DPA
MEETING NOTES
March 2006
TOPICS
MAY 2006 MEETING
FOLLOW-UP ON JAN ’06 ACTION ITEMS
FIXED ASSET SKILLS CLASS
TAG FORM REMINDER
INVENTORY UPDATE
CIP CLOSEOUTS
DELIVERABLES
MAY 2006 MEETING – We have begun our new DPA meeting schedule! The May 2006 meeting will be Thursday, the 25th, 9:30-11:00 a.m., at the Corporate Training Center in CG2. Dee will be on vacation this week – my son is graduating from high school! Therefore, Chris will be conducting the meeting agenda. Chris will also be sending MM proposals for the 2006 DPA Meetings and the new schedule is posted on the Property Web page.
FOLLOW-UP ON JAN ’06 ACTION ITEMS –
 Sensitive Property Thresholds – Have been updated in the Property Manual to reflect a change from “any item (individual or system) which has an acquisition cost between $2,000 and $5,000” to “any item (individual or system) which has an acquisition cost less than $5,000.”
 Return Materials Authorization Fields – Three fields have been added to the Fixed Asset Database FAIDNT screen. RMA#, Scheduled Return Date and Condition. You may recall from the January meeting that a request was made to add these fields to facilitate tracking for the DPA. The Property Office does not require these new fields. They are to help with your tracking needs. Please feel free to begin utilizing these fields.
 Field Inventory Form – The Field Inventory Form has been modified, and the changes were presented to the DPAs at the meeting for discussion. The main objective was to shorten and simplify the form to facilitate data entry for the Project Lead. There were a few more suggestions this month, such as adding a date field and a place to include the project lead. Once the final draft is posted to the Web site an e-mail will be sent to all DPAs.
FIXED ASSET SKILLS CLASS – Dee and Chris will be providing a fixed asset training session for new DPAs, or anyone interested in brushing up on their skills. The session is tentatively set for Monday, May 8th from 8:30-11:00 a.m. in the Corporate Training Center at CG2. Dee has already sent an e-mail invite out. If you would like to attend please reply to the e-mail request.
TAG FORM REMINDER – Tag forms are starting to lag way beyond the two-week time limit. If you are not able to tag the asset within this timeframe, please let the Property Office know so we can work out a solution. If you cannot tag the asset yourself, please let Chris know and maybe he can tag it for you (if applicable).
INVENTORY UPDATE – The inventory cycle for 2006 has begun. The inventory schedule can be viewed at http://www.fin.ucar.edu/property/invent.html. Currently, RAL and EOL are finishing up their inventories, and several more are scheduled to begin in the next month or so. There are currently six divisions doing their inventories on an annual basis. The annual inventories for these divisions will begin in June.
CIP CLOSEOUTS – It is important to notify our office when you learn that a CIP has been completed. This will facilitate the process of assigning the appropriate ownership changes in the FADB and placing the asset in service within the period it was completed. Additionally, we can initiate the account key closeout process. It is important that account key(s) designated to a CIP are closed as soon as possible after completion to discourage any charges unrelated to the CIP from being added later. Dee will work with the Division Administrator and Project Accounting in getting the key(s) closed.
DELIVERABLES – Often times, we receive agreements that include the purchase of assets that will ultimately be delivered to the sponsor. When the asset has been delivered to the sponsor, the DPA provides documented verification of delivery to the Property Office. This can be in the form of shipping records or an e-mail from the end-user verifying receipt. It is important that this delivery is documented and the asset is disposed from our inventory. We don’t want to have assets on our books for extended periods, especially at year-end, as those could be selected for review, and then we would be required to explain.
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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