DPA MEETING NOTES

APRIL 2016

TOPICS:

MAY 2016 MEETINGATTENDANCEDPA CHANGESPROPERTY WEB PAGEDPA BACKUPUPC QUERYEXCESS TRANSFERSSHIPPINGASSET COMPONENTSDISPOSAL APPROVAL TIMESDISPOSAL REQUESTS & LOANS

LOANS RETURNEDDONATIONS TO UCARDISPOSALS APPROVALDISPOSED ASSET TAGSGSA ACQUISITIONSFIELD TRACKINGGOV’T RED TAGSSCHOOL DONATION WEBPAGE INVENTORY UPDATESENSITIVE PROPERTY UPDATESPROPERTY OFFICE SCHEDULES

MAY 2016 MEETING – The May meeting will be held on Thursday, the 12th from 9:30-11:30am, at CG2 CTTC Room 3024. The first half of this meeting will be to discuss our normal DPA topics. Diana Zinsli will be available to discuss UPC query issues. Following that there will be a one hour training session on BiTech (IFAS) for those who need a training course or a refresher on the fixed asset database.

DPAs can view the meeting schedule on the Property web page:http://www2.fin.ucar.edu/bf/dpa-information-dpa-meeting-schedule

DPAs can view the meeting notes also on the Property web page:http://www2.fin.ucar.edu/bf/ucar-property-manual-section-6-divisiondepartment-property-administrator-meeting-notes

ATTENDANCE – Does Chris have you recorded for attendance today?

DPA CHANGES – Due to the merger between JOSS and VSP Kyle Terran may end up being the DPA for the newly formed division. Also, with Dan Burge heading overseas this summer for duty he will be handing the VSP sensitive property over to Kyle.

http://www2.fin.ucar.edu/bf/ucar-property-manual-section-4-ucar-property-contacts

DPA BACKUP – Each DPA should have someone in their division that can assist in Property matters when the DPA is out on PTO.

UPC QUERY – DPAs must run the UPC review for Sensitive Property each month. If you are selected to provide your most recent UPC query for audit sampling, then you may provide the query you did last month, or send the one for this month after completed. These are needed by the 10th of May.

And the lucky winners are?

EXCESS TRANSFERS – When you offer items on the DPA alias another division may ask for them. After the 2 business days have passed you may need to transfer assets to another division. When you are transferring an asset to another division you MUST email me (so that I can add their access to that particular asset) and cc the DPA of the receiving division (to let them know they have property being added to their division). This will appear as a transaction on the asset for zero dollars on a key not related to the purchase but will allows the new DPA to access the asset.

SHIPPING ISSUES – In previous meetings we discussed some recent issues with transferring equipment to other divisions or to CG3. Any updates? Any issues with damages? Got photos?

ASSET COMPONENTS TOGETHER – When divisions make a purchase with multiple components, such as an Apple MacBook Pro with two monitors, the Property Assistant will send out the tag with the appropriate amount of “part of” tags. These tags need to be affixed to those added components. These will need to be viewed during inventory. When these items are purchased to be considered one system, they need to stay with that system for the entire useful life. They cannot be used on other systems. The serial number may be noted in the “serial” field or it may be noted in the comments on the FAIDNT screen.

On these asset Disposal Requests you may use the serial number that matches the same field in the FADB. On Equipment Loans you should be listing all of the serial numbers if there are multiple pieces to the loan. You may put “see attached list” in the PPE field.

DISPOSAL APPROVAL TIMES – Depending on the ownership of the asset it may affect the time it takes to gain disposal approval. UCAR titled assets normally have the fastest turnaround time. NSF or NASA requests can take longer.

Due to NASA and their PCARSS excess process it can take months to approve.Some recent changes to NSF approval procedure have added a significant delay to the approval process and it may take a month due to timing to get approval.UCAR titled asset disposals are done within Finance and Contracts and are normally processed within a week or even a day.Where is the ownership indicated? What about conditional title? FMV <$5K?

FASUMM screen Conditional is treated as if sponsor owned at time of disposal Some awards have a provision that if the current FMV is under $5k

that we may dispose of without further obligation, which will be treated as if UCAR titled without conditional title.

DISPOSAL REQUESTS & LOANS – Remember that when you are submitting your online disposal requests or loan forms of Fixed Assets, you need to use the asset information in the Property FADB. Sometimes shadow systems used by the divisions have different records. The Property FADB is the official asset record.

On loan agreements you will need to get the asset information from the same screen above in the Property FADB.

The Acquisition Cost of the asset from the FADB on the FASUMM screen shown below.

The cost of a red tagged or non-tagged item comes from the purchase order or accounting records, or a best estimate of original acquisition cost in the absence of that information.

DONATIONS TO UCAR – Periodically we have equipment donated to UCAR. If you become aware of any potential donations to UCAR you MUST notify the Property Office.

