Back to July 2003

Forward to September 2003

---

DPA MEETING NOTES
August 2003

TOPICS

SEPTEMBER 2003 MEETING
"PROPERTY CAGE" LABELS
REQUISITION OBJECT CODES
2003 YEAREND
EQUIPMENT OFFERS TO OTHER DIVISIONS



SEPTEMBER 2003 DPA MEETING - The September 2003 meeting will be Thursday, September 25, 2003, 9:30-11:00 A.M. at CG4-2020.

"PROPERTY CAGE" LABELS - When the DPA and Property Office determine that equipment should be moved to the Property Cage at Center Green, Chris will send labels to the DPA to be placed on the equipment before it leaves the division. This is to identify it for Logistics Ops and to ensure that equipment destined for salvage or other disposition does not end up in the Cage. Please use only the forms sent and do not make copies. These also remind the Property Office of arrangements made with the DPA and making copies will defeat that purpose.

REQUISITION OBJECT CODES - Most of you are aware that object codes on requisitions need to be correct in order to signal the Bi-Tech accounting system whether or not a purchase is capital equipment (fixed asset). Object codes on requisitions and their subsequent purchase orders also trigger other functions in the Fixed Asset programming. For example, a 5580 object code on the requisition and purchase order, when uploaded to the FADB, determines the secondary class of the asset. This is the accounting classification that identifies the type of asset for UCAR annual lead schedules (i.e., computers, technical/scientific equipment, vehicles, aircraft, etc.). Depreciation programming looks at the secondary class to determine where to post depreciation expense and accumulated depreciation.

The purpose of this explanation is to show that a simple error on a requisition such as 5580 (computer) instead of 5584 (technical/scientific equipment) can create a string of errors that extend over several years.

The Property Office receives copies of all requisitions and reviews object codes for correctness. If an object code error relates to whether or not a purchase is capital equipment (52xx vs. 55xx), we will contact the division and resolve the error together. If, however, an error relates only to the type of capital equipment (5580 vs. 5584) and will not impact overhead, we will take the initiative to request that Contracts correct it. DPAs at the August meeting generally agreed that when the correction does not have a financial impact, it is acceptable for the Property Office to take care of it without contacting the division.

If you disagree or have other concerns regarding this matter, please contact Chris (ext. 8573) or Janet (ext. 8858) to discuss further.

2003 YEAREND - Auditors were able to view all but two assets in their selection. The two in question were off-site and will be confirmed by the auditors through e-mail or telephone communications. Thank you for your assistance in providing access to this year's selections.

EQUIPMENT OFFERS TO OTHER DIVISIONS - Attendees at the August meeting agreed that five days is a reasonable amount of time to allow other divisions to respond to internal equipment offers. After that, we can proceed with disposal through recycle, salvage, donation, or other avenues. Although time constraints sometimes demand a shorter response time, please make every effort to give other divisions at least three to five days. Some divisions must distribute the e-mail to technical personnel more familiar with the equipment and division needs so it can take a few days to be sure the equipment is not needed elsewhere in the organization.

A second point that arose regarding equipment offers was the offer of broken equipment. DPAs requested that broken equipment not be offered. If you accumulate a long list of equipment for offer, please delete the broken equipment before sending it to the DPAs. For the purpose of disposition, you can go ahead and request authorization to send it to salvage as soon as you know it's broken. The Property Office will get the authorization and you can send it off to recycle/salvage without waiting to offer it to other divisions.

 

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