DPA
MEETING NOTES
September 2005
TOPICS
OCTOBER 2005 MEETING
FALL MEETING SCHEDULE
YEAR END AUDIT UPDATE
FINAL DISPOSAL REQUEST FY05
DISPOSAL REQUEST-VERIFICATION/DESCRIPTION
FINAL FY05 UPLOAD/DEPRECIATION
DPA RESPONSIBILITIES
GFE TRAINING AND UPDATES
 OCTOBER 2005 MEETING – The October 2005 meeting will be Thursday, the 27th, 9:30-11:00 A.M., at FL3 Room 2072. Chris has sent MM proposals for the 2005 DPA Meetings through October 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.
YEAR END AUDIT UPDATE – The KPMG auditors arrived on August 22nd. They stayed for approximately three weeks. Chris and I were very busy pulling the backup documentation for 30 new asset additions and 30 disposals. They decided to view all 30 asset additions and thanks to Chris’s excellent investigative work, everything was accounted for. KPMG will return on November 28th for another four weeks. During this time they will be testing another 30 assets from each category. This will undoubtedly include additional physical testing. We will keep you apprised of future property reviews.
FY05 FINAL DISPOSAL REQUESTS – Any assets that were removed from service on or before September 30, 2005, must be disposed of in the Fixed Asset Database before annual reports are developed. Therefore, please contact appropriate division staff by October 1st and remind them that if they pulled any assets from service on or before September 30th, they must notify you immediately.
DISPOSAL REQUEST-VERIFICATION/DESCRIPTION – Before e-mailing to request disposal authorization be sure to verify that the physical asset matches the FADB record by PPE#, serial no., mfr, and model. If there is any discrepancy between the physical asset and the FAID record that should reflect it, contact the Property Office and sort out the difference before proceeding. An excellent example of a disposal request follows:
XXX Division has the following items to excess:
PPEXXXXX
Description: Dell Precision 670N
Serial Number: ABCD1234
Manufacturer: Dell
Reason for disposition: .....Salvage, obsolete technology, dismantled and used for parts....
FINAL FY05 UPLOAD/DEPRECIATION – The final FY05 upload will occur on Wednesday, October 19th, 2005. Accordingly, the final FY05 Depreciation calculations will be run, and posted, the following day, Thursday October 20th.
Depreciation – Divisions should have reviewed August depreciation entries that impacted their division early in September. Direct questions to Dee at ext. 8858 or huddle@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.
DPA RESPONSIBILITIES – An important element of Property Management is the partnership between the DPAs and the Property staff. If we didn’t have the DPAs we could never get the job done! You are an integral part of the process and we value your assistance. As a reminder, the responsibilities of the DPA are sometimes far and wide. It’s good to periodically review the DPA responsibilities in the Property manual located at the following Web link. http://www.fin.ucar.edu/property/propmanual/propmanual_sec5.html.
One of the necessary tasks a DPA is entrusted with is tagging newly acquired fixed assets. It is very important that this task be accomplished by the DPA and not delegated to other staff. We recognize that not every tag can be affixed by the DPA; for instance, those assets that might be in a remote site. If the asset is readily accessible, please make every effort to complete the tagging yourself. If for any reason you cannot tag an asset yourself, please let Chris know. He is more than happy to help you out.
GFE TRAINING AND UPDATES – Dee will be working with Gina Taberski, Sponsored Agreements Manager, in developing a Government Furnished Equipment (GFE) training curriculum for all projects with GFE assigned to them. Additionally, Property Management will also become a component of UCAR’s New Employee Orientation.
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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