Property Management Training

1. Property ManagementTraining April 2014

5. Parties Involved

6. Property Management Functions

8. Policies Governing Equipment at The University of Arizona

9. Policies Governing Equipment at The University of Arizona • Code of Federal Regulations (CFR) / Office of Management & Budget (OMB) • Title 2 CFR Part 215 (OMB Circular A-110)* • Title 2 CFR Part 220 (OMB Circular A-21)* • Title 48 CFR Part 45 – Federal Acquisition Regulations (FAR) • State of Arizona regulations • Arizona Revised Statues (ARS) • A.R.S. § 35-131 • A.R.S. § 41-701 • A.R.S. § 41-722 • Arizona Board of Regents (ABOR) • ABOR policy 3-801 and 3-802 • Property Management Manual • http://policy.fso.arizona.edu/pmm *Note: Effective December 26, 2014 Omni Circular (“Super Circular”) will be the authoritative guidance

10. Moveable Equipment

11. Moveable Equipment • Equipment must meet all of the following criteria to be considered moveable equipment: • Useful Life greater than one year, • Free Standing, • Movable or Portable, • Complete in Itself, and • Will not lose Identity when affixed to or installed in another asset Capital Non-capital • Acquisition Cost of $5,000.00 or greater • Asset Status: • A – Active & Identifiable • F – Federal-Owned Active • L – Lost • All are required to be tagged • Acquisition Cost between $1,000.00 and $4,999.99 • Asset Status: • N - Non-CapitalActive • Only specific categories of Non-Capital are required to be tagged

12. Moveable Equipment • Non-Capital Equipment Tagging • Required • Federal/Sponsor Titled Equipment (including less than $1,000, per terms and conditions of grant, contract, or agreement) • Vehicles (of any value) for insurance and titling purposes • Computers for State reporting requirements • Weapons and Firearms • Federal/Sponsor Funded Equipment per terms and conditions of grant, contract, or agreement • Optional • All other equipment that meet the definition of moveable equipment and are requested by the department

13. Moveable Equipment • Costs Associated with Moveable Equipment Included Excluded • Operating System Software • Example: Microsoft Windows • Initial installation • Initial Training required to operate the equipment • Freight • Shipping and Handling • Taxes (Sales Tax or Use Tax) • Application Software • Example: Microsoft Office • Maintenance Contracts (Extended Warranties) • Replacement Parts • Repairs and Maintenance (Servicing)

14. Moveable Equipment • Object Codes for Movable Equipment 5721 – NonCap Inventoried Equip Not-UA Owned 5720 – Non Capital Inventoried Equip-UA Owned For Expenses less than $5,000 5751 – Materials Fabrication – Not UA Owned For Expenses greater than $5,000 7760 – Capital Equipment - Other Owned For Expenses less than $5,000 5750 – Materials Fabrication – UA Owned For Expenses greater than $5,000 7610 – Agricultural Machines & Equipment 7620 – Data Processing Equipment  7630 – Educational Equipment 7650 – Household & Related 7660 – Medical Equipment 7670 – Office Equipment & Fixtures  7680 – Reproduction Equipment 7690 – Scientific Equipment 7710 – Shop/Construction/Maintenance - Equipment 7720 – Gasoline Powered Transportation Equipment 7721 – Alternative Fuel Transportation Equipment 7730 – Other Equipment Capital - University Owned Note: All object codes in 5XXX range will incur Indirect Cost (IDC) charges Capital - Non-University Owned Non-Capital - University Owned Non-Capital – Non-University Owned

