PROPE RT Y Annua l Physic a l I nve nto ry T ra ining MANAGE - PowerPoint PPT Presentation

PROPE RT Y Annua l Physic a l I nve nto ry T ra ining MANAGE ME NT

OBJE CT I VE • T o unde rsta nd the dutie s a nd re spo nsib ilitie s a ssig ne d to de pa rtme nta l pro pe rty c usto dia ns a nd g a in a n o ve rvie w o f Pro pe rty Ma na g e me nt.

T OPI CS • Who is Re spo nsib le ? • Who a re the De pa rtme nt Pro pe rty Custo dia ns? • Wha t a re my re spo nsib ilitie s if I a m a ssig ne d a s the De pa rtme nt Pro pe rty Custo dia n? • Why is Pro pe rty Ma na g e me nt impo rta nt? • Wha t a re c a pita l a nd no n-c a pita l a sse ts? • Ho w sho uld I ke e p tra c k, ma inta in, a nd/ o r dispo se o f Unive rsity pro pe rty? • Who m sho uld I c o nta c t fo r mo re g uida nc e ?

WHO I S RE SPONSI BL E F OR UNI VE RSI T Y ASSE T S?  E ve ryo ne • He a d o f the Ag e nc y/ I nstitutio n • Chie f F ina nc ia l Offic e r • Pro pe rty Ma na g e r • De pa rtme nt Pro pe rty Custo dia ns • E mplo ye e s • F a c ulty, Sta ff, a nd Stude nt Wo rke rs.

DE PART ME NT PROPE RT Y CUST ODI AN RE SPONSI BI L I T I E S • T he pe rso n spe c ific a lly re spo nsib le fo r the ma na g e me nt a nd c o ntro l o f Unive rsity pro pe rty within the de pa rtme nt e nsuring tha t: • All c a pita l a nd c o ntro lle d pro pe rty is ta g g e d; • All pro pe rty is use d b y pro pe rly tra ine d pe rso nne l fo r Unive rsity purpo se s o nly; • Pro pe rty is no t lo a ne d, tra de d, disc a rde d, mo ve d, o r c a nnib a lize d witho ut no tifying Pro pe rty Ma na g e me nt; • No pro pe rty is de fa c e d o r da ma g e d in a ny wa y; • No pro pe rty is re turne d to a ve ndo r fo r wa rra nty re pa ir o r a s a tra de -in witho ut no tifying Pro pe rty Ma na g e me nt; • All o b so le te a nd e xc e ss pro pe rty is turne d into Pro pe rty Ma na g e me nt fo r re utiliza tio n o r dispo sa l; • Re mo ve E q uipme nt fro m Ca mpus Re q ue st fo rms a re upda te d a nd sub mitte d a nnua lly to Pro pe rty Ma na g e me nt; a nd  Annua l physic a l inve nto ry is c o nduc te d in a time ly ma nne r.

DE SI GNAT I ON OF DE PART ME NT PROPE RT Y CUST ODI AN • De sig na tio n o f De pa rtme nt Pro pe rty Custo dia n fo rm is due a t the sta rt o f e a c h fisc a l ye a r. • T ra nsfe r o f De pa rtme nt Pro pe rty Custo dia n Re spo nsib ility fo rm is re q uire d whe ne ve r the re is a c ha ng e o f De pa rtme nt Pro pe rty Custo dia n during the fisc a l ye a r. • Sub mit this fo rm a s so o n a s the De pa rtme nt Pro pe rty Custo dia n c ha ng e s. • Co nduc t a full physic a l inve nto ry whe n the c usto dia n c ha ng e s.

