Transcript Slide 1

Asset
Management
Presented by: Sherry Adams, Accounting Coordinator
Asset Management’s Mission…
• Oversees the capitalization of all University owned buildings,
moveable equipment, software and books based on UF’s
capitalization policies
• Conducts annual inventory of moveable equipment, software
and books
• Handles the disposition and surplusing of all F&E and
electronics (regardless of their acquisition costs)
• Reports the disposition information of all UF Owned
equipment to the Property Management Committee
General Information
• Our main office is located at Elmore Hall (off Radio Road)
• Phone #’s
Main Office:
392-2556
C&G (Marsha White): 392-2329
Inventory Personnel: 392-3352
Surplus Warehouse: 392-0370
• Send correspondence to: PO Box 115300
• Asset Management Web Address: http://fa.ufl.edu/
Asset Management’s
Directives & Procedures
• http://fa.ufl.edu/uco/handbook/handbook.as
p?doc=1.4.9
Capitalization Thresholds
•
•
Furniture & Equipment - Includes moveable equipment of a
non-consumable nature, where the value or cost (less
discounts) of the asset including freight, installation and
other cost incurred to acquire or install the asset is $1,000
or more and the normal expected life of which is one year
or more. Moveable equipment also includes hardbound
books purchased through a department (not including the
main library systems) where the value or costs of which is
$250 or more. NOTE: Rent, repairs and maintenance
expenses, service contracts, and extended warranties are
not additions to the capital assets.
Artwork Depreciable - Includes all artwork purchased by a
department (not including the Harn Museum or the
University Gallery) where the value or cost of which is
$1,000 or more and the normal expected life of which is
one year or more.
Capitalization Thresholds - Continued
• Artwork - Non-Depreciable - Includes all artwork purchased
by the Harn Museum or the University Gallery ONLY where
the value or cost of which is $1,000 or more and the normal
expected life of which is one year or more. Note: All donated
artwork is donated through the UF Foundation and reported
on the Foundation's financial statements.
• Software - Computer Software includes individual software
licenses where the cost is $1,000 or more, the life is one year
or more and does not have a time-limited license for current
or future use (i.e. does not require payment or return each
year.)
• Livestock - Includes the value of all registered and nonregistered cattle, horses, swine and dogs.
• Library Resources - Any resource cataloged in the on-line
public access catalog for the main University Libraries
Asset Management Training Classes
1.
2.
PST120 – “Asset Management-Acquisitions”
Tells how to create requisitions and receive assets
PST501 – “myAssets Overview”
On-line course to cover the inventory process, provides
instructions on how to research assets and how to surplus
assets using myAssets
Sign up in myUfl by navigating to my Self Service/Training and
Development
Pre-Award - Tips
• When preparing your proposal, make sure that you have all
the equipment needed to conduct your research.
• If you need additional equipment, include in your proposal
the cost of purchasing the new equipment.
• Be sure to include your equipment maintenance costs in your
proposal also but do not itemize these costs as OCO. These
costs are considered an expense.
 Don’t forget to check with the Surplus Warehouse to see if
any of the available surplus equipment will meet your
needs.
Post Award - Tips
• Make sure the proper amount of budget has been allotted to purchase
the equipment.
• When purchasing equipment, obtain an ECCN Code from the vendor.
Include this information in the description or comment field on the
requisition.
• Use the equipment in accordance with the terms and conditions of the
agreement. (Do NOT purchase the equipment when the research is
already 99% complete)
• If the equipment has been assigned an ECCN code that restricts access
to foreign nationals, put procedures in place to ensure this is occurring.
• Safeguard the equipment from loss or damage.
• Conduct regular preventive maintenance to the equipment to sustain
the life of the equipment.
Post Award
• If you are using an existing asset that has an expired warranty,
consider purchasing a prepaid maintenance plan through
Thermo Asset Management (Contact Tami Webb at 372-3265
for more information)
• If an asset is going to be temporarily assigned to an employee
to take off campus, an electronic “Non-UF Facility
Certification” form must be completed by both the employee
and the Accountable Officer before it is allowed to leave
campus. The form can be accessed directly from the Asset
Management web site.
REMEMBER, regardless of whether the equipment has been paid
from a grant, it is considered UF Property. It can’t be donated
or transferred to other agencies without PRIOR approval from
DSR and Asset Management.
