Training Guide For Property Coordinators

Transcription

1 Training Guide For Property Coordinators

2 Table of Contents ASSET MANAGEMENT OVERVIEW THE GENERAL LEDGER INTERFACE LOAD PROCESS USING THE ASSET MANAGEMENT SYSTEM ADDING AN ASSET SELF TAG REPLACING A UNIT WITH A NEW UNIT (NO COST ASSOCIATED): CHANGING OR UPDATING AN EXISTING ASSET RECORD BASIC ADD CHANGING THE LOCATION OF AN ASSET (WITHIN A DEPARTMENT): VIEW HISTORY DEPARTMENT TRANSFER WITHIN GEORGIA TECH CHANGING TO ANOTHER DEPARTMENT UNDER YOUR SUPERVISION ASSET OFFSITE (HOME-BASED) HOME-BASED EQUIPMENT REPORT REQUESTING AN ASSET AS MISSING MISSING EQUIPMENT REPORT (363) MARKING AN ASSET AS THEFT DONATING AN ASSET TO AN OUTSIDE AGENCY REQUESTING AN ASSET AS TRADE-IN REQUESTING AN ASSET AS SURPLUS SURPLUS PICK-UP REPORT REQUESTING A MASS MOVE REINSTATING A DELETED ASSET: DELETING A NEW ASSET HOW TO PRINT AN ASSET HOW TO SEARCH FOR AN ASSET HOW TO CHANGE A MANUFACTURER, SERIAL/ MODEL OF AN EXISTING ASSET --45 CREATE A RUN CONTROL ID GT OUTSTANDING EQUIPMENT REPORT (363) CONDUCTING THE ANNUAL INVENTORY ANNUAL INVENTORY OVERVIEW ANNUAL INVENTORY TROUBLESHOOTING CHECK LIST

3 Asset Management Overview The Board of Regents sets the requirements for which purchased items must be recorded as assets of the Institute. The appropriate procurement and capitalization accounting information for these assets are reflected on the Institute s financial reports. Georgia Tech is responsible for the management of all items that meet the BOR requirements for Institutional Assets. These individual items must be tagged when appropriate, pertinent asset information such as item description, location, cost, and custodial department maintained. Institute policy mandates an annual physical inventory must be conducted to ensure the accuracy of the perpetual inventory. Inventory results including missing items/discrepancies must be reported to the appropriate over site state departments or agencies. The Asset Management system is designed to provide each Property Coordinator with an on-line, real time application used to manage, monitor, maintain, and report asset information. Each department chair/director assigns a Property Coordinator(s) with the authorization and responsibility to manage and monitor all assets for the department. Although each department has some flexibility in how Property Coordinators are assigned and tasks performed, all Property Coordinators are required to complete Asset Management training and comply with all Institute policies and processes for managing assets. In addition, each Property Coordinator is responsible for keeping up to date with new policies, processes, and deadlines communicated from CAAD using the Property Coordinator s, town hall meetings, and the CAAD home page. Property Coordinators can submit questions and inquiries to am.ask@business.gatech.edu. What is the criteria for an item to be considered an asset? Assets can be purchased, donated, fabricated, transferred from another department or agency, or be a replacement for an existing asset. To be classified as equipment an item must meet the following requirements: A. A unit acquisition cost of $3,000 or more (for gifts to the Institute, must have a fair market value per unit of $3,000 or more) unless it is one of the exceptions noted below, in which case there is no minimum dollar limit. Firearms (Police Department maintains inventory) Vehicles (Facilities Department maintains inventory) Federally acquired surplus originally costing $5,000 or more Antiques - if requested by department JANUARY 2006 PAGE 3

4 Art Objects - if requested by department. B. Individual unit of movable property, not an integral part of a building. C. Non-consumable and non-expendable in nature or intended use. D. An estimated useful life expectancy of one or more years. E. Georgia Tech retains the title for the item. (Some grants require the sponsor to retain the title for equipment purchased with sponsored funding.) Note: If you re not sure who owns the item, check with your school or department s Financial Manager. F. Federally acquired surplus that had an initial acquisition cost $5,000 or more. (These items are restricted for 18 months by the Federal Government.) Note: NO EQUIPMENT over $3, is to be purchased via the PCARD JANUARY 2006 PAGE 4

5 How and where to place the tag Every asset is assigned an Asset ID and a tag number. Although it is not always possible to affix an official Georgia Tech inventory tag to every asset, each asset is assigned a tag number for tracking purposes. Tag the main item (for example, if you have a computer and monitor, tag the computer). Tag a non-removable, unbreakable part of the item. Try to put the tag in a visible location (saves you time and trouble later). If you can t tag an item (too hot, small, etc), contact CAAD. CAAD will take a picture of the asset, place the tag on the back of the picture and file. If your department has a digital camera you can a photo of the item to your CAAD contact in GIF or JPG format. An asset may have multiple parts Sometimes an asset is not a single item but is comprised of several items. This configuration, known as a Host and Components, is considered as one asset. For example, a CPU, monitor, and keyboard are considered to be a computer and it is added to the inventory records as one asset. The CPU is considered the Host, and the monitor and keyboard are considered components. Other components, such as memory boards or a scanner may be purchased later for this asset that increases the value of the asset. These items are recorded in Asset Management as component parts using the tag number of the host item. Following is a glossary of terms commonly used when discussing a host/component asset. Host Equipment: Component: Add-To: A stand-alone, independent item is called a host (the main item). This includes an existing piece of equipment with a tag. Any item(s) that goes into or belongs to a host. Components are considered to be part of the host, and their value is added to the host s value. Components are not issued a separate tag number; they are referenced by the tag number of the host. A component that is purchased after the host has been tagged. (If an item is an Add-To contact CAAD and provide the host information. CAAD will add the component value to the host.) JANUARY 2006 PAGE 5

