DPA
MEETING NOTES
January 2005
TOPICS
FEBRUARY 2005 MEETING
ASSET LOCATION IN FADB
DEMO HOW LOAN FORMS ARE USED
REQUESTS FOR BI-TECH REPORTS
NSF PLATES ON UCAR VEHICLES
DONATIONS
CIP REMINDER
FEBRUARY 2005 MEETING – The February 2005 meeting will be Thursday, the 24th, 9:30-11:00 A.M., at CG4-2020. Chris will be sending MM proposals for the 2005 DPA Meetings and the schedule is posted on the Property Web page.
ASSET LOCATION IN FADB – In December, KPMG (auditors) selected 30 assets to view. In the course of that process, we discovered that about 25% of the FADB location entries were incorrect. In some cases, the asset had been moved recently and temporarily so that no FADB change was necessary. However, in other cases the asset had been relocated weeks or months ago and the FADB record was never updated. Because accurate location information is a requirement of OMB A-110 and UCAR procedures, please remind your division staff to notify you when they relocate an asset so you can update the FADB. Concerning site locations on assets in the field, we need to know the location of the asset, such as “Rico, Mexico,” and the approximate return date. This is so Chris can follow up when they return. We cannot leave “fld” by itself in the location field.
Action - One suggestion regarding the moving of assets, is to create stickers to place on mobile equipment that reminds the individual moving that item to notify their DPA of the change in location. Discussion will continue in February Meeting.
DEMO HOW LOAN FORMS ARE USED – Pulled up employee loan form and went through how to fill it out. Chris notified the DPAs, that starting in February, he will be going around to divisions to update their home loan files. Also we will be converting all old active forms to the new ones.
REQUESTS FOR BI-TECH REPORTS – When DPAs ask for variations on Bi-Tech reports, it needs to be a wide usage request, not an individual request. If you have a need to have a report done a special way, please call us and we can work something out.
NSF PLATES ON UCAR VEHICLES – We cannot use NSF plates on UCAR-Owned vehicles. If you have a vehicle that was bought with bond funds or any other non-NSF funds, you must plate this vehicle through your division. Chris will be checking all vehicles with NS plates, to confirm that they follow the correct procedure.
DONATIONS – Prior to making donations, the DPA should first offer the item to other divisions via dpaalias@ucar.edu. To initiate a transfer to a not-for-profit, U.S. educational and/or research institute, the DPA would send an e-mail to the UCAR Property Administrator addressing the following:
- PPE tag#, description, and serial number.
- Identifying the receiving entity including address, contact name, e-mail address, and telephone number.
- Briefly explain why the donation is being requested.
Please refer to the Property Manual and Donation Flow Chart on the Web for additional information.
CIP REMINDER – Once a constructed asset is placed in service and all related costs have hit the key, the key should be closed to ensure no non-CIP costs are accidentally charged to that key. Please remind your division staff of this process, so we can get these CIP keys closed in a timely manner.
Action - Once the asset has been placed in service, the Property Office will notify the Division Administrator and Accountant, with a copy to the DPA, that the account key should be closed.
Contact
the Property Office at any time with questions or for assistance.
We're here to help you manage your division's property.
Dee Huddle, ext 8858, huddle@ucar.edu;
Chris Knoetgen, ext 8573, knoetgen@ucar.edu
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