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Property Management ORA-1310 Property Policy and Procedures Revised May 2007 Session Objectives Review Roles & Responsibilities for Effective Property Management Increase understanding of the “Big Picture” Develop working knowledge of policies and procedures

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property management
Property Management

ORA-1310

Property Policy and Procedures

Revised May 2007

session objectives
SessionObjectives
  • Review Roles & Responsibilities for Effective Property Management
  • Increase understanding of the “Big Picture”
  • Develop working knowledge of policies and procedures
  • Identify online systems and reference tools
  • Provide opportunity for Q&A
why is this important for su

Where do you, the DPA, fit into this picture?

Whyis this important for SU?

Multiple “Hats” that Property serves

  • Compliance
  • Financial
  • Business Mgmt/Asset Management
  • Stewardship

Source of Revenue

  • IDC recovery
  • Sponsor funds
property service reps
Property Service Reps

Sandy Passetti, CPPM

sandram@stanford.edu

725-7890

Vicky Vargas, CPPM

vvargas@stanford.edu

725-7574

Stan Dunn, CPPM

standunn@stanford.edu

725-0081

Brian Bretz, CPPM

bbretz@stanford.edu

725-9839

primary dpa roles responsibilities
Primary DPA Roles & Responsibilities
  • Be an Advocate for Property Management
  • Establish and maintain timely, complete, and accurate property records
  • Ensure compliance and other requirements met
  • Be aware of activities within your organization
  • Assist Staff and Faculty in handling property matters and responsibilities
  • Collaborate with PSR on property matters
  • Establish effective communications network
  • Attend property-related training events
dpa challenges
DPA Challenges
  • Property function often part-time
  • Level of school/departmental support
  • Competing Priorities
  • Turnover and inherited open issues
  • Time to attend training
key stakeholders
Key Stakeholders
  • Board of Trustees and University President
  • CFO and Provost
  • Associate VP - Research Administration, Controller
  • Central Offices
    • ORA, Controller’s Office (AP, Plant Accounting), ITS, Procurement, Facilities, Risk Management, Internal Audit, EH&S
  • Principal Investigators, Schools and Departments
  • Property Administration & Inventory Staff
  • Audit & Compliance
  • Sponsors
  • ONR and DCAA
  • University

Daily Interactions

core partnerships
CorePartnerships

Property

Management

Office

DPA

Custodians

Users

ITS

Property Management Process

OSR and

CMA

Sponsors

Risk

Management

EH&S

Controller’s

Office

Must work in tandem for success!

financial perspective
Financial Perspective

FY2003 Capital Equipment Acquisitions (est.)

$62M

Stanford Acquired

$25M

Direct Charge

Capital Equipment

Includes

$3.5M

Donations & Transfers

(FMV)

Note: Annual increases in all areas

key property policies and concepts
Key Property Policies and Concepts
  • Let’s discuss key policies and concepts that affect you as DPA…..
the compliance umbrella
The Compliance “Umbrella”
  • University Policies & Procedures
    • Property Manual, Guide Memos
  • Office of Management & Budget (OMB) Circulars
    • A110, A21, A133
  • Federal Acquisition Regulations (FAR)
    • Property Clauses and subparts
  • Agency-Specific Supplements
    • NASA, NIH, and others.
  • Generally Accepted Accounting Principles (GAAP)
  • Cost Accounting Standards
system of record
System of Record
  • Sunflower Assets (SFA)
    • Physical Attributes and Accountability
  • Oracle Fixed Assets (FA)
    • Financial Attributes
  • Oracle Grant Accounting (GA)
    • Agreement Attributes
      • Grants and Contracts
      • Limitations and restrictions
accountability
Accountability
  • Defined as:Ownership or stewardship responsibility
  • Three basic types
    • Organizational Accountability and Liability
      • Managing Organization (Business Unit)
      • Steward (Department)
      • Custodian (and/or User)
    • Sponsor Accountability
      • Agreement Designation
    • Financial Accountability
      • Line Item Integrity
      • Controller and CFO Certification of financial data
functional elements for property management
Property Management

Reports

Audits

Acquisition

Receiving

Identification

Records

Fabrication

Inventory

Subcontract Admin.

