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Property Inventory

Property Inventory. Washington State University Business Services/Controller. Overview. Why is Property Inventory Important? Slide 3 Who is Responsible for Property Inventory? Slide 4 What is Included in Property Inventory? Slides 5-7 How is Property Inventory Tracked?

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Property Inventory

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  1. Property Inventory Washington State University Business Services/Controller

  2. Overview • Why is Property Inventory Important? Slide 3 • Who is Responsible for Property Inventory? Slide 4 • What is Included in Property Inventory? Slides 5-7 • How is Property Inventory Tracked? Slides 8-46 • Important Notes Slide 47 • Conclusion Slide 48

  3. Why is Property Inventory Important? • It safeguards the University assets against -Loss -Theft -Misuse • It insures accurate financial reporting • It is the law -S.A.A.M. 30.10.20 RCW 43.19.1917 RCW 43.41.150

  4. Who is Responsible for Property Inventory? Department Chair (Equivalent Administrator) -Accountable and responsible for all equipment assigned to the department BPPM 20.50.2 -Notifies Property Inventory and Surplus Stores of appointed equipment coordinator Finance Officer -Responsible for financial operations of the department including all transactions for equipment Designated Equipment Coordinator(s) -Conducts biennial inventory -Affixes inventory tags to qualified equipment & returns completed inventory card to central Property Inventory -Keeps records of surplused, transferred, lost and stolen equipment -Responds to requests from central Property Inventory -Updates AIS Property Inventory System

  5. What is included in Property Inventory? • Capitalized Equipment • Small and Attractive Equipment

  6. Capitalized Equipment -Cost is $5,000.00 or greater -Life expectancy exceeds 1 year -Non consumable; does not change form with use -Is not permanently installed in a structure to support building operation

  7. Small and Attractive Equipment Inventoried Regardless of Cost • Laptop Computers • Weapons • Equipment that requires a license (see below) BPPM 70.40 • Motor vehicles-Any vehicle used on public highways, e.g., automobiles, trucks, vans, motorcycles, trailers. • Vessels-Any vehicles used on waterways, e.g., houseboats, motor boats, sailboats, jet skis, racing/rowing sculls • Aircraft-Any flying vehicles, e.g., small planes, small jets, helicopters • Farm equipment and heavy machinery-Any vehicles used in farm or construction operations, e.g., combines, tractors, hay bailers, cranes, backhoes If the item is not licensable, then it is subject to the rules for capitalized assets. See slide 6

  8. How is Property Inventory Tracked? • AIS Property System • This is the University system that records and tracks all Property Inventory • Central Property Inventory enters all purchases of capital and small and attractive equipment in this system • Equipment coordinators are required to have access so that they can update and track inventory purchased by their department

  9. How To Access The AIS PropertySystem • Complete an AIS access request form http://www.wsu.edu/~forms/PDF/BPPM/85-33-13-14.pdf • Route form to the Controller’s Office - Property Inventory, zip 1025 • Access is typically available within 3 – 5 days of request submission.

  10. AIS Property System Functions EQUIPMENT COORDINATORS ARE RESPONSIBLE FOR THE FOLLOWING • Updating equipment location - Building Name http://www.cpd.wsu.edu/FacilityRoster/ - Room Number - “Location” (person responsible) • Updating equipment description • Updating serial number and/or model number • Adding comments

  11. When Would The Equipment Coordinator Need To Update The AIS Property System? • When a new piece of equipment is assigned an inventory number by Central Property Inventory, the equipment coordinator will need to affix the tag to the equipment and update the AIS Property Inventory System with the information not listed on the inventory card. • When a piece of equipment changes locations i.e. building or room number. • When the person responsible for that equipment changes

  12. Example of updating AIS Property System-UPDT 1) Enter Inventory number: WASHINGTON STATE UNIVERSITY PROPERTY INVENTORY SYSTEM EQUIPMENT/ACCOUNT INFORMATION UPDATE ------------------------------------------------------------------------------------------ PLEASE ENTER THE EQUIPMENT INVENTORY NUMBER ------------------------------------------------------------------------------------------ INVENTORY NUMBER: 389819 • Command --> PF12=Exit Press enter to retrieve information

