DPA
MEETING NOTES
August 2009 
TOPICS
SEPTEMBER 2009 MEETING
DPA TRAINING SESSION
TAG FORMS
DISPOSAL REQUESTS
DEFINE INVENTORY
INVENTORY UPDATE
SENSITIVE PROPERTY INVENTORIES
PROPERTY RECOVERY FORMS
ONR AUDIT
INTERNAL AUDITS
KPMG AUDIT
MONTH END REMINDER
PROPERTY OFFICE SCHEDULES
 SEPTEMBER 2009 MEETING –The September 2009 meeting will be Thursday, the 24th, 9:30-10:30 a.m., at ML 245 Chapman Room.
DPA TRAINING SESSION – We need to schedule those DPA’s that need the full DPA training session with Chris. If anyone that has already had DPA training in the past but now needs a current training please let us know.
TAG FORMS –We require the processing of assets to be timely as per our federal guidelines. Chris must get all completed tag forms returned to him within 14 days which should be ample time to complete the forms.
DISPOSAL REQUESTS – When assets are no longer in use, or no longer functioning, too slow etc, the DPA need to begin the disposal process according to the requirements.
DEFINE INVENTORY –The Inventory Process is to locate each item, verify serial number and working condition, and also verify utilization. If assets are not being utilized they must be processed out, transferred or disposed in a timely manner.
INVENTORY UPDATE –The Annual Inventory Cycle began in June and is now completed. The regular 2010 Inventory Cycle has begun with CGD, with EOL/DFS and RAL scheduled for January.
SENSITIVE PROPERTY – We have completed a third of the full Sensitive Property inventory. Many of the divisions sent in their sensitive property lists, and Chris converted them into a list that is comparable to the Fixed Asset Inventory Master List. This will help the divisions out when it comes to doing their sensitive property inventories. Chris has twelve inventories done so far with four more currently underway. We are now entering our busy fiscal year end and will continue scheduling these around November. You can request a Master List from Chris and he will send one to you for any corrections you need to make before we get started.
PROPERTY RECOVERY – We need to sign off on a person’s Corporate Recovery of Property Form when someone terminates employment at UCAR. Chris will look in the Employee Loan Form file to get info on any home loans employees have. He cannot sign off on this form until he has the signed copy from the DPA stating that the equipment has been returned. This may hold up an employee’s last check being cut for them, so it is critical that the home loans are kept current with me so I do not encounter delays in getting this info. Soon-to-be-former employees often request to take their laptop with them into unemployment or to their new job elsewhere, this is not permitted. The equipment (or sensitive property if that is the case) is in the custody care and control of UCAR, not the individual. It is no different than if they asked to take the copier machine home, or perhaps one of our government vehicles, the answer is NO.
ONR AUDIT – As a result of the ONR audit we have some recommendations to beef up the property manual to include more references to the FAR Federal Acquisition Regulation. You will see these changes coming in the next few months.
INTERNAL AUDITS – As another result of the recent ONR audit we are required to perform a risk assessment of property. Our internal auditor, Mary Campagnolo will review many aspects of property. Some areas are property approval & acquisition, creating records and DPA responsibilities.
KPMG AUDIT – The KPMG team of auditors will be arriving Monday, August 24th to begin the interim portion of the audit. We provide data for FY09 up through 7-31-09. Next week Chris and I will be busy providing any backup they request. Chris will be scheduling inventories of the samples chosen by the auditors. This will likely occur on short notice but we will give you any information as soon as they have chosen their selections to audit. Please inform us of who will be your backup in case you are scheduled to be out during the next few weeks.
MONTH END – Due to our recent software change to Insight in Finance, we will be processing month end on the Friday prior, it will be on August 28th. Disposals will be processed on or before Tuesday the 25th.
PROPERTY OFFICE SCHEDULES –
- Betsy – 7:00 a.m. to 4:00 p.m.
- Chris – 7:00 a.m. to 4:00 p.m.
Contact
the Property Office at any time with questions or for assistance.
We're here to help you manage your division's property.
Betsy Hulsing, ext 8858, bhulsing@ucar.edu;
Chris Knoetgen, ext 8573, knoetgen@ucar.edu
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