Utilization

Consumption

Storage/Inactive

Movement/Transfers

Disposals/Excess

Agreement Closures

Functional Elements for Property Management

Note: Each color-coded section relates to a Life Cycle Phase

Ongoing

PhaseII

PhaseI

PhaseIII

property life cycle
Property Life Cycle

Rules & Business Needs

Policies & Procedures

Phase I

Phase II

Phase III

Close-out

and

Disposal

Acquisition

In Service

Tracking & Reporting

Reconciliation & Adjustments

System Management & Audits

capital equipment
“Capital” Equipment
  • SU Capital Equipment must...
    • Cost $5,000 or greater
    • Have useful life of more than one year
  • Fabricated items must have...
    • Aggregate cost of $5,000 or greater
    • A useful life of more than one year after completion

Note: For sponsor-owned property there may be different acquisition and reporting thresholds; financial notion of “capital” for purposes of depreciation does not apply.

acquisition cost
Acquisition Cost

What gets included in the cost?

*Stanford Labor is tracked and recorded on fabrications for sponsored projects, but is not included on standard installations

acquisition steps
Acquisition Steps
  • Need identified
  • Funding and approvals obtained
  • Pre-Purchase Screening completed
  • Purchase Requisition processed
  • Asset(s) purchased or otherwise acquired
    • i.e. Donation, sponsor-furnished
  • Items received, identified, tagged and recorded in the system
pre purchase screening
Pre-Purchase Screening
  • Checking for asset availability to avoid unnecessary or duplicative purchases
  • Attest on requisition to having performed screening
  • Auditable compliance requirement
  • May be a potential savings to the University

Acquisition Cost

Screening Level Required

Cost $5K - $24,999.99

Cost > $25K

Within Steward Organization

Across entire SFA database

Note: Occasionally, some sponsors require screening below the $5,000 threshold.

purchase requisitions
Purchase Requisitions
  • Your role as approver
  • Key things to look for
    • Expenditure Type
    • Line item detail
    • Prior Sponsor Approval, where applicable
    • Complete screening attestation
  • Tip: Maintain suspense file - requisitions requiring additional information or otherwise on “hold”, or to track incoming capital assets for future tagging
accounting structure
Accounting Structure

THE PTAEO

  • P - Project
  • T - Task
  • A - Award
  • E - EXPENDITURE TYPE
  • O - Organization

Please ensure the expenditure type is correct before approving the requisition; a determining criteria for populating the PO Interface in SFA

equipment expenditure types

Asset

Category

Expenditure Type

Useful

Life

Equipment Expenditure Types
  • Assigned at time of Purchase Requisition
  • Critical to Purchasing and Classification
  • Key Field for Financial Reporting
  • Consistency and Accuracy are Key

Data Mapping

the smell test
The “Smell Test”

All acquisitions must meet the following criteria, regardless of request:

  • Reasonable
    • Is the purchase reasonable?
  • Allocable
    • Will the asset be used on the project?
  • Allowable
    • Does the project permit the purchase?

Beware of end-of-period purchases on sponsored projects!

changing purchase data
Changing Purchase Data
  • Transactions involving capital expenditure codes:
    • To change expenditure type, or
    • To change PTA used for purchase
    • Use PTAE Equipment Change Template
    • http://ora.stanford.edu/ora/pmo/dpa_resources/reconciliation.asp
  • If caught BEFORE any payments are made
    • Send request to changemypta@lists.stanford.edu
      • Procurement Office will change the PO to reflect new PTA data
equipment change template
Equipment Change Template

Purchase Requisition No.: (i.e. 12345670)

Department Property Administrator: (Your Name)

Authorized Financial Approver(s): (Whoever has signature authority)

