DPA
MEETING NOTES
September 2004
TOPICS
OCTOBER 2004 MEETING
NEW SMALL TAGS
DISPOSAL PROCESS REVIEW
YEAR END PROPERTY ISSUES
DPAS AS DIVISION CONTACT
PROPERTY ADMINISTRATOR SEARCH UPDATE
OCTOBER 2004 MEETING – The October 2004 meeting will be Thursday, the 28th, 9:30-11:00 A.M. at ML-Chapman Rm.
(Final meeting of the calendar year.)
NEW SMALL TAGS – Based on a suggestion from ATD, we now have some very small PPEtags (1/2” high x 2” wide) for assets that do not have a surface large enough for the standard tag. There will still be some assets that cannot be tagged but this should reduce the number that do not have a physical tag. If you have an asset, or order an asset, that needs a smaller tag, contact Chris Knoetgen at ext. 8573 or knoetgen@ucar.edu.
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. Because of government regulations and agreement terms and conditions, the processes differ depending on the method of disposal. 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. In either case, you must include the method in your disposal request issued to the Property Office since that determines the specific steps that must be followed.
YEAR END PROPERTY ISSUES – Property elements of UCAR financial statements as well as sponsor reports are based on property records. Therefore, it is important that those records be accurate and current. Consequently, DPAs should review their records for the following issues.
- Disposals – Any assets that were removed from service on or before September 30, 2004, must be disposed of in the Fixed Asset Database before annual reports are developed. Many of our Sponsors require annual reports and submittal deadlines fall between October 1 st and the 31 st. Therefore, please contact appropriate division staff on October 1 st and remind them that if they pulled any assets from service on or before September 30 th, they must notify you immediately.
- Depreciation – Divisions should have reviewed August depreciation entries that impacted their division early in September. Direct questions to Janet at ext. 8858 or janetc@ucar.edu. Final YE depreciation is processed and posted as the last fiscal year property entry before the final accounting close so there will not be time for adjustments at that point.
Auditor Schedule – The auditors will be on-site again in November. Since they have not looked at any physical assets yet, they may or may not do so at that time. If they do select some for physical inspection, we will contact the impacted divisions to make access arrangements.
DPAs AS DIVISION CONTACT – When the Property Office has questions about your division’s assets, they will most often contact you as the DPA. While you may not know the answer, it is your responsibility to check with the appropriate person(s) in your division and provide a response to the Property Office. You should be the most knowledgeable person in your division regarding property and this method of communication helps you learn about your division’s property issues. It also eliminates the need to train all UCAR/NCAR/UOP staff in the details of property administration.
PROPERTY ADMINISTRATOR SEARCH UPDATE – The interview committee met September 21 st to discuss the process. Melissa is collecting resumes (8 so far) and they expect to conduct interviews in October.
The interview committee members are Kathleen Barney (ACD DPA), Anita Monk-Ryan (Project Acctg Mgr), Penny Warfel (MMM DPA), Gina Taberski (Sponsored Agreements Mgr), Pat Munson (Contract Administrator), and Melissa Miller (Budget & Finance Director).
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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