  13. Example of updating AIS Property System-Continued 2) Update fields in red: WASHINGTON STATE UNIVERSITY PROPERTY INVENTORY SYSTEM - GENERAL EQUIPMENT UPDATE INVENTORY NUM: 389819 RECORD TYPE: P AREA ABBR/NO : VET MED__ DEPT ABBR/NO: VCAPP____ UNIT ABBR/NO: VCAPP____ BLDG ABBREV : BUSTAD______ ROOM NUMBER: _ 0425 __ LOCATION: T BIDLE___ COMMON DESC : Computer/Portable LOCAL DESC : LAPTOP COMPUTER_________________________ ITEM NO: ____56384 MANUFACTURER : ACER____________________________ PURCHASE DATE: 11 21 08 PURCHASE COST: ______381.49 PO NUMBER : ___595109 ORIG PUR DATE: 00 00 00 ORIG PUR COST: VOUCHER NO: 882883__ INCREMNT DATE: 00 00 0000 INCREMENT AMT: ____________ VENDOR NO : _________ DISPOSAL DATE: 00 00 00 DISP AUTH NUM: _________ INSPECT DATE: 00 00 00 USE STATUS CD: F OWNERSHIP CD: S ACQ TYPE CD: __10 STATE INV NO: ____________ CONTRACT NO: PURCHASE : _________ SERIAL NUM: SEE COMMENTS________ LEASE : _________ MODEL NUM: 2G5_________________ MAINTENANCE: _________ FED DOC NUM: ____________________ COMMENTS: LUS050B1828392486F2535______________________________________ ____________________________________________________________ CREATED: 11 25 08 BATCH UPDATE: 00 00 00 ONLINE UPDATE: 02 03 09 BY: CTJB PF7 = Toggle Display of Abbreviations or Numbers PF1=Acct Info Command --> PF12=Exit Press enter to update record

  14. AIS Property System Queries • SEARCH–Search property inventory • ACSRCH - Search by Budget/Project • Enter Budget/Project you wish to find all property inventory for- Always add a zero at the end of the budget/project • Enter (P) for Property Inventory • Use date only if you want to limit search WASHINGTON STATE UNIVERSITY PROPERTY INVENTORY SYSTEM EQUIPMENT INVENTORY SEARCH BY ACCOUNT NUMBER THE ACCOUNT NUMBER TO SEARCH FOR: 255025050 REPORT ONLY PROPERTY INV. OFFICE MAINTAINED EQUIP (P) OR REPORT ONLY DEPARTMENT MAINTAINED EQUIPMENT (D): P THE PURCHASE DATE FROM: 00 00 00 Optional AND THE PURCHASE DATE TO: 00 00 00 Optional MM DD YY Command --> PF12=Exit Press enter to retrieve information

  15. ACSRCH - Search by Budget/Project Continued This is what the retrieved information will look like: +-----------------------------------------------------------------------------------------------------------+ | | | THERE WERE 62 RECORD(S) FOUND FOR THE GIVEN SEARCH PARMS | | DO YOU WISH TO LIST THEM ALL (Y OR N)? Y | | | +-----------------------------------------------------------------------------------------------------------+ Add Y to view all and press enter: WASHINGTON STATE UNIVERSITY PROPERTY INVENTORY SYSTEM EQUIPMENT INVENTORY SEARCH FOR ACCOUNT NUMBER 255025050 ----------------------------------------------------------------------------------------------------------------- INV # DESCRIPTION PURCH COST SERIAL NO ----------------------------------------------------------------------------------------------------------------- 361319 NIKON TE300 INVERTED MICROSCOP 15,046.96 412823 363695 HORIZONTAL PIPETTE PULLER 6,766.87 9029 364174 GATEWAY SOLO 5150LS LAPTOP 3,284.15 14288240 364339 MICROFORGE,FOR PATCH ELECTRODE 5,348.55 99059 367091 MICRON TSP-121 TRANSPORT LAPTO 2,469.08 91AN100122T 368635 SM2000R LEICA SLIDING MICROTOM 7,232.77 1766 _______________ <ENTER>=CONTINUE <CLEAR>=REFRESH PF12=Exit

  16. Other AIS Property SystemQueries These queries are similar to the one above. Enter information requested and press the enter key to retrieve information • DUSRCH – Search by Dept/Unit Name • POSRCH – Search by PO number • SNSRCH – Search by Serial Number

  17. AIS Property System Queries Continued • DEPTDNLD-Departmental Data Download This is used to electronically download your property inventory files. You will need to have the FTP software described below installed on your computer • Enter desired download criteria WASHINGTON STATE UNIVERSITY PROPERTY SYSTEM DEPARTMENTAL DATA DOWNLOAD ***************************************************************************** I. Mark (X) One Item Type: II. Complete Purchase Period Below: _ Both Property (Leave Blank if ALL Records to be Extracted) and Departmental X Property Only Period Begin- _ Departmental Only Purchased On or After: __ __ ____ Period End- Purchased On or Before: __ __ ____ mm/dd/yyyy III. Enter Data Selection Criteria in ONLY ONE of the Following: Area = ____ Departmental = 3420 (WSU ORG Number) Unit = ____ Building = _____ Building and Room = _____ _______ Location = ____________ PF6=RESET PF8=SUBMIT PF12=EXIT

