Property Inventory Training Presentation

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Property Inventory
Washington State University
Business Services/Controller
1
Overview
• Why is Property Inventory Important?
•
•
•
•
•
Slide 3
Who is Responsible for Property Inventory?
Slide 4
What is Included in Property Inventory?
Slides 5-7
How is Property Inventory Tracked?
Slides 8-46
Important Notes
Slide 47
Conclusion
Slide 48
2
Why is Property Inventory Important?
• It safeguards the University assets
against
-Loss
-Theft
-Misuse
• It insures accurate financial reporting
• It is the law
-S.A.A.M. 30.10.20
RCW 43.19.1917
RCW 43.41.150
3
Who is Responsible for Property
Inventory?
Department Chair (Equivalent Administrator)
-Accountable and responsible for all equipment assigned to the department
BPPM 20.50.2
-Notifies Property Inventory and Surplus Stores of appointed equipment
coordinator
Finance Officer
-Responsible for financial operations of the department including all
transactions for equipment
Designated Equipment Coordinator(s)
-Conducts biennial inventory
-Affixes inventory tags to qualified equipment & returns completed
inventory card to central Property Inventory
-Keeps records of surplused, transferred, lost and stolen equipment
-Responds to requests from central Property Inventory
-Updates AIS Property Inventory System
4
What is included in Property Inventory?
• Capitalized Equipment
• Small and Attractive
Equipment
5
Capitalized Equipment
-Cost is $5,000.00 or greater
-Life expectancy exceeds 1 year
-Non consumable; does not change
form with use
-Is not permanently installed in a
structure to support building operation
6
Small and Attractive Equipment
Inventoried Regardless of Cost
• Laptop Computers
• Weapons
• Equipment that requires a license (see below)
BPPM 70.40
Motor vehicles-Any vehicle used on public highways, e.g., automobiles,
trucks, vans, motorcycles, trailers.
Vessels-Any vehicles used on waterways, e.g., houseboats, motor
boats, sailboats, jet skis, racing/rowing sculls
 Aircraft-Any flying vehicles, e.g., small planes, small jets, helicopters
Farm equipment and heavy machinery-Any vehicles used in farm or
construction operations, e.g., combines, tractors, hay bailers, cranes,
backhoes
If the item is not licensable, then it is subject to
the rules for capitalized assets.
See slide 6
7
How is Property Inventory Tracked?
• AIS Property System
• This is the University system that records and tracks all Property
Inventory
• Central Property Inventory enters all purchases of capital and
small and attractive equipment in this system
• Equipment coordinators are required to have access so that they
can update and track inventory purchased by their department
8
How To Access The AIS Property
System
• Complete an AIS access request
form http://www.wsu.edu/~forms/PDF/BPPM/85-33-13-14.pdf
• Route form to the Controller’s
Office - Property Inventory, zip
1025
• Access is typically available
within 3 – 5 days of request
submission.
9
AIS Property System Functions
EQUIPMENT COORDINATORS ARE
RESPONSIBLE FOR THE FOLLOWING
 Updating equipment location
- Building Name
http://www.cpd.wsu.edu/FacilityRoster/
- Room Number
- “Location” (person responsible)
 Updating equipment description
 Updating serial number and/or
model number
 Adding comments
10
When Would The Equipment Coordinator
Need To Update The AIS Property
System?
• When a new piece of equipment is assigned an inventory
number by Central Property Inventory, the equipment
coordinator will need to affix the tag to the equipment and
update the AIS Property Inventory System with the
information not listed on the inventory card.
• When a piece of equipment changes locations i.e. building
or room number.