6 Examples of a Host and Components HOST COMPONENT Sample # 1 Micro Computer CPU $2,500 Monitor $ Keyboard $78.00 Audio Card $ Sample # 2 Spectrum Analyzer $8,200 Spare Cable $210 Carrying Bag $180 Converter $265 Adapter 12v $135 Bridge and Power Divider $1,635 Power Sensor $2, 425 Freight $53.95 Where to get tags? CAAD issues the Asset Tags to the Property Coordinator of each department Contact CAAD to order more tags am.ask@business.gatech.edu JANUARY 2006 PAGE 6

7 The General Ledger Interface Load Process The financial information for assets purchased by Georgia Tech is recorded in the General Ledger. The asset posting records are selected from the General Ledger and interfaced to the Asset Management staging tables. In these tables, CAAD reviews the posting records and deletes any record that is not an asset transaction. CAAD makes any corrections/changes/adjustments to an asset record to accurately reflect the description, cost, and other pertinent accounting information. The ASSET ID, a unique number used to track the piece of equipment during the lifetime of the asset, is assigned to each asset at this time. Departments can add new asset information to the system before the invoice data is received from the General Ledger Interface. Property Coordinators enter asset information (campus reference, tag #, location, description, etc.) on-line. CAAD runs a program that matches the asset information entered on-line to the General Ledger interface records. When a match is found the associated financial information is added to the asset record. This automated matching process eliminates redundant data entry and reduces the risk of data entry errors. The campus reference number is the key used to match the asset records in the batch program. Therefore, it is critical that the campus reference number is entered correctly! If a matching financial record is not found there is a financial record that could not be matched with a tagged asset record- CAAD will notify the unit via . Property Coordinators will have 5-days to enter the asset information in the Asset Management application. This matching program cycle is continuously repeated to match the new information entered by the Property Coordinators. Property Coordinators can identify these matching exceptions, known as untagged equipment, by running the GT Outstanding Equipment Report. Details for running this report can be found later in this manual. JANUARY 2006 PAGE 7

8 Using The Asset Management System Navigate to Techworks. Enter your agt Account/password. From this screen you can also navigate to the home pages of CAAD and other departments linked the GTASC home page. Your Virtual Office Menu is displayed. JANUARY 2006 PAGE 8

9 Click Asset Mgt JANUARY 2006 PAGE 9

10 Below is the Asset Management Pagelet. You will be able to maneuver to all of the processes and reports necessary to manage your inventory from this page. Before we get started in the Asset Management Processes, it is important to know two things about navigation: 1) Always remember to delete your cookies and temporary files on a daily basis. Procedure is as follows: a) Choose Internet Explorer as your server. b) Go to Tools / Internet Options / Temporary Internet Files. c) Click on Delete cookies, choose ok. d) Click on Delete Files, choose ok. e) Choose ok. This procedure clears your cache and allow for the most current changes to always be loaded in your system. 2) When you are in the Techworks environment, you are only allowed 20 minutes of idleness. The system will automatically log you out to secure the system. JANUARY 2006 PAGE 10

11 The Asset Management Menu consists of nine options: 1) Self Tag - Add a new asset record. These screens are accessible based on your security clearance. 2) Manage Assets Basic Add: make changes to an existing record. These screens are accessible based on your security clearance. 3) Internal Transfer- Transfer equipment to another department. Create and request a Mass Move transfer. 4) Surplus Surplus request for inventoried and non-inventoried items or items that have been retired from the system. 5) Disposal Stolen, donated, trade-in and missing requests. 6) Inventory GT Annual inventory report has an as of date which will allow you to pull a list of assets to locate during the annual inventory period. 7) Training: Training guide help toolbox include topics to assist you with the Asset Management processes. 8) Capital Asset Accounting: This link will take you to CAAD s home page. 9) Help: Submit a help request to am.ask@business.gatech.com or JANUARY 2006 PAGE 11

