Ken DelMese & Dee Louie
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1 ABC 2014 Fall Summit Property & Software Fundamentals Ken DelMese & Dee Louie September 9, 2014
2 Overview Property Accounting - Role & Responsibility Definition of University Property Property Acquisitions - Software & Equipment Annual Property Inventory and Certification College/Department Inventory Coordinators/Approvers - Roles & Responsibilities Resources available to manage inventories - Tools and Forms.
3 What is Property Accounting? Responsible for tagging, tracking and surveying of University/State-Owned property Maintain perpetual inventory records in a centralized database including property acquisitions, relocations, transfers and dispositions Conduct periodic physical inventories across campus Support departments in meeting mandated State and CSU policy via the Property Control Procedures
4 What is University Property? Equipment - Tangible, movable articles of nonexpendable personal property. Normal Useful Life of at least one year. For Instructional Equipment, a normal useful life of at least two years. Used to conduct University business Not Furniture Instructional Equipment unit acquisition cost or value of at least $ (inclusive of sales/use tax and freight). Theft and/or information sensitive
5 What is University Property? - Cont. Software Other equipment not meeting thresholds may be tagged and tracked as determined by campus departments.
6 How is Property Acquired? Purchases Equipment Equipment Instructional Purchase Order (PO) Procurement Credit Card (P-Card) Direct Buy Vendor Invoices not requiring a PO Gift-in-Kind Donations - University Advancement Auxiliary-Purchased Transfers Cal Poly Corporation & Foundation Contract & Grants-Sponsored Projects
7 What is Software? Off the shelf or a license Expected useful life greater than one year Exclude annual license renewals for effective periods one year or less Software cost of $5,000 or more Includes sales tax and freight Tip: When software is electronically downloaded it is exempt from sales tax unless anything tangible is received Exclude software maintenance costs when determining software value
8 How is Software Acquired? Purchase IT Software IT Software-Site License IT Software Maintenance Internally Developed or Modified Software Must meet the university s internal needs, and Must not have a substantive plan to market the software externally to other organizations.
9 Annual Software Inventory Report Fund Department ID Location Building and Room Software name/description Vendor Purchase Order (PO) Acquisition date Original cost, including sales tax and freight
10 Software Inventory Report
11 Annual Equipment Physical Inventory and Certification Process Annual inventories performed throughout entire campus by Property Accounting, building by building. Annual certification provided to departments for review and signature. Equipment not found communicated to department. Within a predetermined period of time departments will need to locate, identify and/or resolve unfound items. Items not located during physical inventory will be included in an Annual Loss Report.
12 Who are Department Inventory Coordinators? They are designated by the Department Approver.
13 What are the responsibilities of the Department Inventory Coordinator? Maintain current and complete property records. Track acquisitions, receipt of and assignment of property within department. Notifies Property Accounting with changes of location, transfers to another department, disposals, and off campus use. Obligation to safeguard CSU equipment and property and discourage theft, loss and misuse.
14 Who are Department Approvers? Management Personnel Program (MPP s) and higher
15 Responsibilities of Department Approvers Designate Department Inventory Coordinator Safeguard and ensure proper care of University/State-owned property from loss, theft or misuse. Ensure maintenance of up-to-date departmental inventory records.
16 Tools/Forms to Assist Department Inventory Coordinators Property Dashboard Ability to view inventory, current locations, custodians, equipment used for Off Campus and much more! Access limited to personnel designated as Department Inventory Coordinator and respective Department Approvers.
17 Property Dashboard - Cont. Enter Dept ID
18 Tools/Forms to Assist Department Inventory Coordinators - Cont. Forms to report changes to Property Accounting: Property Relocation Change Form - Relocation within same department Transfer of Property Ownership Form - Interdepartmental Transfers Off Campus Use form - Items Used Off Campus Request to Survey Property Form - Disposals Property Loss Report - Missing, Lost, Stolen or Vandalized Property. To be completed with Request to Survey Property Form. Forms can be found under: services/forms.asp
19 Property Relocation Form Relocation within same department
20 Transfer of Property Ownership Form Interdepartmental Transfer between campus departments
21 Authorization for Off Campus Use of Cal Poly Property Form Items used Off Campus
22 Property Survey Request Form Disposal of Department Equipment
23 Property Loss Report. Reporting items as Missing, Lost, Stolen or Vandalized. To be completed with Request to Survey Equipment Form.
24 Questions????
25 Additional Resources can be found under Including: Property Control Procedures Definitions of Disposal Options on the Request to Survey equipment form Off-Campus Property Use Control Policy and Procedures
26 Property Accounting Contacts For Property: For Software: Ken DelMese Dee Louie Property Analyst Fixed Assets Accountant (805) (805) Rosalie Carlson Inventory Clerk (805) Kimberly Perez Director of General Accounting (805)
Campus Responsibilities for Assets. Capital Asset (Cost > $5,000) Non-Capital Asset (Cost < $5,000)
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