DPA
MEETING NOTES
July 2006
TOPICS
SEPTEMBER 2006 MEETING
FALL MEETING SCHEDULE
USA-FEPP CONFERENCE
FIXED ASSET REPORTS
NASA PROPERTY REVIEW
NSF VISIT
INVENTORY UPDATE
DONATIONS
LOANS
YEAREND AUDIT
SEPTEMBER 2006 MEETING – The September 2006 meeting will be Thursday, the 28th, 9:30-11:00 A.M., at CG4 Room 2020. Chris has sent MM proposals for the 2006 DPA Meetings through October and the schedule is posted on the Property Web page.
FALL MEETING SCHEDULE – DPA meetings will occur in September and October. We will not meet in November and December because of the holidays. Meetings will resume again January 25th, 2007.
USA-FEPP CONFERENCE – Chris will be out of the office Monday July 31 through Thursday August 3 at the Federal Excess Personal Property Conference in Las Vegas! The monthly upload will be run on Friday August 4th and depreciation will be run on Monday August 7th.
FIXED ASSET REPORTS – During the June meeting, Chris reviewed the current list of reports available to DPA’s. Since then, the menu options have been updated. How are the new report options working out? Any questions?
- During the meeting, we looked at several of the reports. There seems to be a consensus that these new report options are working well. A request was made to add a Library of reports, including a synopsis of what each report is, to the Property Web page. This will be done by the end of August 2006.
NASA PROPERTY REVIEW – Lin Clausen from NASA property arrived June 20th to perform a property review of all NASA owned equipment. Lin focused his review/audit on the GLOBE agreement, and we are happy to say the review received an acceptable result (which is like saying they passed with flying colors!)
NSF VISIT – On August 17th and 18th we will be hosting two NSF visitors who wish to ‘view’ property. This has not been scheduled as technically a review or audit; nevertheless, we need to be diligent about making sure we are in compliance. They will probably let us know what they want to look at when they arrive. Please be prepared to accommodate their requests to view equipment.
INVENTORY UPDATE– Chris is well under way with completing the 2006 inventories. 16 out of the 29 divisions participating have been finalized. 7 divisions are currently finishing up.
DONATIONS – Prior to making donations, the DPA should first offer the item to other divisions via dpaalias@ucar.edu. To initiate a transfer to a not-for-profit, U.S. educational and/or research institute, the DPA would send an e-mail to the UCAR Property Administrator addressing the following:
- PPE tag#, description, and serial number (note: donation does not have to be a tagged asset).
- Identifying the receiving entity including address, contact name, e-mail address, and telephone number.
- Briefly explain why the donation is being requested.
Please refer to the Property Manual and Donation Flow Chart on the Web for additional information.
The Property Office does not typically coordinate the donation of all salvageable equipment. However, we do currently have contact points for two schools. If you would like to donate to one of these organizations, let me know after the DPA notice has expired and I will contact them to determine whether or not they are interested in your equipment. If they are, you may have Traffic Services send the equipment to the Property Cage to await pickup.
Additionally, Traffic Services (Tony Smith) has a contact with the Westminster Rotary for computer donations. Tony regularly inspects all computers he picks up for salvage and sends the working systems to the rotary. The Rotary then refurbishes them and donates these computers to underprivileged children. Notifying him in advance with the status of a working computer would probably be helpful.
- A list of organizations, including contact names, will be added to the Property Web page by the end of August 2006.
LOANS – UCAR frequently loans equipment to U.S. Education, Not-For-Profit, and in many cases Foreign Universities where the loan of such equipment facilitates the collaborative mission of research between the two entities. The caveat lies with ownership. Regardless of the status of equipment, i.e. less than or greater than $5,000, we would want to review the contract providing funds for the initial purchase for ownership (title) rights prior to making the loan (preferably at least 1 week before) . Once ownership has been established, further steps are taken by Property and the Division Property Administrator (DPA) to finalize the loan. This includes preparing the appropriate paperwork and may also involve requesting title transfers from NSF or other Sponsors and/or obtaining authorization from UCAR F&A Management. All equipment loaned to Non-UCAR entities should carry either a PPE or RED tag.
Please refer to the Property Manual Section 3-8 for additional information.
YEAREND AUDIT – KPMG (external) auditors will be on-site August 21st-August 31st. 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 process disposals on Monday, July 31 in preparation for the audit reports. Once you receive the disposal e-mail, 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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