12 Adding an Asset Self Tag As Property Coordinator it is your responsibility to maintain asset information. Work with your department administrator to ensure that you are included in your department s internal purchasing/receiving process so you will be notified when new equipment arrives. Capital Asset Accounting (CAAD) is responsible for recording the financial information associated with each asset. The Property coordinator is responsible for recording a description of the item, the location/sub location, if the asset will be off site, manufacturer, and model number/serial number if applicable. Sometimes vendors invoice Georgia Tech for an item before your department notifies you of a new shipment. In this instance CAAD assigns an Asset ID to the item and records the financial information. You can obtain a report of these untagged items by running the GT Outstanding Equipment Report. (Detailed instructions are provided later in this manual.) Tag the asset and collect the pertinent asset information before you logon to Asset Management. You are now ready to add a new asset. Choose Enter Self Tag Information from the menu. New Equipment Arrival Report: This report gives a list of newly acquired equipment within your department that is awaiting payment. JANUARY 2006 PAGE 12

13 Enter the Tag Number assigned to the new piece of equipment. Click on The Add Asset page is displayed. *** If the Tag number already exists for Business Unit GT is displayed this means the tag number you are entering has already been assigned to an existing asset and cannot be reused. Click the hyper link to GT AM Detail 2 view the record. Verify you have entered the correct tag number. If yes, verify the asset information matches the displayed record. If yes, this asset record has already been added to the Asset Management system. *** How to use the option Copy Asset attributes from Tag No feature will be described at the end of this section. JANUARY 2006 PAGE 13

14 Enter the asset information:. Tag Number: Displays the tag number entered on the previous page for this asset. Campus Ref: This is a 10 digit number assigned by the department to track the purchase of an asset. The campus reference number and the requisition number are almost always the same number. Please make sure that you enter the correct number! The Campus Reference number is the key field that drives the Asset Management system to match the asset data record with the financial data record. GT Ref Comments: If the asset is a donation or title transfer, type the name of the donor/ source. (Ex: D-DOAS) Department Description: (Required) Enter the description for the equipment This is the description that will appear on reports for your department. Make sure the description is appropriate to help you identify this equipment in the future. Location: (Required) The building number of the asset where the equipment is located. If you are not familiar with the building number and know the name of building, click on the look up glass provided. and select the building name from the list JANUARY 2006 PAGE 14

15 Sub location: (Required) Click on choices provided. and select the room number from the Sub location Detail: Enter additional location detail if needed. For example sub location may be room 213 but it is critical to know it is in the closet. This field is 25 characters. Area: A listing of areas relative to building but may not have room numbers assigned (i.e. closet). Department: (Required) Select the department name. You will only be able to view your department(s). Manufacturer: The name of manufacturer of the asset is entered in this field. If you cannot find a manufacturer on the asset choose Not Known for the manufacturer. Click on. Enter the full or partial name of the manufacturer. Click on Look Up. Select the correct manufacturer from the list. JANUARY 2006 PAGE 15

16 Note: Manufacturer is not in the list? 1. Enter not click search Select Not Listed 2. Enter the name in GT Info 2 3. CAAD will enter the new manufacturer and update your asset record. Model Number: Enter the model number of the asset. Use NMN if equipment has no model number. Serial ID: Enter the serial number of the asset. Use NSN if equipment has no serial number. Asset Offsite: If an item is home based, click this box. (See page 28 for more details.) Employee ID: (Required) Enter the employee id. (Unique number assigned to every employee.) If the Employee ID is unknown click on the name from the menu list. and select employee s Enter all or a portion of the last name. The employee name format is Last name, First name (no space) Select the appropriate employee and Asset Management displays the name in the Custodian field. NOTE: If equipment is not assigned to an end user, the system will require that you use your name since you are ultimately responsible for all assets in your department. GT Info1: Enter the Campus Police Case # when the asset status is stolen. Otherwise, this field can be used for any additional information/comments for this equipment. The field is limited to 30 characters. GT Info2: Enter the Manufacturer s name if it is not in the manufacturers list. Otherwise, this field can be used for any additional information/comments for this equipment. The field is limited to 30 characters.. JANUARY 2006 PAGE 16

17 Acquisition Code: (Required) Select the appropriate acquisition code to indicate the source of the equipment. Constructed dept built asset Donated acquired from an individual or another agency at no cost Leased acquired through lease contract Like Exchange vendor replaced asset Misclassified used wrong account code item is supplies not an asset Trade-In older model given back to vendor to reduce cost of the upgraded asset Purchased GT paid for the asset Transferred acquired from another department or agency Complete the data entry for this asset. Click the save button Click the Add button to enter another asset. Entering multiple like items? If you are entering multiple assets of the same campus ref, such as 10 PCs, enter the new tag number then use the Option: Copy Asset attributes from Tag No. feature to save time and reduce data entry errors. Enter the NEW Tag Number. Enter the Tag Number of an existing asset that is an identical item. JANUARY 2006 PAGE 17

18 Asset Management displays the new tag number with the same asset information from the existing tag number you have entered. Change Location if necessary and enter the Sub Location, and Serial Number. Change any other data that is different such as Asset Offsite and Custodian. JANUARY 2006 PAGE 18

