DPA
MEETING NOTES
September 2006
TOPICS
OCTOBER 2006 MEETING
FALL MEETING SCHEDULE
YEAR END AUDIT UPDATE
FINAL DISPOSAL REQUEST FY06
FINAL FY06 UPLOAD/DEPRECIATION
PROPERTY AND THE USE OF UPC CARDS
PURCHASE ORDERS AND BACKUP DOCUMENTATION
OCTOBER 2006 MEETING –The October 2006 meeting will be Thursday, the 26th, 9:30-11:00 A.M., at FL2 Room 1003. The meeting schedule is posted on the Web page through October. Chris will be updating the schedule to reflect the FY07 dates and times soon.
FALL MEETING SCHEDULE – The last DPA meeting for the year will be in October. We will not meet in November and December because of the holidays. Meetings will resume again January 25th, 2007.
YEAR END AUDIT UPDATE – The KPMG auditors arrived for interim on August 21st. They stayed for approximately two weeks this time. For those that aren’t familiar with the language of accounting, the auditors always make two visits. The first visit is prior to our year end close period, and this is called “Interim”. The second visit is after the close period and is called “Final”. Unfortunately the auditors decided to reserve Property selections and review for final this year. The auditors will return on Monday, November 13th. At this time all property selections and review will be done. Please be prepared for last minute requests to access equipment.
FY06 FINAL DISPOSAL REQUESTS – Any assets that were removed from service on or before September 30, 2006, must be disposed of in the Fixed Asset Database before annual reports are processed. Therefore, please contact appropriate division staff by Monday October 2nd and remind them that if they pulled any assets from service on or before September 30th, they must notify you immediately. A final disposal batch can still be processed before the final close (October 17).
FINAL FY06 UPLOAD/DEPRECIATION – The final FY06 upload will occur on Wednesday, October 18th, 2006. Accordingly, the final FY06 Depreciation calculations will be run, and posted, the following day, Thursday October 19th.
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.
PROPERTY AND THE USE OF UPC CARDS – There has been an increase in charges ‘inadvertently’ being placed on the UCAR Purchasing Card (UPC) for equipment purchases. Please remember that these charges fall under the Unauthorized Use of the UPC guidelines. Refer to the following Web page to review the UPC guidelines.
http://www.fin.ucar.edu/contracts/contracts/paymentech/cp_newc.html#unauthorizeduse
When these charges are discovered there are additional steps involving contracts, AP and sometimes Division Administrators to correct the allowability and often the coding. Please be cognizant of the use of any 55@ object code.
PURCHASE ORDERS AND BACKUP DOCUMENTATION – On occasion a division will submit a PO to the contracts office for purchases involving complex orders with multiple systems. It isn’t necessary, but would be very helpful for our data uploads and ‘matching’ purposes if you could provide Chris with any additional information that might be helpful to this process. For example, if you know that there will be several PO’s submitted, and the PPE tag has been assigned, please include that tag # on each subsequent PO. If the tag has not yet been assigned an indication on each subsequent PO, such as ‘goes with line item 1 of POX’, would be helpful.
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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