filler

3

  Blank

106-125

Manufacturer Name

20

  Alphanumeric

126-155

Manufacturer Number

30

  Alphanumeric

156

Loan Code-EQ

1

  Alphanumeric

157

Fund Source Code

1

  Alphanumeric

158

UC Location Code 2/Sub-Location Indicator

1

  Numeric

159

Title Flag

1

  Alphanumeric

160-180

Filler

21

  Blank

Name:

ACQUISITION CODE-EQ

Type:

Alphanumeric

Length:

2

Format:

N/A

General Description:

Code indicating the method by which the University acquires equipment or assumes custodial responsibility for equipment

Code Interpretation:

'30' -- Purchased, US Government retains Title
'31' -- Purchase Order
'32' -- Fabrication
'33' -- Purchase by Regents' contracts
'34' -- Gift
'35' -- Found
'36' -- Intercampus transfer
'38' -- Borrowed from a non-University, non-Government agency
'39' -- Borrowed from a Government agency
'41' -- Inventory adjustment
'42' -- Gift of Government furnished equipment
'45' -- Recovered

Comments:

Code '43' (Lease, with purchase option) deleted as ambiguous -- leased equipment is not reportable on EFA100 file.

Revision Date:

February 5, 2004

Name:

UC LOCATION CODE 1 -- MAJOR LOCATION

Type:

Alphanumeric

Length:

2

Format:

N/A

General Description:

A code indicating a campus, systemwide location, major affiliated institution, or US government owned/contractor-operated laboratory of the University.

Code Interpretation:

'01' -- Berkeley
'02' -- San Francisco
'03' -- Davis
'04' -- Los Angeles
'05' -- Riverside
'06' -- San Diego
'07' -- Santa Cruz
'08' -- Santa Barbara
'09' -- Irvine

'10' -- Merced
'20' -- Systemwide Administration / Office of the President
'21' -- Lawrence Berkeley Laboratory
'22' -- Lawrence Livermore National Laboratory
'23' -- Los Alamos National Laboratory
'24' -- Hastings College of the Law

Comments:

Acceptable values for the EFA-Equipment system are '01' - '09'.

Revision Date:

 November 18, 2009

Name:

PROPERTY NUMBER

Type:

Alphanumeric

Length:

9

Format:

N/A

General Description:

A sequential number assigned by campus Inventory departments which uniquely identifies an item of equipment.

Code Interpretation:

N/A

Comments:

Revision Date:

Format change effective as of July 1, 1999

Name:

CUSTODIAL DEPARTMENT CODE--EQ

Type:

Alphanumeric

Length:

4

Format:

N/A

General Description:

Code indicating the department which has custodial responsibility for an equipment item.

Code Interpretation:

0000-8999 - to be designated by the campus Inventory Office
9906 - capitalized threshold phase-in items

9996 - libraries and collections
9997 - equipment on lease with option to purchase
9998 - equipment on loan from non-UC organizations
9999 - equipment on loan to non-UC organizations

Comments:

A separate custodial department code must be established for equipment acquired with auxilliary and service enterprise funds.

Revision Date:

December 8, 2009 - added code interpretation for 9906.

Name:

FUND NUMBER

Type:

Alphanumeric

Length:

5

Format:

N/A

General Description:

Number identifying a specific source of funds used at the time of purchase.

Code Interpretation:

Refer to Accounting Manual Chapter A-115-2.

Comments:

Revision Date:

Name:

RECEIVAL DATE

Type:

Alphanumeric

Length:

6

Format:

'MMYYYY' where 'MM' = month
'YYYY' = year

General Description:

Date equipment was received by the University.

Code Interpretation:

N/A

Comments:

Revision Date:

Name:

UNIT VALUE/COST

Type:

numeric

Length:

10

Format:

10 (9999999999)

General Description:

The price obtained from the Accounting Office for purchased items, or the value assigned to fabrications, gifts, etc. by the campus Inventory Office.

Code Interpretation:

N/A

Comments:

The value should be rounded up to the nearest whole dollar amount, and there should be no cents.

Revision Date:

Effective on the June 30, 1999 file.

