Transcript Paul’s power point

PROPERTY SERVICES
Presents…
AN
INTRODUCTION TO FSU
ASSET MANAGEMENT
Today we will discuss…
•
•
•
•
•
•
•
•
What is OMNI?
Queries
What is “Property”?
Acquisitions
Scanners
Inventory responsibilities by position
Property changes and disposals
Vehicles
JB
OMNI
The University’s integrated
enterprise resource system, OMNI;
which stands for Online
Management of Networked
Information.
All reports used by property
management are loaded and pulled
from OMNI
Queries
• Reports pulled from OMNI
• Provide information to maintain and
manage inventory
• Have changed since ONMI 8.9 upgrade
Useful Queries
• FSU_DPT_AM_NOT_INV ---Assets not yet
inventoried
• FSU_DPT_AM_ASSETS_INV---Assets Inventoried by
Dept
• FSU_DPT_AM_COST_ADJ_ASSETS ---Cost Adjusted
Assets
• FSU_DPT_AM_CURR_ASSETS--- List My
department's assets
• FSU_DPT_AM_OFFSITE_ASSETS---Assets located
• offsite ER244
FSU_DPT_AM_SUSP_ASSETS---Assets suspended
by date/dept
FSU_DPT_AM_TRANS_RET_ASSETS---Transfers and
Retired by Dept
What is a Property Asset?
• Assets that are capitalized are tangible personal
property of a non-consumable nature which have:
• A unit acquisition value of $1,000 or more and an
expected life of one year or more
• Hardback-covered bound books valued at $250 or
more that are not circulated to students or the
general public
• Hardback-covered bound books that are circulated
to students or general public; the value or cost of
which is $25 or more
• Computer software that has a absolute useful life of
one year or more, and a unit acquisition value of
$1,000 or more per licensed user.
Property Acquisitions
• All property items acquired by FSU must be capitalized
and properly tagged, no matter what type of funding was
utilized. This is true even if there was no cost or
expenditure by the University.
• Tangible items obtained as gifts or donations to FSU
must be handled by one of the Direct Support
Organizations (DSO’s), such as the FSU Foundation,
Seminole Boosters, or the FSU Research Foundation. A
memorandum should be prepared by the DSO
describing the donation and it’s value.
• Those items that require tagging have a Property
Identification Form (PIF) generated along with a barcode tag, which is sent to the departmental Property
Custodian to be completed and returned to P.A.S. No
OMNI update can be done until this form is returned with
complete information.
Scanners
• Handheld device used for scanning FSU
property tags for inventory
• Has to be checked out and returned to property
accounting for downloading after use
• A user’s guide to these scanners is here:
http://vpfa.ezpublish2.fsu.edu/index.php/conten
t/download/5534/36154/file/How%20to%20use%
20the%20inventory%20scanner.pptx
• Every item has to be scanned for inventory
Department Property Manager
• The department Property Manager is the
individual designated by the Vice President,
Dean or Director who has been assigned the
responsibility for authorizing the transfer or
disposal of University property.
• Usually the Budget Manager
• For contract and/or grant-acquired property, and
as long as the contract or grant is active, the
Principal Investigator is the Property Manager.
Department Property Manager
Can do the following:
• Signature Authority on Budget
• Run Asset Management Reports
• View Purchasing, Accounts Payable, and
Depreciation
• Approve transfer of assets
• Approve disposal of assets
Department Property Custodian
• The department Property Custodian is
designated by the Vice President, Dean or
Director, and has the responsibility for the
identification of University property (PIFs)
and the maintenance of the department's
property records.
• The assignment of this responsibility does not
relieve the Vice President, Dean or Director from
accountability for property assigned to his or her
area.
Property Custodian
Does the following:
• Person I will contact first with property problems
• Ensure new assets are tagged
• Ensure assets are
inventoried annually
• Maintains all property records
• Fills out and signs PIFs
• Signs certification forms
Department Inventory Taker
• The Inventory Taker has been assigned the
responsibility for the inventorying of department
property.
• For internal control, this person should not be the
Property Custodian or the department Property
Manager.
• In small personnel-limited departments, the Property
Custodian may inventory the property; a memo should
be included with the final inventory statement explaining
the circumstances.
• Scans assets on an annual basis
Purpose of Surplus Property
– Provides the University Departments with a
transfer service for excess tagged or untagged
property items.
– Provides a common area for Departments to
view/test/obtain desired surplus property items
through transfer. The University seeks to
maximize recycling to Departments in order to
stretch the utilization of its investment in
property.
– To dispose of surplus property through sale,
donation, or dumping in the most economical and
environmentally friendly manner.
Property Transfers & Disposals
• A Property Change Form (PC 213) is used to account
for property transfers between different accounts,
locations, or departments.
