Property Inventory
101
Presented to:
Information Tech. Services
March 20, 2008
Robin Cabral
Cindy Capperella
Plant Assets
• Land
• Buildings
• Improvements Other Than Buildings
(IOB)
- Roads, parking, sidewalks
- Usually called Infrastructure
and
Equipment
• Both Moveable and Fixed
– Moveable or easily transported from
place to place
– Fixed normally attached to the building
and would take significant means to
move the item (lab benches, fume hoods,
etc.)
Get IBIS Access to:
• Property Inventory System (Equipment)
- M2PI - menu for equipment
- ITAG – function to see individual tag numbers
- M3PB – menu for equipment
- 17 Browse Screens
• Facilities System (Buildings & IOB)
-M3BL – menu for buildings and IOB
-IFBD – function to see individual building number
-IFAR – function to see individual
addition/renovation to a building number
-BFBD – browse by building code
-BFBL – browse by building number
What is equipment?
• Single item that:
– Has a value of $5000 or more and
– useful life of two (2) or more years.
Equipment Descriptions:
Basic tag number is 8 numerical bytes
and 1 alpha byte.
Example:
00123456
Computer
00123456A Cost On
The alpha byte is not a real tag, it is
part of the main equipment item. If
it states:
Descriptions:
• Cost On = multiple funds purchased
item or it was paid over multiple
fiscal years
• Trade In = a tagged item was traded
in and there was net value left on the
traded in item.
Descriptions (Continued):
• Upgrade = the main item was
upgraded
• Accessory = items that add value,
usually purchased to aid in the usage
of the item
Object Classification Codes
(OCC) you need to know:
• 452 - Software (Non-Capital)
Less than $100,000
License Fees (usually multiple users)
• 716 – Software (Capital)
More than $100,000
Example – Oracle (Basic charge;
usually doesn’t include user
charges)
Computer OCC:
• 480 – Computer & Accessory
Equipment
Non-Capital
Costs Less than $5,000
• 751 – Computer & Accessory
Equipment
Capital
Costs $5,000 or more
Computer consists of:
•
•
•
•
•
•
CPU
Monitor
Keyboard
Mouse
Cabling
Internal items such as memory,
boards, etc.
• Initial operating software
Items not considered a
computer:
•
•
•
•
•
•
Printer
External disk drive
Scanner
External storage drive
Video Camera
Optional software
Non-Capital Equipment OCC:
• 455 – Items less than $1,000
• 459 – Items more than $1,000 but less
than $5,000
Both these codes are non-computer
equipment.
Examples:
Adding machines
Automatic staplers
Office Furniture
Note Pad Area
Please utilize the note pad areas on
documents to tell Property Inventory:
• Tag number of item being traded-in
• Tag number of item being upgraded
• Pertinent information to help us find
the item
• Special circumstances…such as Sponsor
requires all equipment items over
$2500 to be tagged.
Disposing of Equipment
“DISP” on IBIS or Form
GF6.2
• Verify Ownership – You can only dispose
of equipment that is University Owned
• Verify that the equipment is in your
Administrative Area
• Send forms to Property Inventory after
required signatures; we send them to
Salvage
• List the tag or serial number
• Send forms for stolen items
Procedures to review:
• CR2019 – Accounting for Capital Equipment
• CR2055 – Pre-acquisition Screening & Shared
Use of Federally Funded Capital
Equipment
• CR2068 – Property Inventory Depreciation &
Usage Fee Guidelines
• BS2011 – Salvage & Surplus Operations
Including Sales Store
• Property Section in GURU
• Appendix 9 (Object Classification Codes)