Post Award
• If a faculty member is transferring to another University and
taking their research projects with them including the
equipment purchased using the project funds, a Report of
Survey must be completed by your Departemental Property
Contact in myAssets. This form must be signed by DSR and
your Dept Chair/Director.
Agency Acquired or Donated Assets
• Equipment donated from other institutions or loaned to UF
must be assigned an asset tag number.
• When this occurs, a “Property Update”must be submitted by
your department’s Property Contact through myAssets.
Post Award
• When the grant is over, your Property Custodian will be
notified to transfer the asset to another sponsored project or
an overhead project.
NOTE: Do not transfer the asset to another sponsored project
unless it will solely benefit that project.
Utilization, Securing and Safeguarding
UF Assets is Everyone’s Responsibility
• Whenever you see computers or electronics thrown in
dumpsters, please let us know…
• Whenever you see equipment stored in hallways, let us
know….
• Whenever you identify equipment that is underutilized,
transfer it to a department who can put the equipment to
better use.
Questions…
Asset Management - 392-255
New Equipment – Sherry Adams [email protected]
Inventory and Surplus – Duane Bowman
[email protected]
Assistant Controller - David Segura
[email protected]
6
ABC’s of Purchasing
Lisa S. Deal, C.P.M.,
Purchasing Director,
Associate Director, Purchasing & Disbursement Services
UF Purchasing Department
• One Purchasing Department
– Purchasing buys for all of UF (not DSOs)
– Purchasing & PCard
• 24 employees
– CFO
• Finance & Accounting
• Purchasing & Disbursement Services
Role of Purchasing
How we add value:
• Campus-wide best value sourcing
(strategic, small business, sustainable)
• Have ‘agency’ to sign contracts to buy goods
and services
– Read and respond to fine print
• Mitigate risk
• Know the rules (statute, regulations, directive, policy)
Purchasing Statistics
• Fiscal Year ’09-’10
– Issued 66,183 purchase orders, valued at
$391,159,729.17
– Processed 16,454 Change Orders
– Issued 57 Public Solicitations
• 42 ITB (23 construction)
• 16 ITN
• 1 RFI
PCard Statistics
Procurement Card – PCard, VISA
Bank of America
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•
•
•
•
•
•
Approximately 5,000 active cards
$81,327,964 for FY ’09-’10
380,728 transactions
Average transaction = $214
Transaction limit = $2,000
Cards for commodity, travel, gasoline-only
UF employees
Purchasing Statistics
• 81% of requisitions become a PO and dispatched
vendor within 1 business day
• Public solicitations ($75,000 and up) last year and
the year prior saved UF an average of 2.4 million
dollars
• For Purchases where no public solicitation was
required buying staff saved an additional $785,000
by improving quotes prior to issuing po.
It’s who’s money?
The University is the steward of contract & grant
funds because UF has existing ‘good business
practices’ which govern how we spend funds
• Routine audits
• BOG Regulation
– BOT / UF Regulation
– UF Directive and policies
Method of purchase
• May I buy unencumbered?
– Disbursements website
• http://fa.ufl.edu/uco/handbook/handbook.asp?doc=1.4.13.5
• May I use a PCard?
– PCard website training & index
• http://www.purchasing.ufl.edu/main_purchasingcards.asp
• When do I have to use a Requisition?
– When you cannot pay unencumbered or with PCard
• MyUFL – MyUF Market
How to get a Purchase Order
• Electronic requisition system –
MyUFL – MyUF Market
• Begun in end-user department –
Prior to goods or services being ordered
• May have several levels of approval
• Purchasing Coordinators may approve requisition
• System assigns purchase order number
• Purchase Orders are dispatched to vendor
Purchasing Rules
• Quote levels
– by departments
• $5000 - $25,000 - verbal
• $25,000 and up - written
• Public Solicitations $75,000
– by Purchasing
• Invitation to Bid - ITB
• Request for Proposal - RFP
• Invitation to Negotiate - ITN
Unless solicited by UF or another entity
Purchasing Rules
• Exceptions to Solicitation
– Use of publicly solicited contract
– Sole Source (UF Form)
• Completed by PI
• Requires approval by Purchasing
• Publicly posted for 72 hours
– DSR Exemption
• Requested by PI of Dr. Walsh
– Purchase specified in the grant
Purchasing Initiatives
Moving away from solely compliance based gate-keeping
towards adding value
Transactional
 Rethink Your Ink
 Sourcing
• Commercial Printing
• Veterinary Supplies
• HVAC
• Campus Moves
Strategic
Learning Purchasing at UF
• Classes on electronic requisitions
– Intro to Purchasing in myUF Market - PST073
– In MyUFL under
My Self Service > Training & Development
• Classes on Purchasing & best business practice s
– Purchasing 101 – PRO305
• Department Visits are available now
Purchasing Resources
• Purchasing web page: www.Purchasing.ufl.edu
Includes:
General information
Procedures/Directives
Listing of staff
List of contracts with links to vendors’ web page
Forms
PCard training and information
myUF Market information
• Email Addresses:
– [email protected]
– [email protected]
– [email protected]
• Phone: 392-1331
QUESTIONS?