• When the person responsible for that equipment changes
11
Example of updating AIS Property
System-UPDT
1) Enter Inventory number:
WASHINGTON STATE UNIVERSITY
PROPERTY INVENTORY SYSTEM
EQUIPMENT/ACCOUNT INFORMATION UPDATE
-----------------------------------------------------------------------------------------PLEASE ENTER THE EQUIPMENT INVENTORY NUMBER
------------------------------------------------------------------------------------------
INVENTORY NUMBER: 389819
•
Command -->
PF12=Exit
Press enter to retrieve
information
12
Example of updating AIS Property SystemContinued
2) Update fields in red:
WASHINGTON STATE UNIVERSITY
PROPERTY INVENTORY SYSTEM - GENERAL EQUIPMENT UPDATE
INVENTORY NUM: 389819
RECORD TYPE: P
AREA ABBR/NO : VET MED__ DEPT ABBR/NO: VCAPP____ UNIT ABBR/NO: VCAPP____
BLDG ABBREV : BUSTAD______ ROOM NUMBER: _ 0425 __ LOCATION: T BIDLE___
COMMON DESC : Computer/Portable
LOCAL DESC : LAPTOP COMPUTER_________________________ ITEM NO: ____56384
MANUFACTURER : ACER____________________________
PURCHASE DATE: 11 21 08 PURCHASE COST: ______381.49 PO NUMBER : ___595109
ORIG PUR DATE: 00 00 00 ORIG PUR COST:
VOUCHER NO: 882883__
INCREMNT DATE: 00 00 0000 INCREMENT AMT: ____________ VENDOR NO : _________
DISPOSAL DATE: 00 00 00 DISP AUTH NUM: _________ INSPECT DATE: 00 00 00
USE STATUS CD: F OWNERSHIP CD: S ACQ TYPE CD: __10 STATE INV NO: ____________
CONTRACT NO: PURCHASE : _________
SERIAL NUM: SEE COMMENTS________
LEASE
: _________
MODEL NUM: 2G5_________________
MAINTENANCE: _________
FED DOC NUM: ____________________
COMMENTS: LUS050B1828392486F2535______________________________________
____________________________________________________________
CREATED: 11 25 08 BATCH UPDATE: 00 00 00 ONLINE UPDATE: 02 03 09 BY: CTJB
PF7 = Toggle Display of Abbreviations or Numbers
PF1=Acct Info
Command -->
PF12=Exit
Press enter to update
record
13
AIS Property System Queries
• SEARCH–Search property inventory
• ACSRCH - Search by Budget/Project
1)
2)
3)
Enter Budget/Project you wish to find all property inventory for- Always add a zero at the end of the budget/project
Enter (P) for Property Inventory
Use date only if you want to limit search
WASHINGTON STATE UNIVERSITY
PROPERTY INVENTORY SYSTEM
EQUIPMENT INVENTORY SEARCH BY ACCOUNT NUMBER
THE ACCOUNT NUMBER TO SEARCH FOR: 255025050
REPORT ONLY PROPERTY INV. OFFICE MAINTAINED EQUIP (P)
OR REPORT ONLY DEPARTMENT MAINTAINED EQUIPMENT
(D): P
THE PURCHASE DATE FROM: 00 00 00 Optional
AND THE PURCHASE DATE TO: 00 00 00 Optional
MM DD YY
Press enter to retrieve
information
14
ACSRCH - Search by Budget/Project
Continued
This is what the retrieved information will look like:
+-----------------------------------------------------------------------------------------------------------+
|
|
| THERE WERE 62 RECORD(S) FOUND FOR THE GIVEN SEARCH PARMS |
| DO YOU WISH TO LIST THEM ALL (Y OR N)? Y
|
|
|
+-----------------------------------------------------------------------------------------------------------+
Add Y to view all and press enter:
WASHINGTON STATE UNIVERSITY
PROPERTY INVENTORY SYSTEM
EQUIPMENT INVENTORY SEARCH FOR ACCOUNT NUMBER 255025050
----------------------------------------------------------------------------------------------------------------INV # DESCRIPTION
PURCH COST SERIAL NO
----------------------------------------------------------------------------------------------------------------361319 NIKON TE300 INVERTED MICROSCOP
15,046.96
412823
363695 HORIZONTAL PIPETTE PULLER
6,766.87
9029
364174 GATEWAY SOLO 5150LS LAPTOP
3,284.15
14288240
364339 MICROFORGE,FOR PATCH ELECTRODE 5,348.55
99059
367091 MICRON TSP-121 TRANSPORT LAPTO
2,469.08
91AN100122T
368635 SM2000R LEICA SLIDING MICROTOM
7,232.77
1766
_______________
<ENTER>=CONTINUE
<CLEAR>=REFRESH
PF12=Exit
15
Other AIS Property System
Queries
These queries are similar to the one above. Enter
information requested and press the enter key to
retrieve information
• DUSRCH – Search by Dept/Unit Name
• POSRCH – Search by PO number
• SNSRCH – Search by Serial Number
16
AIS Property System Queries
Continued
• DEPTDNLD-Departmental Data Download
This is used to electronically download your property inventory files. You will
need to have the FTP software described below installed on your computer
