DPA
MEETING NOTES
 January 2012
TOPICS
MARCH 2012 MEETING
NEW DPAs
KPMG AUDIT
RESPONSIBLE PERSON
THEFT
ASSET RECORD KEEPING
LOANS TO NON-EMPLOYEES
OBJECT CODE CHANGE
DONATIONS WEB SITE
GSA PROCESS
DPA TRAINING
TAG FORMS
INVENTORY UPDATE
SENSITIVE PROPERTY INVENTORIES
PROPERTY OFFICE SCHEDULES
 MARCH 2012 MEETING – The March meeting will be held on Thursday, the 22nd from 9:30-10:30 a.m., at CG1, Room 2503..
NEW DPAs – Meet our new DPAs. Laura Allen is in E&O, Trinh Guenther and Barb Tunison are both assisting Rudy in ACD, Katy Lackey is filling in for Globe, Jenny Brennan is at NWSC.
KPMG AUDIT – The KPMG team of has completed the final phase of the annual audit.
RESPONSIBLE PERSON – The Responsible Person must fulfill the following duties in relationship to their Fixed Assets so that UCAR remains compliant with OMB Circular A-110 and other Government guidelines and agreement provisions, including the FAR.
- Know the location of the asset at all times, report changes
- Ensure that the equipment is still in use, report changes
- Property must be stored so that it is reasonably protected from loss or damage
- Report excess, disposal needs
See Property Manual, Section 7.
THEFT –Theft means that equipment has left its previous location by means of an unauthorized person moving it, and not returning the equipment upon request. This can include an outsider from the company taking UCAR property without permission. It can also include a soon-to-be former employee taking equipment. This is not related to equipment loans or use of equipment for business purposes. If a Responsible Person follows the above list of duties, this should safeguard equipment from theft.
ASSET RECORD KEEPING – It has been brought up as to how long divisions need to keep track of disposed records. Discussion topic…
LOANS TO NON-EMPLOYEES – The Property Office is currently in the process of creating a Loan policy for Non-Employee Individuals. This process will be similar to the Non-Entity Loans. One major exception is that these will be for one year only.
OBJECT CODE CHANGE – In the past, purchases of non-asset computer equipment under $5k hit 5281 and the related peripherals hit 5280. Going forward to avoid confusion we will be using only 5280. Please begin using 5280 for computers and peripherals under $5k on all Purchase Requests and UPC transactions. The object code 5281 will be inactive Feb 1st.
DONATIONS WEB SITE – Donations to schools may be coordinated through the Donations page. This page is not available from the Logistics Operations webpage. It is a separate page that looks similar to the LOWS site; however, it is not maintained by the Log Ops staff. Please only send items that are in working order. Schools have no budgets to spend on fixing these up. Please make a note if it is missing any parts such as hard drives.
GSA PROCESS – When an NSF-owned asset is put up for excess to other DPAs, and is not claimed, then Chris has to put it out for excess on the GSA Excess Website. This is a long process that requires Chris to alert other FFRDC’s of the items, then put it up for screening on the GSA website for 21 days, then roll it over to auction. Average time for this whole process can be 2-4 months. Chris keeps all assets for excess in the Property cage and takes them off the division’s list.
DPA TRAINING – Individual DPA training will be scheduled for newer DPAs or those requiring a refresher course. The April meeting will be held on Friday, the 13th from 9:30-11:30am, at CG2 Room CTTC-3024. The first half of this meeting will be to discuss our normal DPA topics. The second half will be a one hour training session on BiTech for those who need a training course or a refresher on the fixed asset database.
TAG FORMS – MUST be timely. The DPA is required to tag the asset, record the info and complete the form. NOT the user.
INVENTORY UPDATE – The bulk of the regular Inventory Cycle begins in January and is now in progress. The 2012 Inventory Cycle began with CGD in September, and will finish up with COSMIC. Currently RAL and EOL are doing their inventory.
SENSITIVE PROPERTY – We have almost completed the 4th quarter Sensitive Property Updates for all divisions. There are still a few divisions trickling in. These updates will be required in the Property Office every 6 months, at the end of December and June. These updates are simply the division’s latest or current list of red-tagged items. The updates need to be in the same format as the one I sent to all divisions. Please do not send me the updates in any other format.
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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