19 Handling Components If you have a new component but the host isn t tagged: Does the host belong to GT? If so, tag and record the host and component as usual. Does the host belong to the sponsor? GTRI manages assets whose title is retained by the federal sponsoring agency. These assets have a black decal. Check for black sponsored tag if questions, contact GTRI Research Property Management. Was the host bought with GTRC money? If < $25,000, use GT tag and record as usual. If > $25,000, use special blue GTRC tag and record as usual. (Call CAAD to request blue GTRC tags) Items bought by sponsor and formally transferred to GT? Tag and submit supporting documentation to CAAD (letter, transfer papers, etc) Send an to am.ask@business.gatech.edu notating the tag number of the host equipment and CAAD will add the value of the component to it. JANUARY 2006 PAGE 19

20 REPLACING A UNIT WITH A NEW UNIT (NO COST ASSOCIATED): Some assets, such as copiers, may be defective and will be replaced by the manufacturer or the condition of a new purchase includes turning over an existing machine in exchange for a new one. In order to retire the previous asset with the new asset, complete the process by using the copy feature from the Self-Tag page. Enter tag number assigned to new piece. (For ex ) NEW Tag Number assigned to the replacement asset. Enter the Tag Number of the asset that was returned to the vendor. JANUARY 2006 PAGE 20

21 A C B A. Enter serial number of new piece of equipment. B. Choose from the acquisition code field Like Exchange. This allows CAAD to know that you did not have to expend any additional cost for the asset. C. Click on Replacement Asset which will activate the Old Tag Number field. Once activated record the tag number of the old unit. CAAD will complete the process of removing the old unit and replacing it with the new one in Asset Management. JANUARY 2006 PAGE 21

22 Changing or Updating an Existing Asset Record Basic Add One of the primary responsibilities of the Property Coordinator is to maintain accurate information for each asset. It is important to update an asset record anytime there is a change in location, ownership, or status of the asset. Both external and internal auditors verify that our records reflect the correct location, status, and owner of an inventoried asset. The navigational path to be used to Change Asset Information is the menu option Manage Asset Basic Add. Enter an existing tag number on the Asset Basic Information panel. Enter Tag Number and click Search. JANUARY 2006 Page 22

23 Add a Row Click on the GT AM Details 2 Tab Click on the Add a Row Button Asset attribute information can be changed/updated. All asset information changes are updated immediately (real time) on-line. Following are examples of how to change various types of asset information. CHANGING THE LOCATION OF AN ASSET (WITHIN A DEPARTMENT): Always update the Location/Sub location when as asset is moved to a new location. It is not necessary to change location if the move is temporary and for a short period of time. Permanent moves must always be recorded. Choose the Basic Add option. Enter the tag number Choose GT AM Detail 2 tab Add a Row Change Location, Sub location, or Sub Location Detail as needed. Click on the Save button. JANUARY 2006 PAGE 23

24 VIEW HISTORY After you have added a row and updated your asset and saved your information. Click on the View All and use the scroll bar to view the history of the asset. JANUARY 2006 PAGE 24

25 DEPARTMENT TRANSFER WITHIN GEORGIA TECH Moving ownership of an asset from one department to another is still a semi-manual process. The department giving the asset away should request that the asset be transferred. CAAD will complete the transfer process and update the asset record appropriately. If the equipment is temporarily loaned or relocated and the intention is to reclaim the item in the near future, the equipment record does not need to be changed. Choose the Internal Transfer: View Department Assets option. Choose your department Select asset to be transferred and click the Transfer button. Flag the Transfer Asset button Enter the department number you are sending it to. In the comments put who it is from and who it is going to. (This will assist the receiving coordinator in knowing who to see in his /her department about the transferred equipment.) Click the submit button Click the OK button (on Submit Conformation Page) When the request is received, CAAD will obtain approval from the receiving department and complete the transfer process and notify all parties that the transfer has been completed. JANUARY 2006 PAGE 25

26 CHANGING TO ANOTHER DEPARTMENT UNDER YOUR SUPERVISION If you are responsible for more than one department and need to transfer property within your authorized department access, complete the transfer as follows: Choose the Manage Asset: Basic Add option. Enter the tag number and click search Choose the GT AM Detail 1 tab Add a Row In the department field, enter the new department. Click on the Save button. JANUARY 2006 PAGE 26

27 Asset Offsite (Home-Based) If an item is home based click on Asset Offsite? box. Click on the magnifying glass to search for the employee ID who is responsible for this equipment. Enter all or a portion of the last name and click Look Up. The system displays the employee ID and name. Select the name. When an employee returns a home-based piece of equipment remove the flag from the Asset Offsite? box and save the record. Note: As the property coordinator for your area, you should require your employees to fill out an Equipment Loan Agreement form and maintain a file for your department. The Equipment Loan Agreement form is on the CAAD web pages under forms. JANUARY 2006 PAGE 27

28 Sample GEORGIA INSTITUTE OF TECHNOLOGY EQUIPMENT LOAN AGREEMENT DATE I, request permission to carry equipment, identified below, belonging to Georgia Tech off campus to for the following reason: IMPORTANT: All equipment taken off campus must be listed if its value is above $ Inventory Replacement Number Description Serial No. Model No. Cost Replacement Cost Employee Signature and Phone # Department Head/Lab Director Approval Employee ID. No. Department Name JANUARY 2006 PAGE 28