WHY I S PROPE RT Y MANAGE ME NT I MPORT ANT ? • As a n a g e nc y o f the Sta te o f T e xa s, L a ma r Unive rsity fo llo ws the pro c e dure s se t fo rth b y the sta te a nd a pplic a b le T e xa s Sta te Unive rsity Syste m Administra tive Me mo ra nda . • L a ma r Unive rsity is re spo nsib le fo r pro pe rty re c o rd ma inte na nc e a nd sa fe ke e ping o f the sta te a nd fe de ra l pro pe rty in its po sse ssio n. • T his e nsure s tha t L a ma r Unive rsity: • I s in c o mplia nc e with Sta te Guide line s, • I s in c o mplia nc e with F e de ra l Guide line s, pa rtic ula rly tho se re la te d to spo nso re d re se a rc h, • Ma inta ins a c c ura te a nd time ly re c o rds, • Ma ximize s the use o f re so urc e s, a nd • Ha s pro pe r ste wa rdship o f a sse ts a nd supplie s.

T I T L E T O E QUI PME NT • T he title to a ny e q uipme nt purc ha se d b y L a ma r Unive rsity is ve ste d in the Unive rsity a nd the Sta te o f T e xa s. • T itle to e q uipme nt tra nsfe rre d fro m a no the r g o ve rnme nt a g e nc y o r e duc a tio n institutio n is ve ste d in L a ma r Unive rsity a nd the Sta te o f T e xa s unle ss the fo rme r o wne r no tifie s the Unive rsity in writing o f o the r a rra ng e me nts o r c o nditio ns. • L a ma r Unive rsity is the so le a g e nt to a c c e pt c o ntra c ts a nd g ra nts a wa rde d to the Unive rsity, a nd it is re spo nsib le fo r the dispo sa l o f a ny pro pe rty furnishe d b y tho se a wa rds. • Upo n c o mple tio n o f a c o ntra c t o r g ra nt, title to a ll pro pe rty is tra nsfe rre d to the Unive rsity imme dia te ly, unle ss the c o ntra c t o r g ra nt is te rmina te d, c a nc e lle d, tra nsfe rre d, o r sta te d o the rwise in the c o ntra c t.  Ple a se c o nta c t Pro pe rty Ma na g e me nt if yo u ha ve q ue stio ns a b o ut title to e q uipme nt.

CAPI T AL VS. CONT ROL L E D ASSE T S • Ca pita l a sse ts • Asse ts tha t ha ve a sing le unit va lue o f $5,000 o r g re a te r a nd a n e stima te d use ful life o f mo re tha n o ne ye a r. • Must b e se lf-c o nta ine d fo r its prima ry use a nd ha ve suffic ie nt size to ma ke its c o ntro l fe a sib le b y me a ns o f ma rking with ide ntific a tio n numb e rs a nd/ o r ma nufa c ture r’ s se ria l numb e rs. • Re po rte d o n a nnua l fina nc ia l re po rt. • Co ntro lle d a sse ts • Asse ts tha t the Sta te Co mptro lle r’ s o ffic e o r L a ma r Unive rsity de te rmine s must b e se c ure d a nd tra c ke d due to the na ture o f the ite m. • T hre sho ld de pe nds o n a sse t a nd ha s a n e stima te d use ful life o f mo re tha n o ne ye a r. Re fe r to Mo st Co mmo nly Use d Ba nne r Ac c o unt fo r Ca pita l a nd Co ntro lle d T a g g e d Asse ts fo r mo re info rma tio n. • Cla ssifie d a s e xpe nda b le a nd a re no t liste d o n a nnua l fina nc ia l re po rt.

COMMON MI SCONCE PT I ONS I N SE L E CT I NG ACCOUNT S F OR ASSE T S • Unit Co st vs. T o ta l Co st • I f mo re tha n o ne unit is purc ha se d, c o nside r the unit c o st whe n se le c ting the a c c o unt, no t the to ta l c o st o f a ll o f the units c o mb ine d. • E xa mple : Offic e de sk ma y ha ve multiple line ite ms. T he va lue o f the line ite ms tha t ma ke up the de sk is o ne unit, b ut will no t b e c o mb ine d with c ha irs, filing c a b ine ts, e tc . whe n de te rmining the unit va lue . • Co mpute r E q uipme nt vs. Co mpute r Ac c e sso rie s • Use a c c o unt c o de 720018 fo r c o mpute rs, la pto ps, ta b le ts, o r se rve rs with a c o st o f le ss tha n $5,000 pe r unit. An e xa mple o f a unit is c o mpute r, mo nito r, ke yb o a rd, mo use , e tc . whe n purc ha se d to g e the r. • Use a c c o unt c o de 720017 fo r c o mpute r a c c e sso rie s (i.e . mo nito r, mo use , ke yb o a rd, e tc .) whe n purc ha se d se pa ra te ly fro m the c o mpute r e q uipme nt.

