COUNTY OF RIVERSIDE OFFICE OF THE AUDITOR-CONTROLLER

1. COUNTY OF RIVERSIDEOFFICE OF THE AUDITOR-CONTROLLER Capital Assets – Annual Certification April 20, 2006

2. Presentation Agenda Introduction - Hank Johnson Annual Capital Asset Certification Certification Letter - Hank Johnson Public Query - Don MacKinnon PeopleSoft Asset Management - Don MacKinnon

3. Annual Capital Asset Certification Review of the Certification Letter (Handout) - Requirement of annual certification (Government Code Section 24051) - Critical dates - Required forms and signatures - Capital Asset Physical Inventory Query

4. Annual Capital Asset Certification SPM Form AM-1 - Inventory of County Property AM-2 - Authorized Signature for Capital Assets Certification AM-3 - Contact for Capital Assets AM-4 - Capital Asset Listing Corrections AM-5 - Capital Asset Form (Acquisition, Betterment & Modifications) AM-6 - Capital Asset Transfer AM-7 - Capital Asset Disposition SPM Forms are available at the ACO web site www.auditorcontroller.org

5. Annual Capital Asset Certification • Capital Asset Inventory Certification • Submit capital assets documentation to ACO (acquisitions, adjustments, betterments, transfers, recategorizations, and retirements) to ACO by May 18 • Process asset acquisitions in PS AM • Department will run an asset inventory thru public query for certification • Submit capital asset inventory certification to ACO by July 10 per Government Code, Section 24051 • For due dates and more information, refer to the “ACO Year-end Calendar”

6. Annual Capital Asset Certification • Using the standard Capital Asset Physical Inventory public query - Path - Query Contents

7. Annual Capital Asset Certification • Capital Asset Physical Inventory Query

8. Annual Capital Asset Certification • Capital Asset Physical Inventory Query

9. Annual Capital Asset Certification • Capital Asset Physical Inventory Query

10. Annual Capital Asset Certification • Capital Asset Physical Inventory Query

11. PeopleSoft Asset Management (AM) • Adding Assets • Depreciation Calculation

12. PeopleSoft Asset Management (AM) • Adding Assets - Manual Method - Interface Method - Advantages vs Disadvantages

13. PeopleSoft Asset Management (AM) • Manual Method • Capital Leases • Constructed Assets • Donated Assets • Interface Method • Purchased Assets • Non-Capital Assets

14. PeopleSoft Asset Management • Interface Method (Continued) • Identify Capital Asset at Requisition, Purchase Order or AP Voucher • AP Voucher is the best business practice • Easy as 1-2-3

15. PeopleSoft Asset Management • Interface Method (Continued) • Step 1 • Mark Asset Check Box and select Profile ID on AP Voucher

16. PeopleSoft Asset Management

17. PeopleSoft Asset Management

18. PeopleSoft Asset Management • Interface Method (Continued) • Step 2 • Mark Auto Approve Status Check Box

19. PeopleSoft Asset Management

20. PeopleSoft Asset Management • Interface Method (Continued) • Step 3 • Change Useful Life and Save

21. PeopleSoft Asset Management

22. PeopleSoft Asset Management • Interface Method (Continued) Easy as 1-2-3

23. PeopleSoft Asset Management • Interface Method (Continued) • Advantages • Disadvantages

24. PeopleSoft Asset Management • Advantages • Eliminates double entry • Minimizes keying errors • Use Print Screens in lieu of AM-5, Capital Asset Form for new assets • Provides Audit Trail • Updates the General Ledger in a more timely fashion • Allows Capital Asset Payments to process in a timely manner

25. PeopleSoft Asset Management • Disadvantages • None

26. PeopleSoft Asset Management (AM) • Depreciation Calculation - Calculated Monthly - Journal Generated to GL - Supplemental Ledgers GOV_AC_GRP (Governmental Fund) PROP_CP_AS (Proprietary Fund)

27. Contact List for Capital Assets Henry Johnson (951) 955-3821 hjohnson@co.riverside.ca.us Beverly Markwardt (951) 955-3886 bmarkwar@co.riverside.ca.us Don MacKinnon (951) 358-6319 dmackinn@co.riverside.ca.us