Name:

CAPITAL ASSET ACCOUNT NUMBER (CAAN)

Type:

alphanumeric

Length:

5

Format:

N/A

General Description:

A unique number used to identify equipment housed in structures as they are defined in the campus Plant Asset and Facilities data systems.

Code Interpretation:

N/A

Comments:

This data element was expanded effective December 31, 2000 as part of the GASB 35 implementation project to bring the numbers assigned to buildings in three local campus files into alignment. The three files being: CFS Asset (CFSAST), EFA Equipment Inventory (EFA100), and EFA Facilities (EFA70 and EFA71). The same unique building number should be used across all three systems to refer to the same individual building.

Also, please refernce Accounting Manual Chapter P-415.8 Part IV.F. and the February 7, 1996 letter (PDF) to Assistant Vice Chancellors/Accounting Officers on the assignment of CAANs.

Revision Date:

October 24, 2000

Name:

EQUIPMENT DESCRIPTION

Type:

Alphanumeric

Length:

50

Format:

N/A

General Description:

Description of the equipment item.

Code Interpretation:

N/A

Comments:

Revision Date:

Name:

EQUIPMENT CLASSIFICATION CODE

Type:

Alphanumeric

Length:

5

Format:

N/A

General Description:

A code indicating the classification of an equipment item.

Code Interpretation:

N/A

Comments:

Refer to the Office of the President Useful Life Schedule for valid values.

Revision Date:

Name:

MANUFACTURER NAME

Type:

Alphanumeric

Length:

20

Format:

N/A

General Description:

Current name of the manufacturer of an equipment item.

Code Interpretation:

N/A

Comments:

Revision Date:

Name:

MANUFACTURER MODEL NUMBER

Type:

Alphanumeric

Length:

30

Format:

N/A

General Description:

Current model or other identifying number assigned to an equipment item by the manufacturer.

Code Interpretation:

N/A

Comments:

N/A

Revision Date:

Name:

LOAN CODE-EQ

Type:

Alphanumeric

Length:

1

Format:

N/A

General Description:

Code indicating the type of equipment loan, if any.

Code Interpretation:

'A' -- borrowed from another UC campus
'B' -- loaned to another UC campus
'J' -- borrowed from a non-university, non-government agency
'K' -- loaned to a non-University, non-government agency or to another University department on the same campus

' ' [blank] -- none of the above

Comments:

Revision Date:

12/05/2005 to clarify that blank is a valid value

Name:

FUND SOURCE CODE

Type:

Alphanumeric

Length:

1

Format:

N/A

General Description:

Code indicating the source of the funds used to acquire an equipment item.

Code Interpretation:

'A' -- Non-Federal, non-auxiliary and service enterprise, non-sponsored funds
'B' -- Non-Federal, auxiliary and service enterprise funds
'C' -- Federal appropriations
'D' -- Federal grants
'E' -- Federal contracts and funds with Federal flow-through
'G' -- Non-Federal, sponsored funds

Comments:

In 1995, Fund Source Code 'F' was subsumed under 'E'.
Fund Source Code 'G' is a new code beginning July 1, 1999. See the Fund Group Code /Fund Source mapping (updated October 19, 2009) for further information on the assignment of Fund Source Codes to funds.

Revision Date:

Effective as of July 1, 1999.

Name:

UC LOCATION CODE 2 -- SUB-LOCATION INDICATOR

Type:

Alphanumeric

Length:

1

Format:

N/A

General Description:

Code indicating that an equipment item is associated with the general campus, a universitywide program, or a medical center.

Code Interpretation:

'1' -- General Campus
'2' -- Universitywide
'3' -- Medical Center

Comments:

An equipment item may be associated with only one sub-location. Where an equipment item is associated with more than one sub-location, the predominant rule should apply.

Revision Date:

October 24, 2000

Name:

TITLE FLAG

Type:

Alphanumeric

Length:

1

Format:

N/A

General Description:

Flag indicating whether or not the University holds title to an equipment item.

Code Interpretation:

'Y' -- Yes, UC holds title
'N' -- No, UC does not hold title

Comments:

Revision Date: