Personal Property Training Webinar

1. Personal Property Training Webinar Presented by: Saysha Johnson Derrick Battle

2. Objective To provide knowledge of processes and tools to use in making corrections to the following commonly found errors in Sunflower catalog entries: • Document Number • Missing Signature/Receive Date • Activity Type

3. Document Number Importance: • Sunflower utilizes this field to match personal property records against CBS payment records • Entering the correct document number into Sunflower ensures that the payment affiliated will reconcile on the Un-reconciled Payments Report(UPR)

4. Document Number

5. Document Number

6. Document Number

7. Document Number Correction • When the document number is entered incorrectly in Sunflower during the initial entry this information will display in the initial event field. • The document number field is where the correction should be made on the “Maintain an Asset” screen • In this instance, the document number will remain on the UPR and can only be removed by manual suppression. • Manual suppressions can only be completed by a Line Office Representative (LOR)

8. Document Number Important Reminders 1)Do not include dashes when entering an asset record containing a Purchase Order/Contract 2) The proper format to use for Purchase Card transactions is: 123456-012345-003

9. Missing Signature/Receive Date Importance • Signature and date verifies that the government property was received • Both signature and date should be legible and in the same location on the document

10. Example of Correct Signature and Receive Date

11. Example of Correct Signature and Receive Date

12. Example of Incorrect Signature and Receive Date

13. Example of Incorrect Signature and Receive Date

14. Example of Acceptable Copy of In-Store Receipt

15. Example of Unacceptable Copy of In-Store Receipt

16. Activity Type

17. Activity Type Agency Leased – Capital: A capital lease is any lease other than a lease-purchase that does not meet the criteria of an operating lease. Agency Leased – Operating: Meets all below criteria: • Ownership of the asset remains with the lessor during the term of the lease and is not transferred to the Government at or shortly after the end of the lease term. • The lease does not contain a bargain-price purchase option. • The lease term does not exceed 75 percent of the estimated economic life of the asset. • The present value of the minimum lease payments over the life of the lease does not • exceed 90 percent of the fair market value of the asset at the beginning of the lease term. • The asset is a general purpose asset rather than being for a special purpose of the Government and is not built to the unique specification of the Government as lessee. • There is a private market for the lease. Contractor Owned: Property that does not belong to NOAA, but is owned by Contractor. Other- Depreciation Stopped: Used by Financial team for Capitalized assets.

18. References • Document Number: http://www.pps.noaa.gov/forms_guides/guides_aids_tools/ • Signatures and Receive Dates:NOAA Acquiring Personal Property policy

19. PPMB Contacts

20. PPMB Contacts

21. Questions & Answers Q: What about a FedEx receipt with the typed name of the person who signed for it? A: A FedEx receipt does not provide specific information on the assets that are being delivered; therefore this isn’t a sufficient document. If there is no packing slip available, the vendor should be contacted and a request should be made to receive a packing slip or invoice to upload in Sunflower as proof of receipt. Q: We have received an error report because of the receiving date. We have two different receiving dates on our supporting documentation. Which date is correct? A: In this instance the correct date is the date that the asset was initially received by NOAA personnel. Q: What is the middle set of numbers in the document number? A: The middle set of numbers is the transaction number. This information can be found on the BC-704 document that is obtained from Commerce Banking System (CBS). The transaction number format can be found on slide 4.

22. Questions & Answers Q: Should only ONE of the documents be uploaded as supporting documentation? Is a separate receiving report such as CD-406 necessary? A: Yes, if you have the itemized invoice or in-store purchase receipt that supports the date and cost of the asset. A separate receiving report is not necessary. Q:If you use your purchase card statement for Amazon purchases when you don't have an invoice or packing slip, do you just write the received date and signature on the purchase card statement next to the purchase? A: When you don’t receive an invoice or packing slip from a vendor you should contact the vendor and request these documents. Also you can print the order confirmation page from the vendor’s website and sign and date this document once the property is received. Q: What document number is used for cell phones that are no cost? These transactions are seen on the phone bill - there is a cost but then a credit is given so, there is no cost. A: The document number should be the purchase order or contract number for cellphone purchases that are made on these types of acquisitions.

23. Questions & Answers Q:What is the time frame that an Error Notification report should be sent to the property contact after a new asset is created in Sunflower? A: Error notifications are sent within 24-48 hours of entry of new assets into Sunflower. Q: Do we need to put the s/n, model or any other information besides the date received and signature on supporting documents? A: Quality control is completed for all information uploaded into Sunflower. PPMB only requires the received date and signature/initials to be provided on the documentation.