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Equipment Policies

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Title: Property Inventory Author: rcm1 Last modified by: Cindy Capperella Created Date: 10/31/2005 8:03:10 PM Document presentation format: On-screen Show (4:3) – PowerPoint PPT presentation

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Title: Equipment Policies


1
Equipment Policies
2
Equipment Policies
  • Scott Cingle iyc3_at_psu.edu
  • Property Supervisor
  • Property Inventory
  • 814-863-1378 Personal
  • 814-865-7531 Office

3
Plant Assets
  • Land
  • Buildings
  • Improvements Other Than Buildings (IOB)
  • Roads, parking, sidewalks
  • Usually called Infrastructure
  • Equipment
  • Both Movable and Fixed
  • UNIV, GOVT or Sponsor

4
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

5
Capital Equipment Definition?
  • Single item that
  • Has a value of 5,000 or more and
  • useful life of two (2) or more years.
  • See GURU Procedure CR2019
  • http//guru.psu.edu/
  • Procedure
  • CR2019 Accounting of Capital Equipment

6
Federal Regulations
  • OMB Office of Management Budget
  • FAR Federal Acquisition Regulation
  • FAR part 45.1 52.245-1 sets the principles
    for
  • controlling property and conducting physical
  • inventories.
  • New 2 CFR 215, Old A-110 sets standards for
    consistency among federal agencies in the
    administration of grants, contracts and
    agreements with educational institutions,
    hospitals and other non-profit organizations.

7
Federal Regulations (Cont.)
  • http//www.research.psu.edu/osp/links/award-misc/o
    mb
  • Click on OMB Circulars
  • http//www.research.psu.edu/osp/manage-awards/Spon
    sor-guidelines-and-terms/contract-regulations
  • Click on Federal Acq. Regulations (FAR)

8
Equipment Tag Examples
  • Basic tag number is 8 numerical bytes and 1 alpha
    byte. The alpha byte is a virtual tag, it is part
    of the main equipment item.
  • Example 00123456 Computer
  • 00123456A Cost On
  • Government Tags have a Red Strip
  • Sponsor Tags have a Yellow Strip

9
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.
  • Upgrade the main item was upgraded
  • Accessory item that add value, usually
    purchased to aid in the usage of the item

10
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 doesnt include user
    charges)

11
Computer OCC
  • 480 Computer Accessory Equipment
  • Non-Capital
  • Costs Less than 5,000
  • 751 Computer Accessory Equipment
  • Capital
  • Costs 5,000 or more

12
Computer consists of
  • CPU
  • Monitor
  • Keyboard
  • Mouse
  • Cabling
  • Internal items such as memory, boards, etc.
  • Initial operating software

13
Items not considered a computer
  • Printer
  • External disk drive
  • Scanner
  • External storage drive
  • Video Camera
  • Optional software

14
Computer Cluster
  • Is multiple cpus, nodes, blades, drives that
    work as one unit
  • Replacement nodes are non-capital
  • New cpus, nodes, blades, drives, etc. that are
    added to an existing cluster to improve its
    performance (upgrade) are capital equipment
  • Property Inventory will need the tag number on
    the cluster to add detail information
  • If any of the cpus nodes, blades, drives, etc.
    are permanently removed
  • Property Inventory will need to know the number
    of items being removed to reduce book value.

15
Capital OCC
  • 710 Capital Equipment
  • Non-Computer Related
  • Per item value 5,000 or more

16
Non-Capital Equipment OCC
  • Both these codes are non-computer equipment.
  • 457 Items greater than 5,000, but are defined
    as material (Primarily ARL use)
  • 459 Items costing less than 5,000
  • Examples
  • Adding machines
  • Automatic staplers
  • Office Furniture

17
Fabrications OCC 705
  • Guidelines are available in your packet.
  • You must ask permission in writing to the
    Supervisor of Property Inventory to use this
    classification code prior to using the code.
  • Please place assigned Fab number on all
    documents.
  • Upon completion of the item being built you must
    email the Supervisor of Property Inventory to get
    this item tagged and entered into the Property
    Inventory System.