  18. Departmental Data Download Continued You will receive email notification that the file is ready to download • Using File Transfer Protocol (FTP) download and save file in the C:\ root directory as download.txt • Download Excel file PropDownload97 from the Property Inventory web site. • Open PropDownload97 and import the text file into Excel by using the short key combination Ctrl+E. • Save resulting file as an Excel workbook (.xls)

  19. Maintaining Inventory • Small and Attractive Equipment • Capital Inventory • Bulk Purchases • Fabricated Equipment • Gifts/Donated Equipment

  20. Small and Attractive EquipmentUnder $5000.00 • Laptop Computers • Weapons • Equipment that requires a license • Must be purchased on object 16

  21. Capital Inventory • Cost is $5,000.00 or greater • Life expectancy exceeds 1 year • Non consumable; does not change form with use • Is not permanently installed in a building • Must be purchased on Object 06

  22. Bulk Purchases • Must be like items with collective cost of $5,000.00 or more • Individual cost of less than $5,000.00 • Must generate revenue • Before arranging a bulk purchase notify Property Inventory to help determine if the purchase falls within the bulk purchase guidelines • Keep tag affixed to your copy of the inventory card • Department is responsible for tracking items under one tag. • If one or more items are taken out of service and sent to surplus, notify Property Inventory with the individual cost so that Property Inventory can adjust the inventory record in the AIS Property System

  23. Fabricated Equipment • A single piece of equipment that a department is going to build out of many purchase from different vendors • Notify Property Inventory and Purchasing of intent to fabricate equipment • Keep track of all purchases that are included in this piece of equipment • Forward information on all purchases to Property Inventory. • Property Inventory will issue an inventory number and continue to add new purchases to the purchase cost in the AIS Property System until the equipment is complete • Purchasing will add the inventory number to the comments section on purchase orders in order to help capture all costs associated with this equipment • All purchases must be on object 06

  24. Gifts • Donated equipment that meets University inventory criteria (Either capital or small and attractive criteria) • Department sends a Gift Transmittal form to University Advancement and to Property Inventory See BPPM 30.70 for instructions • Property Inventory will assign an inventory number and send a Property Inventory Card and tag to the department

  25. Tagging Equipment • Obtaining Tags • Tag Placement • Missing/Damaged Tags • No Tag Equipment • Completing Inventory Cards

  26. Obtaining Tags • Must be purchased on object 06 or 16 • Any purchase on object 06 or 16 will have an inventory number assigned in the AIS Property System in order to be tracked

  27. Tag Placement • Equipment Coordinator - responsible for tagging equipment. Also responsible for verifying the items inventory number and serial number when doing biennial reports. • Surface - must be clean before affixing tag • Tag - should be placed in a location that receives minimal abuse and is easily viewed or next to the serial number for easy verification.

  28. Missing Tags • Tags may not be removed unless specifically authorized by Business Services/Controller personnel. • Missing or damaged tags may be reissued. To request a reissued tag: • Call Property Inventory at (509)335-2057 • Return damaged tags to Property Inventory after reissued tag is received.

  29. Missing Tags Continued If you don’t receive an inventory tag for equipment that should have been tagged, contact Property Inventory with the following information: • Equipment description • Purchase order number • Budget-Project equipment was purchased on • Object-Subobject used for purchase • Date equipment was paid for • P-card transaction number if applicable

  30. “No Tag” Equipment • Items which meet criteria for capitalization or small and attractive but can’t be tagged • Software (most common) • Other equipment where affixing a tag is impractical • Place tag on your copy of the inventory card and keep the card for future reference. Include a note about what the equipment is and where to find it • Complete the other card with “No tag” written on it and return to Property Inventory

  31. Completing Inventory Cards COLL./AREA: PRESUNIT BUILDING: ___________ ROOM: ______ DEPARTMENT: BUDGET LOCATION: ____________ UNIT: VPBF MANUFACTURER: ___________________________ SERIAL NO: _______________________ MODEL NO: _______________ Room: Must include all prefixes and suffixes (240Q) Location: Name of person using equipment Building: Common building name-http://www.cpd.wsu.edu/ FacilityRoster Serial No: From equipment (Dell laptops use the service tag number for the serial number) Model No: From equipment EQUIPMENT COORDINATOR ENTERS THIS DATA IN THE AIS PROPERTY INVENTORY SYSTEM