29 Home-Based Equipment Report Choose the Asset Management option from the menu Click Financial Reports Click GT AM Reports GT Emp w Offsite Inv Report Enter Run Control ID Enter department number Enter Employee ID Choose desired report option Click the Run button Server Name: PSUNX and Click OK Click Report Manager Click Refresh button until status says Posted Click on the name of the Report to view JANUARY 2006 PAGE 29

30 Risk Management automatically covers the asset under the GT Insurance Policy when OffSite and Custodian are entered. DATE: June 6, 2003 TO: FROM: RE: Property Coordinators Freddie Everett Risk Management All Risk Property Insurance Updates Property Insurance for GT owned equipment offsite Georgia Tech owned equipment can be insured under the All Risk Insurance Program, while being used at home or offsite, provided the equipment is being used for official Georgia Tech business. To initiate all risk property insurance for GT owned equipment, valued at $3,000 or more, while being used at home or offsite, you must designate the property as offsite in Capital Asset Accounting s Asset Management System. The all risk property insurance is initiated for GT owned equipment when designated offsite and canceled when the property is removed from the Asset Management System s offsite designation. This does not apply to GT owned property covered under special all risk certificates or non-gt owned equipment. Effective July 1, 2003, GT owned equipment with a value less than $3,000 will not be listed in the Asset Management System. To initiate all risk property insurance for GT owned equipment with a value less than $3,000 while being used at home or offsite you must complete the attached excel spreadsheet. Please forward the completed spreadsheet to Yolanda Gay (yolanda.gay@business.gatech.edu). Future changes, deletions, or additions should be made on the original spreadsheet and forwarded to Yolanda Gay. The most recent spreadsheet received by Risk Management will serve as your official schedule of covered GT owned equipment, with a value less than $3,000, being used at home or offsite. Should you have any questions or concerns regarding these All Risk Insurance updates, please contact Freddie Everett at or Yolanda Gay at 404/ Sample Risk Management Spreadsheet JANUARY 2006 PAGE 30

31 REQUESTING AN ASSET AS MISSING When an item is discovered to be missing the Property Coordinator should take steps to verify the item is actually missing and not misplaced or transferred to another department. When it is determined the item is truly missing, go to the disposal worksheet and mark it Missing. Choose the Disposal: Disposal Worksheet option. Enter the department, location or the tag number Click Search button Flag the assets to be disposed Click on the Optional Accounting Information Tab Enter the disposal code (missing) and the trans code (M) Click on the Submit button. A pop-up message will display confirming the process in complete On the Retirement Information tab you can verify your control ID was entered by checking the Disposal Code ID column. JANUARY 2006 PAGE 31

32 Missing Equipment Required Documentation Put comment in GT Info 1 or 2 describing the circumstances surrounding the loss including date and person(s) involved. Example Comment I have searched all offices, labs, and classrooms during the inventory process. This item was not located. Note: If missing asset is found, send an to am.ask@business.gatech.edu indicating that the item has been located. Missing Equipment Report (363) Choose the Asset Management option from the menu Click Financial Reports Click GT AM Reports Click GT Missing Equipment Report Enter your Run Control ID and click Search Enter the department number Choose report format: Detail or Summary only or both Click Run Server Name: PSUNX Click OK Process Instance number given Click Report Manager Click Refresh button until status says Posted Click on the name of the Report to view JANUARY 2006 PAGE 32

33 MARKING AN ASSET AS THEFT When an asset has been stolen the Georgia Tech police must be notified and an Incident Report filed. The Property Coordinator changes the Department Status for this asset and forwards the Incident Report to CAAD. Choose the Disposal: Disposal Worksheet option. Enter the department, location or the tag number Click Search button Flag the assets to be disposed Click on the Optional Accounting Information Tab Enter the disposal code (theft) and the trans code (L) Click on the Submit button. A pop-up message will display confirming the process in complete On the Retirement Information tab you can verify your control ID was entered by checking the Disposal Code ID column. Theft Required Documentation There are 2 steps to a Theft disposal Step 1: Call the GT Police as soon as the theft is discovered. The police will provide a copy of the incident report. Go to Basic Add/Update Retrieve asset record Enter the Incident Report # in GTINFO1 Step 2: JANUARY 2006 PAGE 33

34 Go to the Disposal Worksheet and declare the item stolen. DONATING AN ASSET TO AN OUTSIDE AGENCY Your department may decide to transfer an asset to another state agency. After your department has confirmed the other state agency is willing to accept the asset, initiate the transfer process. Choose the Disposal: Disposal Worksheet option. Enter the department, location or the tag number Click Search button Flag the assets to be disposed Click on the Optional Accounting Information Tab Enter the disposal code (donated) and the trans code (D) Click on the Submit button. A pop-up message will display confirming the process in complete On the Retirement Information tab you can verify your control ID was entered by checking the Disposal Code ID column. The Institute Surplus Property Officer will prepare a request that must be signed by The property representative of the State Agency The Institute Surplus Property Officer The request is sent for approval from the State Surplus Property Officer. JANUARY 2006 PAGE 34

