DPA
MEETING NOTES
September 2007
TOPICS
CELEBRATIONS!
OCTOBER 2007 MEETING
FALL MEETING SCHEDULE
YEAR END AUDIT UPDATE
FINAL DISPOSAL REQUEST FY07
FINAL FY07 UPLOAD/DEPRECIATION
EXCESS EQUIPMENT DO’S AND DON’TS
RECORDING ASSET SALVAGE PICKUP
SCANNER LOANS
DISPOSAL NOTIFICATIONS BY PROPERTY OFFICE
 CELEBRATIONS! – Congratulations are in order for EOL DPA’s Marcel Verstraete and Rochelle Torgler! The property office was recently asked to perform an out of cycle inventory of EOL fixed assets and sensitive property. This was a follow-up on the recent Office of Inspector General (OIG) audit. This inventory went so smoothly, we wanted to recognize the cooperation and efforts of EOL staff! Kudos to Rochelle and Marcel (and all of EOL) for such a cooperative effort. We couldn’t do this without the DPA’s!
OCTOBER 2007 MEETING – The October 2007 meeting will be Thursday, the 25th, 9:30-10:30 am, at CG1 Room 3150. The meeting schedule is posted on the webpage through October. Chris will be updating the schedule to reflect the FY08 dates and times soon.
FALL MEETING SCHEDULE – The last DPA meeting for the year will be in October, unless there are pressing year end duties that take precedence. We will not meet in November and December because of the holidays. Meetings will resume again January 24th, 2008.
YEAR END AUDIT UPDATE – The KPMG auditors arrived for interim on August 13th. They stayed for three weeks. During the interim period audit selections were made for 25 PPE additions and 25 PPE Disposals for each ownership type having UCAR and Non UCAR title. They also viewed assets for legitimacy and substance. Everything went great! Good job everyone! The auditors will return on Monday, November 19th. Their plan is to stay until December 28th, unless they finish early (let’s hope!).
FY07 FINAL DISPOSAL REQUESTS – Any assets that were removed from service on or before September 30, 2007, must be disposed of in the Fixed Asset Database before annual reports are processed. Therefore, please contact your division staff by Monday October 1st 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 16).
FINAL FY07 UPLOAD/DEPRECIATION – The final FY07 upload will occur on Wednesday, October 17th, 2007. Accordingly, the final FY07 Depreciation calculations will be run, and posted, the following day, Thursday, October 18th.
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.
EXCESS EQUIPMENT DO’S AND DON’TS – There has recently been some question about suitable recipients of UCAR equipment. Under no circumstances are employees to be recipients of any equipment (fixed asset or non-fixed asset) when a division/program no longer needs it. The majority of equipment, materials and supplies in our possession are purchased with government funds and by that definition, the Stevenson-Wydler Act of 1980 applies. The SW Act states that equipment that is excess to the needs of an organization may be given to any U.S. educational institution or nonprofit organization for the conduct of technical and scientific education and research activities. In very few cases UCAR has donated equipment to a foreign university, but only if that equipment is titled to UCAR and there is an element of ongoing collaboration of a scientific/research nature. In all cases the Property Office must be involved to verify ownership and obtain appropriate authorization.
RECORDING ASSET SALVAGE PICKUP – Review FADB for possible field addition in the FASITE screen. Would there be an interest in adding 2 fields for recording the pickup of equipment to be sent to salvage and the date that equipment was picked up by Logistics Operations?
- After lengthy discussion it was decided that this suggestion would not be pursued at this time.
SCANNER LOANS – A suggestions was made that the four scanners purchased by and located in the Property Office might be loaned to DPA’s to facilitate sensitive property inventories. This is an option, but requires some more thought and research with regard to logistics. Stay tuned for updates.
DISPOSAL NOTIFICATIONS BY PROPERTY OFFICE – A request was made that the Property Administrator include a list of all PPE tag numbers being disposed in the monthly notifications to DPA's. This would be a simple addition to the e-mail and will be done beginning with the next disposal batch occurring September 28.
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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