------------------------------------------

-SU.ID Tag Number(s) affected: (we need this for reconciliation purposes)

-To Credit

Project:

Task:

Award:

Expenditure Type:

Payment Date: (at least month/year – should match the invoice payment)

*Amount: $

-To Debit

Project:

Task:

Award:

Expenditure Type:

Payment Date:

*Amount: $

Justification/Comments: (why this request is being made)

Same information as a journal, just different format

agreements awards
Agreements (Awards)
  • Sponsored Projects agreements identify terms and conditions for Property Management
  • Provides source of funding
  • Agreement Characteristics
    • Most Common Types at Stanford
      • Grants, Contracts, Gifts/Donations, Loans
    • Award Levels
      • Prime or Sub-awards
asset title ownership
Asset Title (Ownership)
  • Three options in Sunflower Asset record:
    • Stanford University
    • Federal Government
    • Other Agency
  • May change throughout asset life, title at any given time affects many factors:
    • Reporting
    • IDC eligibility
    • Transfer processes available
    • Authority to modify
    • Taxability
    • Use
    • Disposal

For capital non-Stanford owned equipment, there are special expenditure codes

sponsor owned assets
Sponsor-Owned Assets
  • Tagging must meet Sponsor Requirements
  • Stanford Barcode tag ALWAYS
    • May also require sponsor ID tag
    • Special attention to Gov’t-owned assets
    • Change in Ownership may require removal or change of overlay (more on this in a moment):
equipment funding sources
Equipment Funding Sources
  • Can be single source or multiple source
  • Stanford funds vs. sponsor funds
    • Restricted
    • Unrestricted
  • Gift funds
  • Joint funding can affect:
    • title
    • taxability
    • accountability
  • Matching funds
    • Cost Sharing
    • Donations
what must be recorded in sfa
What must be recorded in SFA?

SFA - Sunflower Assets, is used to maintain the University’s official individual asset records for:

  • Capital equipment
  • Capital fabricated equipment
  • All sponsor-owned property, regardless of cost
  • Donated capital equipment
  • Loaned equipment of any value
  • Leased equipment of any value

Note: Transfers of equipment to Stanford from other institutions may need to be tracked in SFA. Contact your PSR for determination.

what can also be recorded in sfa
What can also be recorded in SFA?

Non-capital property that the department elects to track:

  • Computers
  • Items with hazardous waste implications
  • Projection equipment
  • Cameras
  • Non-capital items transferred from other universities
loans v leases
Loans v. Leases
  • Loans
    • Set time frame
    • No monetary consideration
  • Leases
    • Set charges (i.e. monthly billing)
    • Time may be open-ended
    • MUST go through Procurement
      • Use appropriate Lease expenditure type
  • Depending on loan type, may have different procedures. In all cases, notify PMO.
    • Loan part of Grant – PMO
    • Loan from Manufacturer – Procurement
    • Loan part of Contract – OSR
slide35

Incoming Loans

PMO Issue Loan Document

  • Loan on a grant
  • Loan on contract; no modification issued
  • Federal government loan
  • Loan part of existing or new sponsored project
  • Ensure appropriate terms and conditions
  • Process contract modification
  • Contact Office of Technology Licensing, as needed

Refer to OSR

  • Equipment evaluation/testing, not usually associated with a specific government sponsored project
  • Director of Procurement must negotiate terms and conditions of loan
  • Processing requisition in iProcurement pending clarification of process

Refer to

Procurement

asset identification
Asset Identification

Purpose

  • Identify Ownership
  • Standardize Designation of Asset Control Numbers
  • Facilitate Inventory
  • Deter Theft

Tag placement

  • Readily visible and accessible
    • Upper right-hand corner is default location

Source

  • Provided by PMO
  • Contact: Drina Adams 723-9004

Note: Must be recorded in SFA within 30 days of receipt

asset identification cont
Asset Identification, cont.

If owned by the

US Government,

This tag is required!

