Transcript Document

DPC CERTIFICATION
Property Management Office of Business and Financial Services
Presents:
Department Property Contact
Online Responsibility Training and Certification
DPC CERTIFICATION
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DPC CERTIFICATION PREREQUISITES:
 Asset Representative Role Responsibility (optional)
 Capital Asset Equipment Inventory
 Accountable Property Officer Certification (recommended)
 DPC Certification
 Disposition of CSU supplies and equipment
 CAM (Processor) Document Training
 CAM/CAB Financial Document Training (recommended)
DPC CERTIFICATION
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PROPERTY RESPONSIBILITY HIERARCHY
Department Head
Principal
Investigator
DPC
Asset
Representative
Property
Management Office
DPC CERTIFICATION
Asset User
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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
DPC 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
DPC CERTIFICATION
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HOW IS THE DPC ROLE ASSIGNED?
• The DPC 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
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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
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WHAT IS THE DPC RESPONSIBLE FOR?
☼ Capital Asset Property and Equipment
o Maintenance
o Accuracy of Kuali asset record
o Utilization
o Disposition
DPC CERTIFICATION
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CAPITAL ASSETS
• Instruments, Artwork
• Lab equipment
• Diagnostic equipment
• Research equipment
• Medical equipment
• Office equipment
• Broadcast equipment
• Communication equipment
• IT equipment
• Machinery
All items with an acquisition or fair market value
of $5,000 or more
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WHAT IS THE DPC RESPONSIBLE FOR?
☼ Control Assets
o high theft items
o regulated assets including data containing and electronic devices
o export control including OFAC regulations
Items that may have regulated purchase or disposal procedures need to be
carefully monitored throughout the lifecycle.
DPC CERTIFICATION
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CONTROL ASSETS
These items may include:
• Firearms and weapons
• Cell phones and handheld computers
• Electronic media and data containing devices
• Data tapes or ribbons
• Computers and servers
• Copiers, scanners, and plotters
• Metals, elements or compounds
Special procedures are followed by the Surplus Property Department
to stay in State and Federal compliance.
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WHAT IS THE DPC RESPONSIBLE FOR?
☼ Non-Capital Property
o Utilization
o Disposition
DPC CERTIFICATION
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Non-Capital Property
• Keyboards
• Paper organizers
• Calculators
• Toner cartridges
• Staplers
• Telephones
• Cables/cords
• Monitors
• Computers
• Lab equipment
• Office equipment
• Cubicle panels
All supplies, consumables, tools,
electronics, and equipment.
Exempt: personal property clearly
marked and brought from home.
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WHAT IS THE DPC RESPONSIBLE FOR?
☼ Sponsor or Federal owned equipment
o Along with the standard lifecycle requirements for Capital Assets,
equipment that has been provided to CSU by an outside agency is not
owned by or titled to CSU and has additional lifecycle tracking and
disposition requirements per the contract agreement
☼ Leased or loaned equipment
o Similar to Sponsor or Federal owned equipment
DPC CERTIFICATION
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WHAT IS THE DPC RESPONSIBLE FOR?
☼ Checked out equipment
o Sufficient information on equipment leaving a CSU controlled
environment
o Verification of status, condition, and utilization during the loan term
DPC CERTIFICATION
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WHAT IS A DPC RESPONSIBLE FOR?
• Coordinating the biennial inventory and reconciliation with the assistance of
the Property Management Office
• Spot audits by the Property Management Office, CSU or as requested by any
outside or Federal agency
• Property record maintenance of capital equipment
• CAM transfers of capital asset property for disposition
• The accurate disposition of non-capital property on Surplus Property
Department EACR forms http://cr.colostate.edu/surplus_forms.aspx
• Departmental training of property management and disposition procedures
• Management of capital asset equipment within the department from arrival
on campus, throughout the lifecycle, and through end-of-life disposition
DPC CERTIFICATION
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WHEN ARE DUTIES REQUIRED OF THE DPC?
• When a relocation of equipment requires a change in location to the asset
record in Kuali Financial System (KFS)
• To coordinate the proper handling, disposition or storage of equipment during
a remodel or construction project
• When an Asset Representative changes job functions, leaves the department
or leaves the University
• When new Asset Representatives are assigned or equipment is purchased
for their use
• During the biennial equipment inventory
• During any request for audit either internal or by an outside agency
DPC CERTIFICATION
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LIFECYCLE OF AN ASSET
Purchase
Decal
Movement
Maintenance
Inventory
Utilization
DPC CERTIFICATION
Disposition
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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
DPC CERTIFICATION
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WHAT RESOURCES ARE AVAILABLE TO THE DPC?
Biannual training presentations on:
• KFS financial documents
• CAM documents
Online training modules for:
• CAM (Capital Asset Management) processors
• DPC (Department Property Contact)
• APO (Accountable Property Officer)
• Capital Asset Equipment Inventory
• Asset Representatives
• Surplus Disposition and EACR’s
More modules coming
soon
http://cr.colostate.edu/surplus_forms.aspx
http://busfin.colostate.edu/
http://busfin.colostate.edu/prp.aspx
DPC CERTIFICATION
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CERTIFICATION
I have read and understand the responsibility appointed to me for
the management of property in my care within my department unit
I decline
DPC CERTIFICATION
I accept
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DPC CERTIFICATION
Department Property Contact
Online Responsibility Training and Certification
Presented by the Property Management Office of the Business and Financial
Services Department
For additional online training modules see “Training”
http://busfin.colostate.edu/prp.aspx
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