35 After this form is signed and approved by all parties, the transferring department will receive written authorization from Capital Assets Accounting to complete the transfer. Donation Required Documentation Submit a request to transfer the asset to an outside agency on department stationary to CAAD Include Tag#, model/serial number, current location/sub location, name of agency receiving asset CAAD sends this letter to the agency and completes the transfer. Sample Transfer Letter Kerry Geter Manager Capital Assets Accounting 0303 Dear Mr. Geter, Please transfer the following equipment to the recipient named below: GT# OTDR Model: TD-1000A Serial: GT# OTDR Model: TD-1000-HR Serial: Recipient; Bill Parasks University Computing & Communications Services Georgia State University (404) JANUARY 2006 PAGE 35

36 REQUESTING AN ASSET AS TRADE-IN Some vendors will grant trade in allowances from old equipment toward the purchase of a new piece of equipment. Procedures are below: Choose the Disposal: Disposal Worksheet option. Enter the department, location or the tag number Click Search button Flag the assets to be disposed Click on the Optional Accounting Information Tab Enter the disposal code (Trade-In) and the trans code (R) Click on the Submit button. A pop-up message will display confirming the process in complete. On the Retirement Information tab you can verify your control ID was entered by checking the Disposal Code ID column. Trade-In Authorization Form There are two steps to a trade-in 1. Go to the Disposal Worksheet and declare a trade-in disposal. 2. Submit the Trade-in Authorization form. JANUARY 2006 PAGE 36

37 CAAD retires the trade-in asset and adds the value of the trade-in allowance toward the cost of the new asset. GEORGIA INSTITUTE OF TECHNOLOGY TRADE-IN AUTHORIZATION REQUEST TO: Capital Assets Accounting Department (CAAD) DATE MAIL CODE 0303 Department: Permission is requested to trade in the equipment listed below. CAAD USE ONLY Inventory No. Description Serial NO. Model No. Condition* acq. date cost *CONDITION: G = Good - Functionally operational, little or no repair required. F = Fair - Limited repairs not over 25% of acquisition cost required. P = Poor - Necessary repairs exceed 25% of acquisition cost. A trade-in allowance of $ is offered on the above listed equipment toward the purchase of the following: Description: Price of new equipment: $ Campus Ref No. P/S Project Account We believe this trade-in to be in the best interest of the State and this Institute. Signed: Department Head Date: Department: Purchasing Department: FOR USE BY OTHER DEPARTMENTS ONLY CAAD: Approved ( ) Approved ( ) Denied ( ) Reason: Denied ( ) Reason: JANUARY 2006 PAGE 37

38 Signed: Signed: REQUESTING AN ASSET AS SURPLUS When an asset is no longer needed by the department it should be sent to surplus. Submit a request for surplus on-line. Central Receiving will arrange for the item to be picked up. A property coordinator must be available at the time of pickup to verify the items have been picked up and to sign the pick up ticket. A copy of the signed ticket is given to the Coordinator for the department records. Inventoried Items: Choose the Surplus: Surplus Worksheet option. Enter the department, location or the tag number. Click the search button Flag the assets to be surplused Fill in the Default value information AM Dept: Department requesting pick-up Contact: Property Coordinator who will be available for item pickup. Phone #: Must be 7 digits Pickup date: Date item will be ready for pickup. Location: If the item is to be picked up in a different building. Pickup Instructions: Where item will be located for pickup (room#, hallway, loading dock, etc.) Note: You can also see this information populated in the GT AM Surplus tab of the Basic Add page. Click the Load Default button Click the Submit button JANUARY 2006 PAGE 38

39 Non Inventoried Items: Choose the Surplus: Surplus Worksheet option. Enter the department, or location. Click the search button Click the Add Row button Flag the asset(s) to be surplused Fill in the Default value information as follows: AM Dept: Department requesting pick-up Contact: Property Coordinator who will be available for item pickup. Phone #: Must be 7 digits Pickup date: Date item will be ready for pickup. Location: If the item is to be picked up in a different building. Pickup Instructions: Where item will be located for pickup (room#, hallway, loading dock, etc.) Note: You can also see this information populated in the GT AM Surplus tab of the Basic Add page. Click the Load Default button. This will populate the fields on the records selected. Navigate between the Asset Information, and the Surplus Information tab JANUARY 2006 PAGE 39

40 (Make sure all fields are filled in. The tag number is required for each row added on the worksheet.) Tag # formation example: = , Your Department Increase in increments of one Click the Submit button Information on the Asset Information Tab Information on the Surplus Information Tab Once submitted a conformation message will appear. Print out your Surplus Pick-Up Report to validate the items requested for surplus. This report will list inventoried and non inventoried records. JANUARY 2006 PAGE 40

41 SURPLUS PICK-UP REPORT Choose the Asset Management option from the menu Click Financial Reports Click GT AM Reports Surplus Pick-Up Report Enter Run Control ID Choose date range Enter department number Click Run Server Name: PUSNX and click OK Process Instance number Click Report Manager Click Refresh button until status says Posted Click on the name of the Report to view Note: Central Receiving will have the same report produced from your pick up request. They will bring two copies of the report with them and sign off on one of the reports for you to retain for your records. It is important that you keep this copy in case there are future discrepancies. CAAD will only accept surplus report signed off by Central Receiving in the case of discrepancies. JANUARY 2006 PAGE 41