Overlay Options

  • Non-Stanford
  • Government-Owned
  • Non-Capital
  • Donated

Other tagging options

  • Non-Inventory Asset
  • Fabrication
  • Lease (recommended)
untaggable assets
Untaggable Assets
  • An item that is too sensitive, inaccessible, or would be damaged by affixing the decal
  • What do you do?
    • Assign barcode ID tag
    • Record in Sunflower Assets (SFA)
    • Print record; affix tag to file copy
    • Flag SFA record as “untaggable”
    • Keep “untaggable” binder in office

Property

Record

Note: Must be recorded in SFA within 30 days of receipt

asset location
Asset Location
  • SFA/FAMIS
  • Location structure
    • Quad__Building-Floor__Room
      • i.e. STERN_040-01_124
    • Includes off-campus locations
  • Areas of implication include:
    • Indirect Cost Recovery
    • Use
    • Audit
    • Inventory
    • Grant Compliance
location documentation
Location Documentation
  • SFA record at time of acquisition
  • Update SFA record if location change 30+ days
  • Sign-out logs for temporary moves
  • Off-campus location worksheet
off campus assets
Off-Campus Assets
  • Two types of off-campus locations:
    • Stanford Space
      • Includes Leased buildings, remote sites
        • Location is in the Space registry
      • In SFA, use location from the list of values
    • Non-Stanford Space
      • May be business or private residence
        • Location not in space registry
      • In SFA, use “Areas not in 1-14” for Quad
        • Private Residence 510E-99999_9999999999
        • Private Business 550E-99999_9999999999
      • Requires Off-campus Worksheet
        • http://www.stanford.edu/dept/UPA/DPAupdate/5offcamp.xls
      • SLAC & PAVA = 998 & 990, no worksheet required
        • Add building or other location info in comments
storage movement
Storage & Movement
  • Justified retention
    • Purpose
    • Storage period
  • Secure location
  • Document what is in storage
  • Travel
    • Domestic
    • Foreign
export controls
Export Controls
  • Research equipment leaving the country MUST be pre-approved, including laptop computers for research personnel
    • Certification needed even if no license is required
    • Computers for administrative personnel are not restricted
  • Steve Eisner, Export Control Officer
    • Steve.eisner@stanford.edu
    • http://www.stanford.edu/dept/DoR/exp_controls/
utilization
Utilization
  • Assets must be used
    • In support of Stanford-related job responsibilities
    • By Stanford staff, students or related personnel
    • In a Stanford-approved location
      • Location leads to use questions
      • If sponsored-owned, may require authorization for use
maintenance calibration
Maintenance/Calibration
  • Required per manufacturer specifications or project needs
  • Types of information to record:
    • Extended warranty information
    • Maintenance/calibration dates
    • Maintenance/calibration costs
  • Useful in determining when replacement needed
  • Maintain file with supporting documentation
  • Information may be auditable

Sponsor-owned assets MUST be maintained to manufacturer specifications

physical inventory
Physical Inventory
  • Purpose
    • Verify accuracy of property records
    • Check “overall health” of property system
  • Frequency and Recording
    • Biennial inventories required
    • Departmental inventories discretionary
    • Posted in Sunflower Assets
  • Special inventories
    • Closeout of sponsored contracts
    • Departmental requests
    • Sponsor directives
physical inventory cont
Physical Inventory, cont.
  • Process
    • Barcode scanning or approved alternatives
    • Physical verification of asset attributes, condition, location and status
    • Reconciliation and variance resolution required
  • Uses of data include
    • Use active items as depreciation base
    • Obtain Indirect Cost Recovery for depreciation
    • University and Sponsor Reporting
    • Risk Management Assessments
auditing organizations
Auditing Organizations
  • Office of Naval Research
  • Defense Contract Auditing Agency
  • Sponsors
  • Internal Audit
  • Price-Waterhouse Coopers
  • Others...