 Enter desired download criteria
WASHINGTON STATE UNIVERSITY
PROPERTY SYSTEM
DEPARTMENTAL DATA DOWNLOAD
*****************************************************************************
I. Mark (X) One Item Type:
II. Complete Purchase Period Below:
_ Both Property
(Leave Blank if ALL Records to be Extracted)
and Departmental
X Property Only
Period Begin_ Departmental Only
Purchased On or After: __ __ ____
Period EndPurchased On or Before: __ __ ____
mm/dd/yyyy
III. Enter Data Selection Criteria in ONLY ONE of the Following:
Area = ____
Departmental = 3420 (WSU ORG Number)
Unit = ____
Building = _____
Building and Room = _____ _______
Location = ____________
PF6=RESET PF8=SUBMIT
PF12=EXIT
17
Departmental Data Download
Continued
You will receive email notification that the file is ready to
download
 Using File Transfer Protocol (FTP) download and save
file in the C:\ root directory as download.txt
 Download Excel file PropDownload97 from the Property
Inventory web site.
 Open PropDownload97 and import the text file into Excel
by using the short key combination Ctrl+E.
 Save resulting file as an Excel workbook (.xls)
18
Maintaining Inventory
• Small and
Attractive Equipment
• Capital Inventory
• Bulk Purchases
• Fabricated Equipment
• Gifts/Donated Equipment
19
Small and Attractive Equipment
Under $5000.00
•Laptop Computers
•Weapons
• Equipment that requires a
license
•Must be purchased on
object 16
20
Capital Inventory
• Cost is $5,000.00 or greater
• Life expectancy exceeds 1 year
• Non consumable; does not change
form with use
• Is not permanently installed in a building
• Must be purchased on Object 06
21
Bulk Purchases
•Must be like items with collective cost of $5,000.00 or more
•Individual cost of less than $5,000.00
•Must generate revenue
•Before arranging a bulk purchase notify Property Inventory to help
determine if the purchase falls within the bulk purchase guidelines
•Keep tag affixed to your copy of the inventory card
•Department is responsible for tracking items under one tag.
•If one or more items are taken out of service and sent to surplus, notify
Property Inventory with the individual cost so that Property Inventory can
adjust the inventory record in the AIS Property System
22
Fabricated Equipment
• A single piece of equipment that a department is going to build
•
•
•
•
•
•
out of many purchase from different vendors
Notify Property Inventory and Purchasing of intent to fabricate
equipment
Keep track of all purchases that are included in this piece of
equipment
Forward information on all purchases to Property Inventory.
Property Inventory will issue an inventory number and
continue to add new purchases to the purchase cost in the AIS
Property System until the equipment is complete
Purchasing will add the inventory number to the comments
section on purchase orders in order to help capture all costs
associated with this equipment
All purchases must be on object 06
23
Gifts
• Donated equipment that meets University inventory
criteria (Either capital or small and attractive criteria)
• Department sends a Gift Transmittal form to
University Advancement and to Property Inventory
See BPPM 30.70 for instructions
• Property Inventory will assign an inventory number
and send a Property Inventory Card and tag to the
department
24
Tagging Equipment
• Obtaining Tags
• Tag Placement
• Missing/Damaged Tags
• No Tag Equipment
• Completing Inventory
Cards
25
•
•
Obtaining Tags
Must be purchased on object 06 or 16
Any purchase on object 06 or 16 will have an inventory number
assigned in the AIS Property System in order to be tracked
• Accounts Payable
generates report
after items are paid
for
• Property Inventory
number assigned
and entered into
the AIS Property
System
• Cards & tag sent to
Department
Central Property
Inventories
Responsibility
Department’s
Responsibility
• Affix tag to
equipment
• Complete and
return one card
with in 10 business
days of receipt
• Update Property
Inventory number
in the AIS Property
System
• Changes the
status of the
inventory record
on the AIS
Property
System to Fully
Utilized
• Maintains Card
File
Central Property
Inventories
Responsibility
26
Tag Placement
• Equipment Coordinator - responsible for tagging equipment.