42 Requesting a Mass Move With new buildings and department relocations occurring almost daily, it is often necessary to move large amounts of equipment (50 pieces or more) at one time to a new location/sub location. To reduce your administrative efforts and expedite recording this new information, CAAD has developed the Equipment Mass Move Spreadsheet. Follow the listed process steps to complete this transaction. Step One Choose the Internal Transfer option GT Create Mass Move Request Enter your Run Control ID Enter the Request Type: Custodian, Department, or Location (You can only do one request type at a time) Anytime you are changing the location, custodian, or department for 50 or more assets. Business Unit and Set ID: GT Enter requesting department number Click the Run button Select the Server Name: PSUNX Click OK Check for your Process Instance number Click on Report Manager Step Two Go back to Internal Transfer option Choose GT Mass Move Request Click Search From the search results choose the current date Enter in the custodian, department or location information Click on Update All Click Save Click the Notify button this generates an for you to send to CAAD. JANUARY 2006 PAGE 42

43 Additional Updates and Processes REINSTATING A DELETED ASSET: If an item is found that has been deleted from your inventory, the department can request that CAAD reinstate the asset. Send an to am.ask@business.gatech.edu. List the tag number of the asset and the current Location/Sub Location. DELETING A NEW ASSET Made an error? Verify the item should not have been tagged, and that it has not been assigned an ASSET ID, then delete the asset. Choose the Self-Tag option. Enter the tag number If the item has been assigned an ASSET ID the hyperlink will read GTAM Detail 2 instead of Asset Self Tag Detail, please contact CAAD for assistance to remove the asset. JANUARY 2006 PAGE 43

44 Click the Delete Button and Yes, Delete button. Asset is removed from system. HOW TO PRINT AN ASSET Log on to Techworks On the menu bar click on Asset Management Click on Print an Asset Enter in the tag number Click the Search button HOW TO SEARCH FOR AN ASSET This feature will allow you to search for an asset in any department. Log on to Techworks On the menu bar click on Asset Management Click on Search for an Asset Enter Department number, Location, or Tag number Click the Search button Choose the asset by flagging the circle next to the tag number. JANUARY 2006 PAGE 44

45 To navigate to the basic add or to print the asset, use the Drill down to: field, select the desired page and then click the Go button. ( This will open a new window to the selected component page.) Flag Asset HOW TO CHANGE A MANUFACTURER, SERIAL/ MODEL OF AN EXISTING ASSET Enter an existing tag number on the Asset Basic Information panel. Click the Search button JANUARY 2006 PAGE 45

46 Click on the arrow shown below and go to the Manufacturer s tab Arrow displays additional tabs. JANUARY 2006 PAGE 46

47 Additional Reports CREATE A RUN CONTROL ID Before running a Report or Creating a Mass Move you must create your Run Control ID. Choose a report to run Click on the Add a New Value tab Enter your GT Account information (i.e. MG156) Click the Add button This will establish you in the system GT Outstanding Equipment Report (363) This reports list assets that have been paid, but needs a tag assigned. Choose the Asset Management option from the menu Click Financial Reports Click GT AM Reports Click GT Outstanding Equipment report Enter your Run Control ID and click Search Enter the department and location number Click the Run button Server Name: PSUNX Choose the Format you want to view: CSV (Excel) or PDF Click OK button Process Instance number given Click Report Manager Click the Refresh button until status says Posted Click on the name of the report to view GT Equipment Inventory Report JANUARY 2006 PAGE 47

48 This report produces a current listing of your inventory. It should not be ran as the Annual Inventory report. Choose the Asset Management option from the menu Click Financial Reports Click GT AM Reports Click GT Equipment Inventory Report Enter your Run Control ID and click Search Enter the department, location number Click the Run button Server Name :PSUNX Choose the Format you want to view: CSV (Excel) or PDF Click OK button Process Instance number given Click Report Manager Click the Refresh button until status says Posted Click on the name of the report to view JANUARY 2006 PAGE 48

49 CONDUCTING THE ANNUAL INVENTORY ANNUAL INVENTORY OVERVIEW The annual inventory process will be handled as an on-line process and will be conducted during the months of February and March of the calendar year by the campus coordinators. The entire campus will perform their inventory concurrently for the two month period. The inventory period will begin no sooner than February 1 st and should be completed by March 31 st. As each department completes their inventory, an is sent to am.ask@business.gatech.edu confirming the completion of the inventory process. Periodic s will be sent out to departments delinquent in processing their inventory. Departments not processing their inventory will be referred to the Vice-President for Finance and the Provost for disciplinary actions. After completion of the inventory or the inventory period, Capital Assets will perform a sample inventory for selected departments. The purpose of the sample is to verify the completion of the inventory process and to prepare the departments for the upcoming audit season with the state auditors. The sample is a random sample and approximately 200 to 300 items will be selected. The results from the sample will be forwarded to the Vice-President of Finance and the Provost of the university. General Instructions To begin the inventory process, the coordinator should log into TechWorks : JANUARY 2006 PAGE 49