Note: All property audits must be coordinated through PMO or Internal Audit

audits
Audits
  • As DPA, you may be asked to assist in or provide:
    • Sample verification
    • Area Access
    • Supporting Documentation
      • Acquisition Approvals
      • Explanation of Use
    • Property Process confirmation
    • Follow-up Actions
      • Assist PMO with reports
      • Feedback, communication, etc
excess
Excess
  • The term “excess” (or “disposal”) does not always refer to the act of “throwing away” an item – it can refer to many forms of disposition:
      • Sales
      • Transfers (to other institutions)
      • Returns to vendors/sponsors
      • Property Record elimination
  • In all cases, an “Excess Request” is required in the Sunflower Application
    • (For scrap or sale, this requirement also includes non-capital or items not recorded in the system)
disposing of excess assets
Disposing of Excess Assets
  • Offer Asset for Reutilization First
    • Reuse Web Site
        • Just type the word REUSE in your browser
  • SFA Excess Requests (a.k.a.: Disposals)
    • Required for SFA Retirement of asset
  • Various Disposal Methods
    • May require unique processing steps
    • Financial implications vary
  • Sponsor-owned assets
    • Must have prior PMO approval
  • Timely and appropriate reporting reduces storage costs, unauthorized use, and landfill

Note: Never dispose of electronics in trash dumpsters.

These should always be recycled - especially monitors!

pre excess activities
Pre-excess Activities
  • Receive notification of excess from staff
  • Verify condition
  • Offer to campus at large for reutilization
  • Ensure EH&S clearances obtained
    • Radioactive, biohazard, etc
  • Ensure sensitive data and licensed software has been removed
  • Request Labor Shop work order, as needed

It is the department’s responsibility to sanitize computers

and ensure cleansing of biohazards from scientific equipment

prior to disposal

computers
Computers
  • Computers and data storage devices require special handling to ensure information security
    • Hard drives removed or “wiped” clean
    • Special labels indicating compliance
    • Responsibility at the user level
      • Departments obligated to protect users
      • Serious consequences for failing to comply
disposal excess tips
Disposal/Excess Tips
  • Attempt to reutilize assets within Stanford prior to disposal
    • Advertise on reuse web site prior to excessing
  • Have any pre-excess steps complete prior to generating ER
  • Use SFA to generate excess requests (ER)
  • Complete comments in detail
    • include suggested method of disposal template
    • arrange for labor shop assistance if needed
  • Segregate or mark items ready for pick-up
  • Contact Manuel George, ext. 3-2246, for disposal questions

It is the department’s responsibility to sanitize computers

and ensure cleansing of biohazards from scientific equipment

prior to disposal

subcontract administration
Subcontract Administration
  • Primarily applies to Sponsored Projects
  • Contact your PSR
training communication resources
Training & CommunicationResources
  • Property Policy and Systems classes
  • Open Lab sessions
  • Property Forums (PACE)
  • PMO Website
  • Individualized training
  • Cardinal Curriculum
  • E-mail communications
  • National Property Management Association
  • Your Property Service Representative
online systems and reference tools used
Online Systems andReference Tools Used

Sunflower Assets

  • Physical and Accountability Information
  • Financial and Agreement data
  • Reporting Features

Oracle FA (Central Offices access only)

  • Financial Data, Agreement Information

iProcurement

  • Purchasing and Receiving

ReportMart(3)

  • Reporting; data from multiple sources

PMO and ORA Websites

  • Resources, instruction aids
  • Reuse Website
  • Links to other relevant Stanford sites
a few final points
A Few Final Points…..
  • YOU as Communicator and Facilitator
    • Let folks know who you are, where to reach you, and WIIFT
    • Set up infrastructure that works for your area
    • Be visible
    • Distribute information
    • Know your job
    • Be assertive
    • Use your PSR as a daily resource!!!!
in closing
In Closing…..
  • Congratulations! The DPA role is very important to your organization
  • If you’re not sure, ask your PSR - we’re here to assist you
  • Be proficient and be visible
  • Are there any other questions?