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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

Property Inventory

Washington State University Business Services/Controller

overview
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

why is property inventory important
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

who is responsible for property inventory
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

what is included in property inventory
What is included in Property Inventory?
  • Capitalized Equipment
  • Small and Attractive Equipment
slide6

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

slide7

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

how is property inventory tracked
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
how to access the ais property system
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.
ais property system functions
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
when would the equipment coordinator need to update the ais property system
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
example of updating ais property system updt
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

example of updating ais property system continued
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

ais property system queries
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

acsrch search by budget project continued
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

other ais property system queries
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
ais property system queries continued
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

departmental data download continued
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)
maintaining inventory
Maintaining Inventory
  • Small and Attractive Equipment
  • Capital Inventory
  • Bulk Purchases
  • Fabricated Equipment
  • Gifts/Donated Equipment
small and attractive equipment under 5000 00
Small and Attractive EquipmentUnder $5000.00
  • Laptop Computers
  • Weapons
  • Equipment that requires a

license

  • Must be purchased on

object 16

capital inventory
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
slide22

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
fabricated equipment
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
gifts
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
tagging equipment
Tagging Equipment
  • Obtaining Tags
  • Tag Placement
  • Missing/Damaged Tags
  • No Tag Equipment
  • Completing Inventory Cards
obtaining tags
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
tag placement
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.
missing tags
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.
missing tags continued
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
no tag equipment
“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
slide31

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

equipment transfer disposal
Equipment Transfer/Disposal
  • Interdepartmental
  • Other Institution
  • Deletions From Inventory
equipment transfer
Equipment Transfer
  • Interdepartmental Transfers
  • -Must use Inventory Control Report
  • Form: BPPM 20.50.12
transfers to other institutions
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
transfers to other institutions continued
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

slide36
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
notes
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.
scrapping equipment for parts
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.
scrapping equipment for parts continued
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.
lost or stolen equipment
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
biennial inventory reports44
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
biennial inventory reports continued
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
biennial inventory reports continued46
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.

important notes
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.
conclusion
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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