DPA
MEETING NOTES
July 2005
TOPICS
AUGUST 2005 MEETING
FALL MEETING SCHEDULE
TAGGING REQUIREMENTS
DISPOSAL PROCESS REVIEW
USA-FEPP CONFERENCE
YEAREND AUDIT
AUGUST 2005 MEETING – The August 2005 meeting will be Thursday, the 25th, 9:30-11:00 A.M., at FL3 Room 2072. Chris has sent MM proposals for the 2005 DPA Meetings through August and the schedule is posted on the Property Web page.
FALL MEETING SCHEDULE – DPA meetings will occur in August, September, and October. We will not meet in November and December because of the holidays. Meetings will resume again January 26th, 2006.
TAGGING REQUIREMENTS – It is the responsibility of the DPA to ensure the timely tagging of equipment. Please do not give the tag and accompanying cover sheet to the responsible person to complete. Based on a recent analysis of tag returns, there have been several gaps between when the tag was sent to the DPA and when Chris received the completed paperwork. The return date is set at two weeks from the date you receive it. If you may be late tagging new assets and returning the form(s) to the Property Office, please let Chris know the circumstances and a target date by which the asset will be tagged and the form returned.
DISPOSAL PROCESS REVIEW – The various disposal processes for UCAR-accountable assets are covered in the online UCAR Property Manual, Section 3-4 Disposition of Property. You can check the Manual for guidance on specific disposal actions or you can e-mail the Property Office with the asset details and proposed disposal method and we will go through the steps with you. Please be sure to notify Dee via e-mail whenever an asset is to be disposed. Remember, a disposal does not necessarily mean you have to ‘send it to salvage’. Often times, a piece of equipment may not be utilized any longer. If it isn’t being used, and isn’t going to be, please request that it be removed from the list of active assets. Additionally, marking the Responsible Person Update form with requests to dispose is not a valid approach to disposal requests. It is very important that we follow procedure because of government regulations and agreement terms and conditions. The processes often differ depending on the method of disposal, as the equipment ownership determines steps in requesting authorization.
USA-FEPP CONFERENCE – Dee and Chris will be out of the office Monday August 1 through Thursday August 4 at the Federal Excess Personal Property Conference in Kansas City, MO. The monthly upload will be run on Friday August 5th and depreciation will be run on Monday August 8th.
YEAREND AUDIT – KPMG (external) auditors will be on-site starting August 22nd. The Property Office will spend the first two weeks of August preparing reports for that first audit phase. Therefore, please be sure your FADB records are current, particularly FASITE information. Dee will enter the recent disposals before audit reports are prepared and send the disposal e-mail. At that point, please check to be sure any assets for which you expected disposal entries show DI in the Status field. If not, contact her immediately and she will work out why that has not occurred. Also, when the Property Office calls with inquiries, we may request quick turnaround if the response could impact the interim audit reports. It is important that they be as up-to-date as possible. KPMG will use these reports to make audit selections so this is very important.
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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