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Property Inventory 101 - PowerPoint PPT Presentation

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Property Inventory 101. Presented to: Information Tech. Services March 20, 2008 Robin Cabral Cindy Capperella. Plant Assets. Land Buildings Improvements Other Than Buildings (IOB) - Roads, parking, sidewalks - Usually called Infrastructure and. Equipment.

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Property inventory 101 l.jpg

Property Inventory101

Presented to:

Information Tech. Services

March 20, 2008

Robin Cabral

Cindy Capperella

Plant assets l.jpg
Plant Assets

  • Land

  • Buildings

  • Improvements Other Than Buildings (IOB)

    - Roads, parking, sidewalks

    - Usually called Infrastructure


Equipment l.jpg

  • Both Moveable and Fixed

    • Moveable or easily transported from place to place

    • Fixed normally attached to the building and would take significant means to move the item (lab benches, fume hoods, etc.)

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Get IBIS Access to:

  • Property Inventory System (Equipment)

    - M2PI - menu for equipment

    - ITAG – function to see individual tag numbers

    - M3PB – menu for equipment

    - 17 Browse Screens

  • Facilities System (Buildings & IOB)

    -M3BL – menu for buildings and IOB

    -IFBD – function to see individual building number

    -IFAR – function to see individual addition/renovation to a building number

    -BFBD – browse by building code

    -BFBL – browse by building number

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What is equipment?

  • Single item that:

    • Has a value of $5000 or more and

    • useful life of two (2) or more years.

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Equipment Descriptions:

Basic tag number is 8 numerical bytes and 1 alpha byte.

Example: 00123456 Computer

00123456A Cost On

The alpha byte is not a real tag, it is part of the main equipment item. If it states:

Descriptions l.jpg

Cost On = multiple funds purchased item or it was paid over multiple fiscal years

Trade In = a tagged item was traded in and there was net value left on the traded in item.


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Descriptions (Continued): multiple fiscal years

  • Upgrade = the main item was upgraded

  • Accessory = items that add value, usually purchased to aid in the usage of the item

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Object Classification Codes (OCC) you need to know multiple fiscal years:

  • 452 - Software (Non-Capital)

    Less than $100,000

    License Fees (usually multiple users)

  • 716 – Software (Capital)

    More than $100,000

    Example – Oracle (Basic charge;

    usually doesn’t include user charges)

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Computer OCC: multiple fiscal years

  • 480 – Computer & Accessory Equipment


    Costs Less than $5,000

  • 751 – Computer & Accessory Equipment


    Costs $5,000 or more

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CPU multiple fiscal years





Internal items such as memory, boards, etc.

Initial operating software

Computer consists of:

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Items multiple fiscal yearsnot considered a computer:

  • Printer

  • External disk drive

  • Scanner

  • External storage drive

  • Video Camera

  • Optional software

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Non-Capital Equipment OCC: multiple fiscal years

  • 455 – Items less than $1,000

  • 459 – Items more than $1,000 but less than $5,000

    Both these codes are non-computer equipment.


    Adding machines

    Automatic staplers

    Office Furniture

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Note Pad Area multiple fiscal years

Please utilize the note pad areas on documents to tell Property Inventory:

  • Tag number of item being traded-in

  • Tag number of item being upgraded

  • Pertinent information to help us find the item

  • Special circumstances…such as Sponsor requires all equipment items over $2500 to be tagged.

Disposing of equipment disp on ibis or form gf6 2 l.jpg
Disposing of Equipment multiple fiscal years“DISP” on IBIS or Form GF6.2

  • Verify Ownership – You can only dispose of equipment that is University Owned

  • Verify that the equipment is in your Administrative Area

  • Send forms to Property Inventory after required signatures; we send them to Salvage

  • List the tag or serial number

  • Send forms for stolen items

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Procedures to review: multiple fiscal years

  • CR2019 – Accounting for Capital Equipment

  • CR2055 – Pre-acquisition Screening & Shared Use of Federally Funded Capital Equipment

  • CR2068 – Property Inventory Depreciation & Usage Fee Guidelines

  • BS2011 – Salvage & Surplus Operations Including Sales Store

  • Property Section in GURU

  • Appendix 9 (Object Classification Codes)