•
•
Also responsible for verifying the items inventory number and
serial number when doing biennial reports.
Surface - must be clean before affixing tag
Tag - should be placed in a location that receives minimal
abuse and is easily viewed or next to the serial number for
easy verification.
27
Missing Tags
• Tags may not be removed unless
specifically authorized by Business
Services/Controller personnel.
• Missing or damaged tags may be
reissued. To request a reissued tag:
• Call Property Inventory at (509)335-2057
• Return damaged tags to Property
Inventory after reissued tag is
received.
28
Missing Tags Continued
If you don’t receive an inventory tag for equipment that should
have been tagged, contact Property Inventory with the following
information:
• Equipment description
• Purchase order number
• Budget-Project equipment was purchased on
• Object-Subobject used for purchase
• Date equipment was paid for
• P-card transaction number if applicable
29
“No Tag” Equipment
• Items which meet criteria for capitalization or small and
attractive but can’t be tagged
• Software (most common)
• Other equipment where affixing a tag is impractical
• Place tag on your copy of the inventory card and keep the card
for future reference. Include a note about what the equipment is
and where to find it
• Complete the other card with “No tag” written on it and return to
Property Inventory
30
Completing Inventory Cards
COLL./AREA: PRESUNIT
BUILDING: ___________
DEPARTMENT: BUDGET
UNIT: VPBF
ROOM: ______
LOCATION: ____________
MANUFACTURER: ___________________________
SERIAL NO: _______________________
Building:
Common building namehttp://www.cpd.wsu.edu/
FacilityRoster
MODEL NO: _______________
Room:
Must include all prefixes
and suffixes (240Q)
Serial No:
From equipment (Dell
laptops use the service tag
number for the serial
number)
Location:
Name of person using
equipment
Model No:
From equipment
EQUIPMENT
COORDINATOR ENTERS
THIS DATA IN THE AIS
PROPERTY INVENTORY
SYSTEM
31
Equipment Transfer/Disposal
• Interdepartmental
• Other Institution
• Deletions From
Inventory
32
Equipment Transfer
• Interdepartmental Transfers
-Must use Inventory Control Report
Transferring
Department
• Completes &
signs top
portion of
Inventory
control report
(1033)
• Send this form
with the
equipment to
the receiving
department
Form: BPPM 20.50.12
Receiving
Department
• Completes &
signs bottom
including new
location
information
after receiving
the equipment
• Sends
completed
copy to the
Controller’s
Office
Controller’s
Office
• Processes
Transfer in AIS
33
Transfers to Other Institutions
When a Principal Investigator leaves the University and
wants to take equipment purchased with grant funds.
Equipment transfers must be approved by the Department Chair, Dean of the
College, and Sponsored Program Services BEFORE equipment can be
removed from the University
BPPM 40.16
Department Responsibilities
• Initiate transfer through Office of Grants & Research Development and
Sponsored Program Services with a discussion of the terms in the
grant related to disposition and transfer of equipment
• Draft a memo to approve moving equipment from WSU
• This memo should include property inventory number, award
number and grant number
• Have approval from the Department Chair and from the Dean
of the College and signature of the PI
• Send memo to Sponsored Program Services
• Wait for approval from Sponsored Program Services before
any equipment can be transferred
34
Transfers to Other Institutions
Continued
Sponsored Program Services
• Receives memo from department with appropriate signatures and
reviews request
• SPS approves and signs transfer request memo
• SPS sends approval back to department so that they can arrange
transfer of equipment
• SPS also sends a copy of the approval to Property Inventory so
that items can be deleted
Property Inventory
• Receives approval of both OGRD and SPS from Sponsored Program
Services
• Reviews inventory listed and deletes as appropriate
Equipment not purchased on grant funds can be sold to other
institutions only by going through Surplus Stores
35
Deletions From Inventory
For any event that will result in taking a tagged item out of inventory,
you MUST go through Surplus Stores
• Transfer to Surplus Stores
• Sell to Surplus Stores
or other University
• Scrap item for parts
36
-Notifies
Controller’s
Office of
receipt of
equipment on
monthly basis.