18
FEDERAL-FUNDED SCREENING
  • Pre-acquistion form GF 2.12
  • lt 100K At the College or AA
  • gt 100K Approval from
  • College or Admin. Area
  • Corporate Controllers office

19
OCC 711
  • Non-PSU title Penn State does not own this
    equipment
  • Do not confuse with Government, Sponsor or
    Leased/Loaned Equipment
  • Call prior to using the Supervisor of Property
    Inventory needs a detailed reason for allowing
    the use of 711 in an email or memo
  • We also use this for equipment items that may be
  • - Sent into space and not returning
  • - Heading to the depths of a volcano
  • - Sensors at the bottom of the sea

20
OCC 715 Lease Purchases
  • Each item must be valued at 5,000 or greater
    and will be tagged and capitalized if just one of
    the following criteria is met
  • Ownership is transferred to PSU at the end of
    lease term
  • The lease contains a buyout option
  • Over the entire lease term, PSU pays 90 or
    greater of the total purchase price
  • If the lease term is 75 or more of the useful
    life of an asset

21
OCC 715 Operating Lease
  • If items meet any one of the conditions for a
    lease purchase, but costs less than 5,000

22
Ownership Codes in IBIS
  • University Owned U
  • Government Owned G
  • Sponsor Owned S
  • Leased or Loaned L

23
Internal or External Note Pad Area
  • Please utilize the header 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 circumstancessuch as Sponsor requires
    all equipment items over 2,500 to be tagged.

24
Government or Sponsor Owned Equipment
  • Government Acquired OR Contractor Acquired -
    Purchased by Penn State
  • We will tag at whatever level contract states
    usually 5,000 and above under 5,000 is
    normally University Owned
  • Government Furnished (GFE) Provided by the
    Government
  • We tag it all

25
Government Owned Equipment
  • Prior written approval from the Governments
    Administrative Contracting Officer and/or Sponsor
    is required to
  • Transfer or Lend,
  • Upgrade or Disassemble,
  • Dispose or Destroy,
  • Trade or Sell,
  • All GFP issues must go through Property Inventory.

26
Government Owned Equipment (Continued)
  • As a standard practice the respective
    administrative areas
  • Financial Officer and
  • Research Administration Office should
  • First review any action involving Government
    Owned Equipment.
  • Then contact Property Inventory for instructions
    on how to proceed.

27
Government Owned Equipment (Continued)
  • Contact Property Inventory immediately if you
    discover that a Government Owned equipment item
    is
  • Hand carried to Penn State and not tagged with
    Penn State tag
  • Missing
  • Not being utilized

28
Physical Inventory
  • University conducts inventories on a two year
    cycle
  • Inventory kick off meetings
  • Bar Code Scanners
  • By Building, except when conducting a Government
    inventory
  • Off campus forms
  • Permanent transfer forms

29
Ask New Professors/Researchers
  • Did they bring any equipment with them?
  • Whose equipment is it? (OWNERSHIP)
  • Property Inventory needs to know
  • Is it Government Owned?
  • Is the proper paperwork completed and where is
    the paperwork?
  • Its value, condition, model and serial numbers,
    contract numbers, etc.

30
Professors/Researchers Leaving
  • See BS 15 in GURU for specific details on how to
    proceed.
  • Risk Management
  • Lion Surplus
  • FIS OPP run Furniture warehouse
  • They must complete the requirements for taking
    the equipment with them.

31
Procedures in GURU to review and have a basic
knowledge of
  • 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
  • General Forms Usage Guide -Appendix 9 (Object
    Classification Codes)

32
Procedures in GURU to review and have a basic
knowledge of continued
  • Also see Cost Analysis and Property Inventory web
    site _at_
  • http//www.controller.psu.edu/Divisions/Cost
  • andPropertyInventory/index.html
  • Click on Property Inventory

33
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
  • List the tag, model and serial number
  • Send forms for stolen items
  • Send forms to Property Inventory after required
    signatures
  • Property Inventory forwards to Lion Surplus

34
Property Reporting Requirements
  • Currently this requirement may be
  • Monthly
  • Currently
  • Annually
  • Final
  • If you are made aware of a special equipment
    reporting requirement, contact Property Inventory
    immediately.
  • This includes subcontractors under PSU

35
Grants/Contracts
  • Is there GFE listed in the contract
  • Equipment Ownership
  • FDP IV (Grants) 120 day issue
  • Special awards (URS) 300.00 limit

36
Subcontracts
  • Will there be equipment purchased
  • Equipment Ownership (PSU or Sponsor?)
  • Contract flow downs New DOD IUID reporting
  • Non profits vs For profits
  • Special awards Lower thershold limits

37
IUID (Item Unique IDentification)
  • May be on new contracts after 01/01/2006
  • Requirement by the Department of Defense
  • Replacing the yearly and final Form DD 1662
    reporting requirement
  • Look for Contract Modifications that may add this
    requirement for existing contracts
  • DFAR Clause 252.211-7003 252.211-7007
  • More information will be available at a later
    date.

38
This Concludes this Presentation
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