DISPOSALS APPROVALS – Just a reminder that Fixed Assets must have disposal approval prior to disposal of the equipment. Staff in your lab/division may need occasional reminders that they must notify their DPA of their intent to dispose. This way the DPA can contact the Property Office for approval.

http://www2.fin.ucar.edu/bf/ucar-property-manual-section-3-4-disposition-property

LOANS RETURNED TO US – This relates to Loan Agreements such as the Non-UCAR Entity Equipment Loan Agreement or the Non-Employee Individual

Equipment Loan Agreement. If your loaned equipment is returned from the borrower, please send an email to both Chris and myself to notify us. We will need to know the name of the Borrower straight from section B of the Loan agreement. Please note the PPE or RED tag or NO tag or say “multiple items”.

DISPOSED ASSET TAGS – If you receive permission for donation, dismantle, salvage etc. for an asset, you will notice that in my email with the approval it says “tags must be removed.” The reason for this is that we do not want to have any tags out there on disposed equipment that we are no longer using and tracking. Auditors come through and sometimes look for tags on random equipment, make a list and then have us pull up the asset record. This should never occur for a disposed asset.

Remember that a disposal is not the same as transferring to another division or over to Chris in Property.

GSA ACQUISITIONS – A valuable resource for acquiring equipment is the GSA Xcess website. Divisions can get gently used items for just the cost of shipping. If divisions do not need a piece of equipment to be brand new, this may be a substantial cost saving option. Examples are the NWSC crane, EOL’s crane, and RAL’s pickup truck.

FIELD TRACKING – If you have equipment going into the field by staff then you MUST use the UCAR Field Inventory List Form, unless you have a functioning form or tracking mechanism in place. You can locate this form on the Property webpage.

https://www2.fin.ucar.edu/bf/property-forms#ucarfieldinventorylist

GOVERNMENT RED TAGS – The Property Office has Government RED tags available if there is a special need for them. This Government RED tag is only used on the rare occasion when we acquire/purchase non-assets that are titled to the sponsor per the terms of our award. This is not the same as GFE. These are RED tags with the Government labeling on them. These are much lower in sequence numbering, so they will be easy to recognize on your RED tag lists. You must track and record these as a special item on your RED tag list and you must note that these items are TITLED TO THE SPONSOR. They will not be excessed in the normal process because almost always this equipment will be returned to the sponsor at the end of the award.

These tags were needed recently due to an award that gives titles to NON asset computers to the sponsor. In most cases these non-asset Sensitive Property items such as laptops are titled to UCAR.

SCHOOL DONATION WEB PAGE – The new UCAR School Donation website is up and running. DPAs can use it simply by using your normal login and your UCAS password. After logging in, look on the right side of the page and select what category you desire, and click to see what is available. If you see something you want, click on the item to get more details, then click on “add to cart”. When you are done, I will receive an email with your order and you will get it as soon as I can get it out to you. http://www2.fin.ucar.edu/bf/property-office

this will have a shortcut quick link to the donation site.https://donations.ucar.edu/

INVENTORY UPDATE – The Fixed Asset Inventory Cycle began in January with RAL which has finished. All divisions will be doing inventory through September 2016. RAL, ACOM, ASP and IT are completed, with CGD and DLS starting in April. The remaining divisions will perform their inventories through September.

https://www.fin.ucar.edu/property/invent.html

SENSITIVE PROPERTY UPDATES – Sensitive property updates will need to be sent to Chris by the end of April 2016, FYI THAT IS 10 DAYS FROM NOW because Chris needs to compile the Master List by the first week of May. Please send Chris the updated, current list of active red tags for your division in the Excel format. If you do not have the Excel format, please let Chris know and he can send you the copy on file from last June, and you can update that list.

http://www2.fin.ucar.edu/bf/ucar-property-manual-section-8-sensitive-property-procedures

QUESTIONS – Any questions? Any topics we need to cover today or at the next meeting? Or if you need to stay after to discuss a property issue please feel free.

PROPERTY OFFICE SCHEDULES –

Betsy – PTO Jun 1-15 tentativeChris – PTO May 16-27

Contact the Property Office at any time with questions or for assistance.We’re here to help you manage your division’s property.

Betsy Hulsing, ext 8858, bhulsing@ucar.edu;Chris Knoetgen, ext 8573, knoetgen@ucar.edu

Please contact the DPA if:

You need to dispose of equipment, assets or non-assets.You need to loan equipment.You change the location of Assets or RED tagged items including sending into the field on a project.

Equipment no longer functions or needs repairs.Any equipment is stolen or missing.A tag is missing.You are unsure whether it is an asset.You have received new equipment that requires a tag.You receive any equipment from a sponsor.You need to remove part of an asset or add on to an asset.You need assistance with an object code.You complete a constructed asset or CIP.You deliver a deliverable asset or DEL.You have Property questions.