Transcript Document

APO CERTIFICATION
Property Management Office of Business Financial
Department Presents:
Accountable Property Officer
Online Responsibility Training and Certification
APO CERTIFICATION
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APO CERTIFICATION PREREQUISITES:
 Asset Representative Role Responsibility (optional)
 Capital Asset Equipment Inventory
 APO Certification
 Disposition of CSU supplies and equipment
 CAM (Processor) Document Training
 DPC Certification (recommended)
 CAM/CAB Financial Document Training (recommended)
APO CERTIFICATION
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LIFECYCLE OF AN ASSET
Purchase
Decal
Movement
Maintenance
Inventory
Utilization
DPC CERTIFICATION
Disposition
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WHO IS THE ACCOUNTABLE PROPERTY OFFICER (APO)
This is the individual who is accountable to the Provost Office
for compliance with Federal, State, and CSU policy and
procedures
This person would be:
• President or Chief Officer
• Dean of the College
• Chair or Department Head
• Controller or Director
• Chief of Police
APO CERTIFICATION
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DEFINITION OF ROLES
•
The term Officers refers to the President, other Officers of the University, and Officers of the Administration.
•
The President is the chief Officer of the University responsible for compliance of all University fiscal matters with
applicable policies, laws, and regulations.
•
Other Officers of the University include the secretary, treasurer, and university counsel. Each of these positions
has specific functional reporting responsibilities to the Board. These positions are entrusted with fiscal
responsibility to the President for their assigned Organizational Units as well as for their Functional Area of
Responsibility.
•
Officers of the Administration are those individuals who hold the title or interim/acting title of vice president,
provost, associate vice president, assistant vice president, vice provost, associate vice provost, associate
university counsel, and deans of the schools, colleges, and libraries.
•
Department Heads, Chairs (or equivalent position titles) are the principal administrators of the school or college’s
departments, and are accountable to the Deans.
•
•
Directors (or equivalent position titles) are the principal administrators of Organizational Units, such as
institutes, centers, and administrative departments, accountable to an Officer of the Administration (or other
Fiscal Principal).
•
With these appointments, Chairs and Directors (or equivalent position titles) are entrusted with fiscal
responsibility for their assigned Departments or Organizational Units.
Under federal regulations, each Sponsored Project has an identified Principal Investigator or faculty member
charged with the responsibility for the administration and fiscal oversight of the Sponsored Project. With these
appointments, Principal Investigators (or other faculty members) are entrusted with fiscal responsibility for their
assigned Sponsored Project.
APO CERTIFICATION
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HIERARCHY OF FISCAL ACCOUNTABILITY
President or Chief Officer of the University
Provost, Vice Provosts, Vice Presidents,
Associate or Assistant Vice Presidents, and
Deans
Directors and Department Heads
(Chairs) Principal Investigators
College Business Officers,
Department Administrators
or equivalent
Fiscal Managerial
Staff
Employees
APO CERTIFICATION
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FINANCIAL MANAGEMENT PRACTICES
University operations are organized into Organizational Units that develop and
execute strategic and tactical plans to carry out the University's mission and achieve
its objectives. These units obtain and utilize resources, the financial impact of which is
accumulated and summarized in the University's financial records. Financial records
are an important management tool, used to both measure and monitor the acquisition
and use of resources.
Sound financial management practices, the State of Colorado statutes and fiscal rules,
and federal regulations require the University to implement fiscal policies and
procedures that:
•
Reasonably ensure the fiscal impact of University operations is planned,
controlled, and accurately accounted for in the University's financial records;
•
Reasonably ensure Fiscal Transactions comply with applicable policies, laws,
regulations, and rules; contracts, grants, and donor restrictions; and generally
accepted accounting principles; and
•
Require an Internal Control environment to accomplish the above two objectives.
APO CERTIFICATION
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FIDUCIARY RESPONSIBILITY
The University has a fiduciary responsibility to fulfill its overall mission ethically
and in compliance with applicable policies, laws, regulations, and rules, and
contracts, grants, and donor restrictions. Accordingly, the University is obligated
take reasonable actions to ensure that:
• University funds are used only for official University business;
• University funds are accounted for accurately in the University's financial
records
APO CERTIFICATION
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INTERNAL CONTROLS
The University maintains Internal Controls, which strive to accomplish the following
objectives:
•
Protection of assets, such as facilities, data, equipment, supplies, inventory, accounts
receivables, and cash (including checks and credit card payments), from unauthorized
access or theft;
•
Adequate authorization and record-keeping procedures to achieve accuracy and
reliability of accounting data and other management information;
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Promotion of operational efficiency and effectiveness;
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Reasonable compliance with all applicable policies, laws, regulations, and rules, as
well as contracts, grants, or donor restrictions;
•
Proper segregation of duties so that no one controls all phases of a transaction
(except, in rare instances, where a waiver of segregation has been granted in writing
by the appropriate campus Controller due to the implementation of adequate
compensating controls); and
•
An effective process of continuous assessment and adjustment for any changes in
conditions that affect the Internal Controls.
