March 29, 2016

1. Capital Assets
• Cost greater than $5,000
• Use an expense account code 63xxx
2. Minor Equipment
• Cost greater than $1,000 but less than $5,000
• Use expense account code 62238
3. Sensitive Equipment
• Cost greater than $100 but less than $5,000
• Items such as laptops, tablets, iPads, iPods, cell phones, cameras, microscopes, guns, artwork, televisions, musical instruments, etc.

• Unit cost of $5,000 or more
– What makes up the cost?
– Shipping, installation, shipping insurance, initial on-site training and set up
– Do NOT include: maintenance agreements, supplies
• Complete in itself
• Does not lose its identity even though it may become a component part of another item when placed in use
• Life expectancy of 1 year or more

• In kind donations with value of >$5,000 are assigned a tag number and tracked by PM
• $1,000-$4,999 should be added to minor inventory lists and tracked by Department
• MSU Foundation is notified of the donation
• Appraisal of capital donations from an independent party is needed for IRS purposes
• Policies listed at http://www.montana.edu/policy/gifts/

Roles & Responsibilities of Asset Management
Procurement Services
• May assist with purchase of asset
• Gathers lease information
Property Management
• Adds capital asset to record keeping system, tags asset and makes changes to asset records as necessary
• Completes inventories of capital and federally owned assets bi-annually
• Completes inventories of Grant Close-outs, as needed
• Collects inventories of minor and sensitive equipment from departments annually
• Responsible for coordinating/managing disposal of ALL assets (E-scrap and Hazardous materials in collaboration with Safety & Risk)
Accounting
• Records depreciation, Construction Work In Progress
• Reconciles all capital expenses (finance) to capital asset recording system (assets)
Department
• Reviews capital and federally owned asset listing annually
• Maintains inventory of minor and sensitive equipment
• Completes and submits PARR form for disposal of any asset

At a minimum, your listing should contain the following information:
– Equipment Tag # (assigned by Dept)
– Description of item
– Make/Model
– Serial # (or other identifying #)
– Value/Purchase price
– Date acquired
– Location (building, room #)
– Contact/responsible party
• All departments will be required to submit their minor property lists to PM at FYE 16

Check accounts 62210, 62238, 62245

• Montana State Box
• Montana State Box is a new file storage and collaboration service at MSU, free to faculty, staff and students. It is a great tool available across platforms (including Windows, Mac, iOS, and
Android) for storing, accessing, and sharing files easily and securely.
• For login and other instructions please visit: www.montana.edu/box .
• Access your Montana State Box account here: https://montana.box.com

We will update the reports every two weeks or so. If you need to see something more recent, please contact PM.

File, ‘save as’ to your computer to filter or search

• Radio Frequency Identification
– The system uses passive RFID technology
• The RFID tag only transmits a signal to the RFID reader
• No signal is generated unless the tag is ‘speaking’ to a nearby reader
We do not anticipate any issues or interference with most capital equipment; however we have barcode tags that will be used on those pieces that are unable to utilize the RFID technology.
Find more information here: http://www.vizinexrfid.com/rfid-background/ http://www.vizinexrfid.com/sentry-multi-surface/

• To ensure that barcode, rather than RFID, tags are used on any sensitive equipment, we are requesting your assistance
– If you are aware of any equipment or physical space that should not use RFID, contact PM as soon as possible
– Share this information with others who may be interested in this project

Starts with a PARR form:
Applies to any item on campus with a value greater than $25

An index number must be included when you submit the form. If PM is taking your items to our storage you will not be charged. If the item is to be trashed, Facilities will charge your index for the disposal.

If you enter in one field, you’ll need to enter a character in ALL fields (use – or NA)

• Transfers between departments
– Department getting rid of item completes the
PARR form
– Property Management will make the org change to the asset in the system
• Transfer caused by Professor/PI leaving MSU for another university
– Permanent Transfer/Sale of Property Form will need to be completed and signed by multiple parties. Contact Property Management.

• Complete PARR form, checking the “Property to be Traded-In” box
• Send a copy of invoice, showing the transfer credit to Kenny for deletion of asset
• Make note of transfer on new purchase paperwork (BPA or Pcard). Invoice should show transfer credit.
• Not allowed for vehicles

Items are retained for MSU redistribution for at least a period of two weeks.
Then they become available to other state agencies, schools, charitable organizations, etc. before being available for public sale.

• We don’t need this office chair/filing cabinet/ bookcase anymore. Can someone from the office/a student/the PI take it home?
 No. All MSU assets must be offered for another business purpose before they are made available for sale/giveaway to anyone for personal use.
Some items with a high demand on campus are held for longer periods of time.

• This computer equipment is still good, we just don’t want it. Are you just going to throw it away?
 No. The E-scrap program also looks to redistribute computer equipment that is still functional and useful.

• I sent my PARR form in yesterday. When are you coming to take this stuff?
 Property Management will contact you to make arrangements to view the item(s), to decide if it is something that will be kept for surplus or thrown away.
PM will contact Facilities Services to have the item removed, either to our storage units or to the dumpster.
PM is not permitted to remove items from departments.
And please remember we are only a staff of 2! If you know you need to free the space quickly (to accommodate delivery of new furniture, for example) please note that on the PARR form. We will make every effort to work with your schedule.

• We have some specialized lab equipment that is still pretty valuable and we’d like to sell it ourselves. Can we do that?
 Yes, but... A PARR form is still required and must be approved by PM before any sale arrangements are made. Property Management will work with you to determine the best means to sell (state auction site,
MSU website, your contacts with potential interested parties). PM requires a copy of the sales receipt to include with the disposal records and a special revenue account code (53985) must be used to record the proceeds from the sale in Banner.

Visit our website: http://www.montana.edu/ubs/propertymanagement/index.html
Office of Audit Services Information available at http://www.montana.edu/audit/guidance.html

Visit the website: http://www.montana.edu/wwwsrm/escrap/index.html

Relocating a department requires the coordinated efforts of several MSU support areas.
Office of Facility Services:
Work Control, 994-2107
Sustainability & Recycling:
Sustainability Office, 994-6873, asmsusustain@montana.edu
Logun Norris, Recycling Coordinator, 994-6871, logunnorris@montana.edu

Property Management (New Assets):
Kristin Harbuck, 994-5504
Kristin.Harbuck@montana.edu
Property Management (Surplus):
Kenny Baese, 994-2643
Kenneth.baese@montana.edu
Property Management Supervisor/General UBS questions:
Christina Fournier, Financial Manager, 994-3653
Fournier@montana.edu
or UBSHelp@montana.edu
E-scrap Coordinator:
Shay Halverson, 994-5678 shalverson@montana.edu

• New Asset Management Software
– Barcode/RFID tags being applied to new assets and during inventories
– Changes to inventory schedule to be done by building rather than by ORG during FY17
• Year-End Information - due to PM by April 27 th
– Annual capital inventory verification
– Minor inventory submission