T AGGI NG ASSE T S • A pro pe rty ta g must b e a ffixe d to a ll ta ng ib le ite ms tha t a re Ca pita l o r Co ntro lle d a sse ts. Co nta c t Pro pe rty Ma na g e me nt if yo ur de pa rtme nt: • Re c e ive s a c a pita l o r c o ntro lle d a sse t tha t is missing the pro pe rty ta g . • Re c e ive s a c a pita l o r c o ntro lle d a sse t a s a do na tio n o r g ift so it c a n b e ta g g e d a nd a dde d to inve nto ry c o rre c tly. • F a b ric a te s o r a sse mb le s fro m ra w ma te ria ls a nd/ o r c o mpo ne nts a sse ts tha t sho uld b e ta g g e d a s a c a pita l o r c o ntro lle d a sse t. • Ma ke s impro ve me nts o r b e tte rme nts tha t a dd c o st to a ny e xisting ta g g e d a sse t.

ANNUAL I NVE NT ORY L a ma r Unive rsity is re q uire d b y sta te sta tute to c o nduc t a n a nnua l inve nto ry o f a ll c a pita l a nd c o ntro lle d a sse ts b o th o n a nd o ff c a mpus. [T e xa s Go v’ t. Co de Ann. § 403.273 (f) a nd (g )]

CONDUCT I NG T HE ANNUAL I NVE NT ORY • Yo ur de pa rtme nt will re c e ive inve nto ry instruc tio ns, a c e rtific a tio n fo rm, a nd a n inve nto ry spre a dshe e t listing a ll c a pita l a nd c o ntro lle d a sse ts. • T wo de pa rtme nta l e mplo ye e s sho uld pe rfo rm the physic a l inve nto ry. • Co nside r using c ro ss-de pa rtme nt pe rso nne l.  Do no t use stude nt wo rke rs. • Ve rify: • Pro pe rty de sc riptio n, • Pro pe rty se ria l numb e r, • Building a nd ro o m numb e r whe re the pro pe rty is lo c a te d, a nd • Who / whe re the pro pe rty is a ssig ne d to . I f no t a ssig ne d to o ne e mplo ye e , c la ssro o m, o r la b , le a ve b la nk.  Put a ll c o rre c tio ns in the c o mme nt se c tio n o f the inve nto ry spre a dshe e t.

CONDUCT I NG T HE ANNUAL I NVE NT ORY (CONT I NUE D) • No ta te in the c o mme nt se c tio n o f the inve nto ry spre a dshe e t if the pro pe rty ta g is missing . • Se le c t the c urre nt c o nditio n o f the a sse t using the dro p me nu o n the inve nto ry spre a dshe e t. T he c ho ic e s a re : g o o d, fa ir, po o r, o r da ma g e d. • F o und Asse t No t o n I nve nto ry fo rm • Any ta g g e d a sse t no t o n yo ur de pa rtme nt’ s inve nto ry list.  Ano the r de pa rtme nt ma y b e lo o king fo r this a sse t • Any a sse t tha t is no t ta g g e d, b ut sho uld b e . • E q uipme nt T ra nsfe r Re q ue st fo rm • T ra nsfe r a sse ts fro m o ne de pa rtme nt’ s inve nto ry to a no the r de pa rtme nt’ s inve nto ry.  T he fo rm must b e sig ne d b y b o th De pa rtme nt Pro pe rty Custo dia ns prio r to se nding it to Pro pe rty Ma na g e me nt.