50 After logging into TechWorks, the coordinator should then click on the My Financials and then Asset Management in order to access the Asset Management web site: After logging into the Asset Management web page, GT Annual Inv Report (370A) should be selected in order to produce the report for use in performing the annual physical inventory. JANUARY 2006 PAGE 50

51 The first time this report is run, a Run Control ID should be established (See Asset Management Training Manual). JANUARY 2006 PAGE 51

52 After establishing a Run Control ID, the report should be run using the proper parameters. (If you are listed as the coordinator for more than one department, each department will need to be run separately). The As of date should be entered as 01/31/XXXX (XXXX indicates the current calendar year.) each time the process is run to always print the same report. After establishing the correct parameters, the report should run. When the Run button has been activated, the coordinator should determine the proper Type and Format to be used for the processing of their reports. In order to export the report to an excel file, the type selected should be Web and the format should be CSV. After making these selections, OK should be clicked in order to run the report. JANUARY 2006 PAGE 52

53 Clicking the OK button will return the process back to the screen where the parameters were selected. Click the Report Manager in order to view the report. JANUARY 2006 PAGE 53

54 The last report run will be listed at the top of the list of reports. In order to view the report, click on this report once the status indicates that the report is Posted. (Click refresh until posted) The report will come up in an Excel spreadsheet but there may be a need to re-format for easier use by the coordinator. JANUARY 2006 PAGE 54

55 Using the Excel spreadsheet, the department representative will conduct a room-by-room equipment verification. All equipment should have a standard white decal approximately 2 inches long and 3/4 inch high with a gold GT logo, barcode, and number printed on it. For most departments, the best way to begin the inventory count procedure will be as follows: 1. Distribute the report in room order to the individual responsible for that room. All sheets should be returned, either indicating changes or indicating that they are correct to the individual coordinating the process. 2. If one individual is to inventory more than one room, it is suggested that the inventory be conducted one room at a time. Record all inventory items in each room before moving to the next. If you are in doubt as to whether an item is classified as equipment, use the attached Guidelines for Classification of Items as Equipment. Verify the data, which is shown, giving particular attention to building, room, and serial numbers. (a) Physical Inventory Procedures A. If an item has a decal and is listed on the data printout, place a check mark next to the inventory number in the Check Mark column and verify the listed data. If any data is wrong, line out the incorrect data and list the correct information beside the item or under it. B. If an item has a decal and is not listed on the report, please make a note of this item to verify proper ownership. Verification of ownership can be conducted on-line by entering the decal number into the asset management web system (Option 1: Manage Asset Information) and performing a search. C. If an items does not have a decal but has been identified as an inventoried item, please make a note of the available data such as serial number and model number to research for the possibility of adding to the inventory. D. If an item is listed on the data printout but is not found or has been properly disposed, indicate the disposal method (i.e. Surplus, Stolen, Trade-in, Missing, Transferred, and Destroyed). Please make sure proper documentation is recorded in the record in accordance with the Asset Management Training Manual. On-line Correction Procedures - Refer to the Asset Management Manual to make any necessary changes or corrections in the Asset Management Web page. It is important that all items which qualify as equipment be recorded regardless of whether they have a decal or not and whether they appear on the listing or not. The listings are based on historical property record. JANUARY 2006 PAGE 55

56 Generally, the value of equipment carried on the property records is the original cost. For those items which will be added to the inventory report be sure to provide cost information, if known. If it is not known, it is suggested that you refer to the original cost of similar items of similar age on your listing, or your purchase documents. Lacking such references, use your best estimate. Do not take into account the condition of the equipment when determining value, but, rather, estimate its original cost at the time it was acquired. For items acquired by gift to the institution or from surplus or other state agencies, an appraised fair market value should be establish at the time of the gift or transfer. Equipment manufactured by the institution should be reported on a Fabricated Equipment form. Some equipment is off campus at different locations and is being used properly for state business. A properly filled out Equipment Loan Agreement must be on file for these items. Upon the completion of the physical inventory, the departments should send an to CAAD at am.ask@business.gatech.edu indicating completion of their inventory. Please indicate which department is complete in your . CAAD The Annual Inventory period ends as of March 31 st. If you have not completed your inventory as of this date, an should be sent to CAAD at am.ask@business.gatech.edu explaining your circumstances and giving an estimated date of completion. You should continue to work on your inventory until completion and then report to CAAD when completed. JANUARY 2006 PAGE 56

57 After March 31 st, CAAD will conduct a random sample audit to verify the accuracy and completeness of the Annual Inventory process. The sample will take place during the month of April. On May 1 st, CAAD will provide a report to the Controller s office as to the sample finding and all other information related to the inventory. The report will also be forwarded to the Vice President for Finance and The Provost. Forms Contact Names and Numbers am.ask@business.gatech.edu JANUARY 2006 PAGE 57