DPA
MEETING NOTES
March 2004
TOPICS
APRIL 2004 MEETING
TAGGING PROCESS
DELIVERABLES
FY99 NSF TITLE TRANSFER AND RETAG
PROPERTY WEB SITE
APRIL 2004 MEETING – The April 2004 meeting will be Thursday, the 29th, 9:30-11:00 A.M. at FL3-2072.
TAGGING PROCESS – Chris presented an overview of the UCAR fixed asset tagging process, focusing on DPA responsibilities within that process. (Click here for the PowerPoint presentation.) Those responsibilities are summarized as follows:
- Field Property Office questions regarding requisitions issued by your division.
- Notify the Property Office when the asset arrives in the division. In some divisions, DPAs are not notified when assets arrive so are unable to provide this notification. Therefore, the Property Office has follow up procedures to check with DPAs if we do not hear from you.
- Affix the PPEtag to the asset when it arrives from the Property Office.
- Complete and return tagging form within 2 weeks.
If you have questions about or problems with the tagging process, please contact Chris (ext. 8573) or Janet (ext. 8858) for assistance.
DELIVERABLES – Please review the explanation of Deliverables on the Property Web site, UCAR Property Manual, Section 3-4, Disposition of Property.
Deliverables are assets purchased for a sponsor and either sent directly to that sponsor from the vendor or delivered to UCAR for configuration and/or testing and then sent on to the sponsor within a month. If the asset is to remain at UCAR for an indefinite period, it is not a deliverable. In such cases, title is assigned according to the terms of the agreement and then, if necessary, transferred when delivery occurs.
FY99 NSF TITLE TRANSFER AND RETAG – Effective 10/01/1998, NSF transferred title for approximately 2,000 assets to UCAR. Those that had a 10/1998 fair market value (FMV) of $5,000 or more were retagged as UCAR assets. Those with FMV less than $5,000 ceased to be assets.
DPAs are finding that some of the assets retagged still have the old tag on them. (The old tag was to have been destroyed by the division during the retag effort.) This causes confusion during inventories and at disposal time. You may check a PPEtag# in the FADB, see that it already shows disposal status (DI) and assume no authorization is needed to dispose of it. Before drawing this conclusion, check the Manufacturer field. If it has a PPE#, check that record before proceeding with disposal action.
EXAMPLE: PPE*10101 has status DI but also has “PPE000015397 RETAG” in the Manufacturer field. The DPA should pull up PPE*15397 and check that status before proceeding with disposal. In this case, it is still active so authorization should be requested.
Conversely, you may pull up a record to find purchasing details and see “NSFRETAG” in the PO Reference field instead of an actual PO#. If this occurs, go to the FAIDNT screen and check the Old Tag field for the previous U.S. Government tag#. Then check the FAACCT screen under the old PPE# for purchasing details.
EXAMPLE: PPE*15397 FAACCT screen has NSFRETAG in the PO Reference field. To obtain purchasing detail, the DPA would check the FAIDNT Old Tag field for the previous PPE# and then pull up the FAACCT screen for that record to review purchasing detail.
We have had some unauthorized disposals because of confusion related to this retag event so be sure to ask if you have questions about this.
You might find it useful to run the disposed asset report, check the Manufacturer column for PPE Retag #s and be sure those assets have only the new PPEtag on them, not the old one. In some cases, we know the new tag was on an asset because it was scanned during inventory but somehow the new tag has been removed, or placed where it is not easily seen, and the old tag is still there as well.
Please call the Property Office if you need assistance in recognizing and dealing with these retags.
PROPERTY WEB SITE – Just a reminder to check the UCAR Property Web site for more details on managing fixed assets as well as property forms, notes from past meetings, and other property information.
Contact
the Property Office at anytime with questions or for assistance.
We're here to help you manage your division's property.
Janet Campbell, ext 8858, janetc@ucar.edu;
Chris Knoetgen, ext 8573, knoetgen@ucar.edu
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