• When property becomes obsolete, inefficient or no
longer serves a useful function, the Department may
request the property be classified as surplus by
completing the PC213, Property Change Form.
• Only Authorized signers from the authorized signer
list can transfer property. The form must always be
signed on both the transfering and receiving depts
before submission to property accounting
Property Transfers &
Dispositions Surplus Property
• Original forms only!
• Only property that is in working condition, or which has parts
that are valuable and could be readily used or re-sold should be
classified as surplus.
• A PC 213 is also used if a Department wants to transfer items
from Surplus to their budget.
• NEW!! Any computer going to surplus must be scrubbed
accompanied with the scrub sticker placed on the CPU
• NEW!! Be sure to use the new PC 213 form with the scrub
initials field
• Bi-Monthly live auctions, open to the public, are held on the
even months at the FSU Surplus Warehouse. A Calendar of
Sales, directions to the warehouse, and a list of items for sale
are available on the Property Surplus Website
Dispositions of Property
• An Accountability Release Form ( AR 212 ) is used to request
authorization from the University’s Property Survey Board for
release of responsibility for tagged property items.
• The AR 212 is also used to document any property items which
could not be located during the annual inventory process. Such
items are placed in a suspended status (non-active) while
efforts to locate the item continue.
• Items which are lost or stolen or destroyed through fire, storm,
or accidental damage also require completion of an AR 212.
Such losses should be documented by the FSU Police
Department and reports forwarded to Property Services with
the case number attached. Forms will not be processed without
a case number
• If an item is lost/stolen off campus, a local police report with
case number is required along with the AR-212. In this case a
FSU police report is not necessary.
Accountability Release Form (AR-212)
• Original forms only!
• There are several different ways that University property can be
disposed of, including :
– Trade-in towards a new asset
– Cannibalization of parts for existing equipment
– Missing: Unaccounted for in annual inventory (2-yrs)
– Stolen
– Casualty loss / destruction / deployed (abandoned)
– Transfer out to other agencies or institutions
– Donation to a non-profit organization
– Junked / recycled for items of no further use
• All of these require proper authorized signatures and
processing of the AR 212 by Property Services before the asset
can be considered retired from University records.
• All approved items that are junk/recycle must be disposed by
Willie Wiggins (644-7925)
Inventory Certification Form
• Original forms only!
• Inventory Certification Form: This form is
used to document custody of items that have
been located, but cannot be scanned during
the annual inventory because of location.
• This form can also be used to item to
reinstate a previously suspended item found
during the inventory process
• Will only certify 009 numbers and items offsite items marked indefinite
Removal of Property from FSU
• May use copies
• The Equipment Use Form ( ER244 ) is used to
request authorization to remove University-owned
property from campus
• Removal of equipment for a period up to 1 year may
be approved by the department’s Property Manager
or budget account manager. Dates run through July
1st-June 30th only! (NEW)
• Removal of property in excess of one year must be
approved by the appropriate Vice President or Dean.
• Upon return of the equipment to campus, the
Property Custodian must sign a copy of the ER244 in
the appropriate area and return to property
accounting.
Clarification on Fiscal Year
• 1/1/2008 ------------- 12/31/2008 = 1 Calendar year
• FSU runs on Fiscal years
• 7/1/2008------------------ 6/30/2009 = 1 fiscal year
• Inventory starts over 7/1/20xx and all forms expire
for the year and have to be inventoried again for the
new fiscal year
• If an item is checked out 10/15/2008 it still expires
6/30/2009 according to FSU policy. If an item is
checked out 6/29/2009 it expires 1 day later on the
6/30/2009
VEHICLES
• Property Services obtains Registrations/Titles for
vehicles, boats, trailers, and mobile offices.
– All documents from a vessel or vehicle must be
sent to property accounting. Documents required
include: Purchase Order (copy), Receiving Report
(copy), Manufacturer’s Certification of Origin/Title
(original), Dealer Invoice (copy), an Application for
registration/Title (original), and a payment request
for the license plate
– Vehicles may not be driven until properly
registered, tagged and insured by the University.
AM Resource Page
• FSU Online Policies & Procedures: OP-D-2-F Property
• http://www.vpfa.fsu.edu/policies/policies2.html#fin
• Property Services Forms
• http://www.vpfa.fsu.edu/control/forms.html#property
•
•
•
•
•
•
•
Acquisitions: Curtis Vann 4-9758;
Dispositions: Norm Munyon 4-6261;
Inventory : Paul McCrory 4-9756;
Records: Jimmy Ruffin 4-9759;
Surplus: Anthony Browning 4-5520;
Manager: Julie Bickford 4-9757;
Assistant Controller 4-1824
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]