DPA
MEETING NOTES
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| DIV | INVENTORY SCHEDULE |
| ATD/DFS (machine shop) | Completed |
| ATD/RTF | In process |
| CGD | In process |
| JOSS | Completed |
| ACD | Begins July 15 |
| UNAVCO | In process |
| SCD | Begins July 22 |
| RAP | In process |
| ASP | Begins August 21 |
| MMM | Begins Sep 1 or in time to complete by Oct 31, 2002 |
There have been many serial no. corrections on the inventories which indicates the correct serial nos. are not being provided at the point of tagging. Nor are appropriate corrections being provided on the Responsible Person Updates. Be sure the correct serial no. is provided on the tagging form.
Completing a Responsible
Person Update shortly before inventory has made a significant
difference in the effort necessary to complete inventories. Because
location information is current, some divisions have completed
inventory in a few days to a week instead of the months necessary
in the past. GOOD WORK!
JULY MEETING AT ML - The July 2002 LPA
meeting will be July 27th at ML-Chapman Room, 9:30-11:00 AM.
TWO-WAY COMMUNICATION - Please
be sure to let Chris or me know if there's a property procedure
that won't work for you. Procedures are designed to work for the
majority of divisions and situation but we recognize that there
will be exceptions for which adjustments must be made. If you
find a particular procedure won't work for your division, let
us know so we can work with you to adjust it for your division
or situation.
CHANGE LPA ACRONYM TO DPA - The acronym
LPA (local property administrator) will be changed to DPA (division/dept
property administrator). This was suggested in the June meeting
and received general agreement.
The reason for this is that DPA for division property administrator is closer to being self explanatory. Often, division staff don't realize that their "local" property administrator is a property contact within their division. Calling this person a division property administrator should be more clear.
Most references to
LPA have been changed to DPA, including the e-mail alias. It is
now "dpaalias@ucar.edu". If you see a reference anywhere that
has not been changed, please let Chris or me know so we can take
care of it. Thank you.
INSURANCE FOR UCAR EQUIPMENT -
Angie Garcia, UCAR Insurance Manager, provided the information
below. Please feel free to contact Angie with your insurance questions.
E-mail address: agarcia@ucar.edu.
Phone Ext. 8898.
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Government-titled equipment - This equipment is not covered for loss or damage. It is considered self-insured, which basically means that if lost or damaged, it is covered by program funds. A request can be made to the sponsoring agency for replacement or repair costs.
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UCAR-owned EDP equipment -This equipment is covered under EDP policy for loss or damage worldwide at its replacement cost. All newly acquired equipment is automatically covered. If a large acquisition is made (approx. $100K) and is titled with UCAR, e.g., through a bond acquisition, please notify the Insurance Office.The deductible is $2500. The carrier will investigate replacement cost of the equipment and will pay the difference. We've recently had a laptop stolen, but the replacement value was under the original acquisition cost, so no claim was paid. But never hurts to ask!
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Equipment in the office - covered under EDP policy with $2,500 deductible.
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Equipment on home loan - covered by EDP policy with $2,500 deductible. If replacement value is less than deductible, it may be possible to get some relief from homeowner's policy, but we don't require it.
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Leased or borrowed equipment - Leased/rented or borrowed equipment is also automatically covered. Again, if item is high dollar, please advise the Insurance Office.
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Property being shipped - Property other than equipment is covered under our Property policy for $100,000 ($5,000 deductible).Other UCAR-owned equipment is covered under our Inland Marine policy for in transit up to $500,000 ($2,500 deductible). Government-owned equipment is not covered, nor can additional insurance be purchased from program funds.
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Purchase of Additional Property Insurance - Divisions often ask if they can purchase additional insurance to cover their equipment, mostly related to government-owned equipment or equipment in transit. The purchase of additional insurance is not an allowable program cost without prior written permission from the sponsoring agency contracts officer.We feel our coverage is adequate for UCAR-titled equipment, but if you are concerned about an unusually high value being shipped, please contact the Insurance Office.
GOVERNMENT FURNISHED EQUIPMENT (GFE)
- GFE is equipment furnished by a government agency for use on
a particular project. At the end of that project, the equipment
is returned to the agency or one of their other contractors. This
should not be confused with equipment acquired through the government
excess process which remains with UCAR until we have no further
use for it.
The government requires
that GFE be tracked, regardless of it's original cost. Therefore,
if your division receives any GFE, be sure to notify the Property
Office so we can help you track and report on such items.
FYE REMINDERS - As you know, fiscal year
end (FYE) is fast approaching. Deloitte & Touche auditors
will be on site August 19 thru September 13 for the preliminary
audit and November 18 thru December 20 for the final audit.
In preparation for the FYE audit, please review your property list to verify all equipment no longer in use has been disposed in the database and removed from your list.
Keep in mind that if equipment has been permanently removed from service and is in storage in case parts from it are needed later (or some similar scenario), such items may be removed from your active asset list. Just notify the Property Office that the item will be dismantled, including description, serial no., and PPE#. We will issue appropriate notifications and remove it from your list.
I will send an e-mail via dpaalias@ucar.edu that you can forward to your Responsible Persons explaining this.
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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