PROPERTY
STAFF AT CONFERENCE NEXT WEEK - Chris and I will
be at a conference in Baltimore next week. We will check voice-mail
at least once daily and get back to you. We will also try to check
e-mail from computers available at the hotel but are not sure how
that will work with recent changes in remote access to UCAR systems.
Therefore, if you need us to contact you, please leave a voice-mail
with as much detail as possible and we’ll call back as soon as we
can. Since we may have to leave a voice-mail in response, if you
provide detail we may be able to answer your question by voice-mail.
E-MAILS
TO VERIFY WRITE-ACCESS TO THE FADB - In August we
will send e-mails to the Division Administrators to verify who in
each division should have write access to the FADB for their division’s
assets. The BiTech security procedures require that this authorization
be documented and e-mail is the easiest way to do it. Therefore,
please give your Division Administrator a “heads-up” that they’ll
be receiving this e-mail and just need to reply “yes” or respond
with any corrections. We will word it so that it only requires a
one-word response from them if the information we already have is
correct.
SCHEDULE
FOR NEXT INVENTORY ROUND - There is one HAO asset
to be inventoried and this round of inventories will be complete.
A schedule for the next round of inventories
has been posted on the Property Web site. Please check it for the
date by which your next inventory must be completed and let Chris
know when you want to do your next inventory. You can do it anytime
that fits into your workload so long as it is completed by the date
in the schedule. If Chris hasn’t heard from you about three months
prior to your scheduled completion date he will give you a call
to get you on the scanner schedule.
DATA
WAREHOUSE REPORTS - Donna Petterson demonstrated
two new DW Seagate reports from the Contracts/Sponsored Agreements
module that may be of use to some of you. This also gives us an
opportunity to start thinking about the kind of reports we’ll want
from Seagate when the Property database is pulled into the Data
Warehouse around the end of this calendar year. Some of you may
want to be on the committee that designs the standard Property reports.
REVISED
EMPLOYEE LOAN FORM - We discussed a revised Equipment
Loan Form for Employees which would allow a running history of loans
to an individual employee. There was general agreement that this
would be useful so we will post it on the Property Web site in August
and e-mail “dpaalias@ucar.edu” when it is available for use. Please dispose
of any hardcopy versions you may have and print the new one from
the web when your division needs to do equipment loans to employees.
FISCAL
YEAR END (FYE) - FYE is September 30th and the FYE
audit begins August 27th. There are a number of issues to be aware
of relating to this.
YEAR
END DPA MEETING SCHEDULE - Because year end and the
audit will be absorbing lots of our time and focus and then the
Holidays are upon us, DPA Meetings will occur August 30th and September
27th and then we will take a break until January. No meetings October,
November, or December.
ANNUAL
AUDIT - The Deloitte & Touche auditors will be
here August 27th through September 14th for the interim audit and
return November 19th through December 21st for the final audit.
UCAR has ~ $160M in Fixed Assets so it is understandable that Property
receives a lot of attention in an audit.
AUDIT
PROPERTY SELECTIONS - The auditors will take a list
of all UCAR-accountable assets and select 25 as a sample inventory.
If they can easily locate and physically inventory 100% of these
selections (tagged, s/n matches record, utilization and security
okay) they extrapolate that 100% of UCAR assets are in like condition.
If they can only locate 22 of the selections, they extrapolate that
88% of UCAR assets are secure, etc., and that 12% are not. If 100%
are accounted for properly, they stop with that selection. If not,
they make further selections to determine whether the ones not found
were anomalies or a pattern. When the auditors make this selection
we will call those DPAs impacted and make appointments for viewing
the selected assets. We will also e-mail “dpaalias@ucar.edu” that if we have
not contacted
you for an appointment, none of your assets were selected.
FADB
INFO -
OMB A-110 requires that the UCAR FADB contain certain information.
One key item is the serial number. Chris reviewed records for serial
nos. and found quite a few were missing so will be following up
with you to get that information. Serial no. should always be provided
on the tagging form. The DPA is responsible for the description,
mfg, sn, and model fields and while the Property Office does verify
that info from the tagging form, or input it if you so request,
if you have an asset that is not physically tagged you need to be
sure to get that s/n into the database. Also, during your inventory,
if the s/n is not on the printout you receive, it’s not in the database
and you must fill it in at that time. This is
also true of location information and Responsible Person (automatically
DPA unless they change to someone else).
TAGGING
-
OMB A-110 also requires that assets be tagged. We generally
allow a couple of weeks to get the tag on the asset but if you think
it will be longer please let us know the circumstances. Chris went
out this week and tagged something received last October because
we just couldn’t justify delaying it any longer.
DISPOSALS
- Please remind your division that any assets on your active list
being disposed of in the next 8 weeks need to come off the records
immediately. If they do not notify you, and you the Property Office,
those items will be included in year-end finanacial statements and
sponsor property reports causing reporting errors. We need to do
final disposal entries by September 30th.
BI-TECH
PROPERTY REPORTS - FXREUS At the Bi-Tech main menu,
run FXREUS, sort by responsible person and send the lists to the
responsible people as a reminder so they can let you know if anything
assigned to them is being disposed of or transferred to others.
Dana Knoetgen does this a couple of times yearly as a reminder that
they are responsible for keeping her apprised of the status of things
assigned to them.
FXRE5K Again, at the Bi-Tech main menu, type FXRE5K, enter your
primary DPA’s employee ID or name, and enter through to get your
list of assets, if any, that came in under $5K. $5K is the cost
threshold for a FA so if you have any items under that they either
have some additional costs that haven’t hit yet or they do not meet
that piece of the definition and require a JE moving the item to
a 52xx object code.
There are a few cases where an asset has multiple records because
of split funding and the total of those records is over $5K, though
an individual record may be under. IT added a “Less Than $5K OK”
field on the FASUMM screen that only the Property Office can access.
In a case where the less than $5K record is okay, we will put a
“Y” in that field and a note in comments to explain the situation.
That way the item will not appear on the <$5K report.
FXREID For those who use the database to research their assets,
the FXREID report gives accounting data (PO#, GL date, acct key,
object code, etc.) on individual assets. It saves having to scroll
through multiple FAACCT screens if your asset had a number of accounting
entries that make up the total cost.
FYE
REPORTS - The Property Office also issues a series
of FYE property reports to NSF, NASA, and other sponsors on property
funded by them. Again, if the active asset list is not accurate,
these reports may not be accurate.
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