University of Florida
Small Business & Vendor Diversity
Relations
Small Business
Subcontracting
SMALL BUSINESS & VENDOR DIVERSITY RELATIONS
ORGANIZATION
SMALL BUSINESS & VENDOR DIVERSITY RELATIONS
Faylene Welcome
Director
Small Business & Vendor Diversity Relations
Darlean Manning
Program Assistant
Small Business & Vendor Diversity Relations
MISSION
• Seek out, Identify and Utilize Small
Business Concerns, including Women
& Minority Businesses that provide
services or products used by the
University.
• Provide technical assistance to small
businesses, including women and
minority businesses to ensure that a
competent pool of vendors exist to
meet the University’s procurement
needs.
HOW DOES THIS RELATE TO YOU?
Apply for and Receive Federal Contracting Dollars
Receipt of Federal contracting dollars involves
various rules/guidelines/requirements
Connection -for this division- diversification of our
supplier base
Subcontracting plans seeks to diversify the supplier
base
Subcontracting Plan
• For contracts in excess of $500,000 ($1,000,000 –
Construction ) submit a Small Business subcontracting plan
(Some federal agencies show this amount as $550,000)
• Subcontracting plan identifies planned expenditures with
various categories of small businesses
• Small, Small Disadvantaged, Veteran, Service Disabled
Veteran, Woman-Owned, Hub Zone, HBCU/MI
Small Business Concerns
Classifications on Subcontracting Reports
• Small Business
• Small Disadvantaged Businesses
• Woman Owned Small Businesses
• HBCU/MI
• HUBZone Small Businesses
• Veteran-Owned Small Businesses
• Service-Disabled Veteran-Owned
Small Business Subcontracting Plan Categories &
General Goals*
•
Small Business Enterprise (SBE)
•
Small Disadvantaged Business (SDB)
5%
•
Woman-owned Small Business (WSB)
5%
•
Historically Under-utilized Business Zone (Hubzone)
•
Veteran Owned Small Business (VOSB)
3%
•
Service Disabled Veteran Owned Small Business (SDVOSB)
3%
*Subject to change and may vary by federal agency
23%
3%
Resources
• Central Contractor Registration / Dynamic Small Business
Search (Federal Database of Vendors)
• www.ccr.gov
• State of Florida’s CMBE Listing
– www.osd.dms.state.fl.us
• Small Business & Vendor Diversity Relations
• (352) 392-0380 – [email protected]
Central Contractor Registration
Dynamic Small Business Search
www.ccr.gov
• Federal Database
– Extensive search options
– Extensive listing of vendors classified
according to NAICS
– Information concerning the companies
• Capabilities, experience, contracts with, etc.
State of Florida’s CMBE Listing
• Certified Small & Minority Businesses
– Florida based vendors
– Local Vendors
– Similar to Small Disadvantaged Businesses on
Federal level
Requirements
• Good Faith Effort
• Lack of Good Faith Effort
 May impact ability to be awarded the contract
 May be found in breach of Contract
 May result in liquidated damages
Subcontracting Goals
• Be realistic in formulating goals
– Consider what is to be purchased
– Potential to utilize small businesses in these
purchases
Enhancing our Performance
• Ensure subcontracting goals are realistic
• Utilize resources/search database prior to procuring
products/services
• Contact your Small Business & Vendor Diversity Relations
Division for assistance
– Utilize your resources – Contact/involve early on is one of the keys for
success in reaching the subcontracting goal
Enhancing Our Performance
• Cases of Underachievement
– Document good faith effort
– Provide justification for underachieving
Internet Resources
• www.ccr.gov
• www.osd.dms.state.fl.us
• www.sbvdr.admin.ufl.edu
QUESTIONS ?