APO CERTIFICATION
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WHAT IS THE APO RESPONSIBLE FOR?
• Responsible for physical possession and control of all equipment
entrusted to the activities within their respective unit;
• Financially liable for loss or damage to inventory that results from
negligence or failure to exercise reasonable care to safeguard, maintain,
and service inventory;
• Ensuring unit employees are trained on their property responsibilities;
• Establishment of inventory management procedures within their unit in
compliance with all state/federal regulations, System policies, and CSU
Financial Procedure Instructions (FPI);
• Establish schedule for equipment maintenance and entering notation in
property records; and
• APO is obligated to notify DPC and the Property Management Office of
any change in status of the departments’ asset portfolio.
APO CERTIFICATION
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WHAT IS THE APO RESPONSIBLE FOR? (CONT)
• Timely transfer to Surplus Property Department, of equipment no longer
needed or utilized;
• Timely notification of lost or stolen equipment to Property Management;
• Physical verification and certification of current inventory on biennial
basis;
• Management of equipment on loan or loaned out;
• Physical verification of assets assigned to terminating employees to
ensure proper reassignment, transfer or disposal of all pertinent
inventory; and
• Fiscal policy requires the APO to sign the capital asset inventory
certificate results and any action plan or documentation required if the
unit has not met the minimum requirements.
APO CERTIFICATION
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WHAT RESOURCES ARE AVAILABLE TO THE APO?
• The APO has the authority to designate one or more DPC’s to act on their
behalf in matters relating to property management both capital and noncapital.
• See Financial Procedure Instructions
http://busfin.colostate.edu/
• The APO has the authority to appoint authorized signers for the proper
handling and disposition of non-capital property
• Find forms and tools at http://busfin.colostate.edu/prp.aspx
APO CERTIFICATION
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PROPERTY RESPONSIBILITY HIERARCHY
Department Head
Principal
Investigator
DPC
Asset
Representative
Property
Management Office
APO CERTIFICATION
Asset User
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HOW IS THE DPC ROLE ASSIGNED?
• The DPC (Department Property Contact) is assigned by the APO
(Accountable Property Officer) to assist in the day to day management of
Capital, Non-Capital, and Control Assets throughout the department/unit.
• While the DPC becomes the primary contact for the Property Management
Office and the Surplus Property Department, this role does not reduce the
financial and legal accountability and taxpayer/sponsor obligations of the
APO
• APO can assign signers for property disposition by downloading and
mailing in an original “Property Accountability” signer sheet
http://busfin.colostate.edu/forms/fmAuthorizedSigners.pdf
DPC CERTIFICATION
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WHO CAN BE AUTHORIZED AS A DPC?
Any Colorado State University non-temporary, salaried, State Classified,
Administrative Professional or General Faculty employee (including faculty on
transitional appointment) may serve as a Capital Asset Management (CAM)
Processor and Department Property Contact (DPC).
Individuals with other types of appointments (e.g., temporary, non-salaried,
and/or retired) are not eligible. Graduate Research Assistants and Post-Doctoral
are considered temporary, non-faculty appointments and will not be approved for
the CAM or DPC role, and should not be listed as the Asset Representative for
any capital asset.
(OSP PI Manual - Section V – Page 1 of 13)
DPC CERTIFICATION
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WHO IS THE DEPARTMENT PROPERTY CONTACT (DPC)?
The DPC is someone:
• Familiar with the equipment being used in the department unit
• In regular contact with the Asset Representatives
• With the ability to ensure departmental training and property training modules
are reviewed upon hire and periodically thereafter
• With authority to enforce applicable policy and procedures within the
department
• Fluent in regulations and procedures needed to stay in compliance with
CSU, State, and Federal policies for the management of property
• Who should have the time and ability to make regular adjustments to the
capital asset property record in order for the record to correctly reflect
current location, status, and user
DPC CERTIFICATION
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CONSEQUENCES OF NON-COMPLIANCE
Failure to comply with Federal, State or CSU policies, procedures
or regulations could result in:
• Annual or biannual inventory audits
• Mandatory training for faculty and staff
• Loss of funding
• Financial recompense
• Legal prosecution
APO CERTIFICATION
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CERTIFICATION
I have read and understand the responsibility appointed to me for
the management of Capital Asset property in my care within my
department unit
I decline
APO CERTIFICATION
I accept
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APO CERTIFICATION
Accountable Property Officer
Online Responsibility Training and Certification
Presented by Property Management Office of the Business Financial Services
Department
For additional online training modules see “training”
http://busfin.colostate.edu/prp.aspx
APO CERTIFICATION
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