  32. Equipment Transfer/Disposal • Interdepartmental • Other Institution • Deletions From Inventory

  33. Equipment Transfer • Interdepartmental Transfers • -Must use Inventory Control Report • Form: BPPM 20.50.12

  34. Transfers to Other Institutions When a Principal Investigator leaves the University and wants to take equipment purchased with grant funds. Equipment transfers must be approved by the Department Chair, Dean of the College, and Sponsored Program ServicesBEFOREequipment can be removed from the University BPPM 40.16 Department Responsibilities • Initiate transfer through Office of Grants & Research Development and Sponsored Program Services with a discussion of the terms in the grant related to disposition and transfer of equipment • Draft a memo to approve moving equipment from WSU • This memo should include property inventory number, award number and grant number • Have approval from the Department Chair and from the Dean of the College and signature of the PI • Send memo to Sponsored Program Services • Wait for approval from Sponsored Program Services before any equipment can be transferred

  35. Transfers to Other Institutions Continued Sponsored Program Services • Receives memo from department with appropriate signatures and reviews request • SPS approves and signs transfer request memo • SPS sends approval back to department so that they can arrange transfer of equipment • SPS also sends a copy of the approval to Property Inventory so that items can be deleted Property Inventory • Receives approval of both OGRD and SPS from Sponsored Program Services • Reviews inventory listed and deletes as appropriate Equipment not purchased on grant funds can be sold to other institutions only by going through Surplus Stores

  36. Deletions From InventoryFor any event that will result in taking a tagged item out of inventory,you MUSTgo through Surplus Stores • Transfer to Surplus Stores • Sell to Surplus Stores or other University • Scrap item for parts

  37. Transfers to Surplus Stores

  38. Selling equipment to another WSU Department

  39. Notes • Grant Funding: If original funding is from a grant the Vendor Department gets approval from Sponsored Programs Services before sending the item to surplus • Approval: Granting agency must approve sale or transfer of any federally owned equipment • Signatures: Vendor Department must secure requisitioning department’s Equipment Coordinators signature on the inventory control report before routing to the Controller’s Office.

  40. Scrapping Equipment for Parts • Must receive approval from Surplus Stores first! • Obtain destruction form from Surplus Stores. • Form must be signed by Dept. Chair or equivalent and returned to Surplus Stores • Surplus Stores notifies Property Inventory of deletion of item from inventory.

  41. Scrapping Equipment for Parts Continued • Equipment CAN NOT be thrown away regardless of functionality • By State Law, State owned equipment may not be given away.

  42. Lost or Stolen Equipment • Immediately report the loss by telephone to the local police department • Complete Inventory Control Report and route to Property Inventory and the Office of Internal Auditors with a copy of the police report • If item is not located within 20 working days, Property Inventory initiates procedures to delete item from departments inventory

  43. Biennial Inventory Reports

  44. Biennial Inventory Reports • Required by the state once every two years. These are done by area. If your area changes, your report time will change also. • Due 45 working days after receipt • Each piece of equipment listed must be located and the serial number verified • Any blanks need to be filled in and updated in the AIS Property System • Any changes to building, room number or location should be updated in the AIS Property System

  45. Biennial Inventory ReportsContinued Items located but not on Property Report • Prepare separate memo listing items in question • Return to Property Inventory with biennial report with explanations of markings on report • Property Inventory is then responsible for contacting the department to resolve the problem Un-located items • Prepare separate memo listing items that could not be located • Property Inventory will work with you to figure out why items were not located • If items still aren’t found, Property Inventory will initiate a memo to the department chair for approval to remove Equipment needing to be transferred • Fill out Inventory Control Report and have recipient department sign as received then send with completed biennial

  46. Biennial Inventory Reports Continued Equipment sent to Surplus Stores • Send a copy of the Inventory Control Report that was sent to surplus with completed biennial Broken items being “parted out’ • Contact Surplus Stores for form and approval. Send with biennial report for Property Inventory to remove Each page must be signed by person conducting the inventory Certification statement on last page must be signed by department head.

  47. Important Notes • Retain copies of all forms you send or receive • Biennials • Inventory Control Reports • Surplus Property Reports • Property Cards • Keep accurate, up-to-date files • Communication is KEY! • Non compliance and lack of communication can result in memo’s going to the department chair, dean or the internal auditor.

  48. Conclusion This documentation covers equipment inventory that is required by the state and WSU. Departments are responsible for determining if equipment not required to be inventoried by WSU could still be subject to theft, loss or misuse. Based on a risk assessment the department may decide to inventory these items. Inventory numbers for this purpose can be obtained from Central Stores and tracking can be done via spread sheet or via the Departmental AIS Property System Questions? Property Inventory (509) 335-2057

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