Controller’s Office
-Completes
Surplus
Property
Report.
-Sends original
to Surplus
Stores
-Retain copy of
Surplus Report
Surplus Stores
Transferring Department
Transfers to Surplus Stores
-Removes
surplus
equipment
from inventory.
37
Selling equipment to another
WSU Department
• Initiates IRI
• “Equipment
Transfer” as
Vendor
Department
• Route to selling
department
• Completes
recipient portion of
the Inventory
control report
initiated by the
vendor department
Requisitioning
Department
Vendor
Department
• Adds original
voucher, object
code, and
Inventory numbers
• Adds budget
coding
• Routes IRI to
Accounts Payable.
• Completes and
routes the
inventory control
report to recipient
department for
signature
• Accounts Payable
processes IRI
• Property Inventory
completes
equipment transfer
after receiving the
completed
inventory control
report
Controller’s
Office
38
Notes
• Grant Funding: If original funding is from a grant the
Vendor Department gets approval from Sponsored
Programs Services before sending the item to surplus
• Approval: Granting agency must approve sale or
transfer of any federally owned equipment
• Signatures: Vendor Department must secure
requisitioning department’s Equipment Coordinators
signature on the inventory control report before routing
to the Controller’s Office.
39
Scrapping Equipment for Parts
• Must receive approval
•
•
•
from Surplus Stores first!
Obtain destruction form
from Surplus Stores.
Form must be signed by
Dept. Chair or equivalent
and returned to Surplus
Stores
Surplus Stores notifies
Property Inventory of
deletion of item from
inventory.
40
Scrapping Equipment for Parts
Continued
• Equipment CAN NOT be
thrown away regardless
of functionality
• By State Law, State
owned equipment may
not be given away.
41
Lost or Stolen Equipment
• Immediately report the loss by telephone to the
local police department
• Complete Inventory Control Report and route to
Property Inventory and the Office of Internal
Auditors with a copy of the police report
• If item is not located within 20 working days,
Property Inventory initiates procedures to delete
item from departments inventory
42
Biennial Inventory Reports
43
Biennial Inventory Reports
• Required by the state once every two years. These are done
•
•
•
•
by area. If your area changes, your report time will change
also.
Due 45 working days after receipt
Each piece of equipment listed must be located and the
serial number verified
Any blanks need to be filled in and updated in the AIS
Property System
Any changes to building, room number or location should
be updated in the AIS Property System
44
Biennial Inventory Reports
Continued
Items located but not on Property Report
• Prepare separate memo listing items in question
• Return to Property Inventory with biennial report with explanations of
markings on report
• Property Inventory is then responsible for contacting
the department to resolve the problem
Un-located items
• Prepare separate memo listing items that could not be located
• Property Inventory will work with you to figure out why items were not
located
• If items still aren’t found, Property Inventory will initiate a memo to the
department chair for approval to remove
Equipment needing to be transferred
• Fill out Inventory Control Report and have recipient department sign as
received then send with completed biennial
45
Biennial Inventory Reports
Continued
Equipment sent to Surplus Stores
• Send a copy of the Inventory Control Report that was sent to
surplus with completed biennial
Broken items being “parted out’
• Contact Surplus Stores for form and approval. Send with
biennial report for Property Inventory to remove
Each page must be signed by person conducting the
inventory
Certification statement on last page must be signed by
department head.
46
Important Notes
• Retain copies of all forms you send
or receive
•
•
•
•
Biennials
Inventory Control Reports
Surplus Property Reports
Property Cards
• Keep accurate, up-to-date files
• Communication is KEY!
• Non compliance and lack of
communication can result in
memo’s going to the department
chair, dean or the internal auditor.
47
Conclusion
This documentation covers
equipment inventory that is
required by the state and WSU.
Departments are responsible for
determining if equipment not
required to be inventoried by
WSU could still be subject to
theft, loss or misuse. Based on
a risk assessment the
department may decide to
inventory these items. Inventory
numbers for this purpose can be
obtained from Central Stores
and tracking can be done via
spread sheet or via the
Departmental AIS Property
System
Questions?
Property Inventory
(509) 335-2057
48
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