15. Asset Categories

16. Asset Categories • Assets by Ownership • University Titled - Equipment owned by the University despite the funding source • Sponsor Titled - Equipment titled to a non-federal sponsor • Federally Titled - Equipment titled to a Federal sponsor • Assets by Construct • Purchased Capital - Equipment with acquisition cost of $5,000 or more that is ready for use and might require some assembly. Such assets are normally manufactured and assembled by an entity other than the University • Fabricated Capital - Equipment constructed by the University that at some point will exceed $5,000 in cost. Fabricated capital is manufactured by the University from purchased parts • Deliverable - Fabricated or purchased equipment that will be shipped to the sponsor at some point. Such equipment is not a University property but the University is responsible for it as long as it is in the University’s possession • Shell – Assets containing ONLY raw material that will be used in any current or future fabrication projects

17. Asset Categories • Deliverables are… • Equipment that is purchased or fabricated and will be delivered to a sponsor • Capital deliverables will have a ‘D’ tag • Non-capital deliverables will have an ‘N’ tag • Guideline concerning Deliverables • Principal Investigators (PI)s must request a tag number from Property Management prior to any purchases or work done to create the asset • The assigned tag number must be referenced in the body and notes section of all acquisition documents • The cost of a deliverable may consist of equipment, parts and supplies as well as work done by various workshops

18. Asset Categories Asset Information by Tag, Title, Status Code, Account and Agency Code * Note: All Agency Codes for 3 & 4 accounts are determined by the Sponsored Projects Services' Property Administrator ** Note: Non-capital equipment created before the capitalization limit change in 2002 have A-tags but have an Asset Status of ‘N’ *** Note: F-Tags are for FSO tracking purposes only and are not sent out to departments

19. UAccess Financials CAM and CAB

20. UAccess Financials CAM and CAB • What is CAM? • Capital Asset Management module • University’s official inventory system used to track and maintain records of Movable Equipment • What is CAB? • Capital Asset Builder module • Pending Transactions housed in CAB are fed from: • Purchasing and Accounts Payable (AP) • General Ledger (GL) documents • This module is used to process transactions for Capital Movable purchases into CAM to: • Create new assets • Modify the cost of existing assets

21. Asset Acquisition

22. General Ledger Asset Acquisition Adding Capital Equipment to UAccess Financials CAM Purchasing and Accounts Payable Requisition (REQS) Purchase New Equipment Individual One System Multiple Systems Add to Existing Modification Fabrication • Most Commonly Used • Internal Billing (IB) • P-card (PCDO) • Service Billing (SB) • Disbursement Voucher (DV) The Capital Asset Tab (REQS) functions differently from the Capital Edit Tab (GL)

23. Asset Acquisition Purchasing and Accounts Payable • CAB

24. Asset Acquisition Requisitions: Capital Asset Tab – System Selection Selection Expands the Tab

25. Asset Acquisition

26. Asset Acquisition Requisitions: Capital Asset Tab – System Selection

27. Asset Acquisition Requisitions: Capital Asset Tab – System Detail Enter notes related to the asset(s) Describe the System Quantity of Assets Manufacturer and Model # are Required

28. Asset Acquisition Requisitions: Capital Asset Tab – Location

29. Asset Acquisition Requisitions: Capital Asset Tab – Capital Asset Items

30. Asset Acquisition Requisitions: Capital Asset Tab – Multiple Systems Add the Campus Code, Building and Room Number; Model Number; Serial Number; and Responsible Person and specify what lines go together to make up each system Line 1 is one system. Lines 2 & 3 are a separate system.

31. Asset Acquisition Requisitions: Capital Asset Tab – Fabrication

32. Line Items must have a Quantity Building and Room Number must be valid Room Numbers are at least 4 characters (both alpha and numeric) and usually begin with ‘0’ Portable Assets have NO RM LC as room but we still need a building number Do not try to add the same asset number twice when modifying Click the add button to add the location For Capital Trade-Ins, don’t forget to check the box labeled “Assigned to Trade In”, on the line with the Trade-In asset. By checking this box, you’ll be able to input needed information for the asset being traded-In in the ‘Capital Trade In’ tab For Non-Capital Trade-Ins, please avoid filling up the ‘Non-Capital Trade In’ tab as currently it is advised not to be populated instead, reduce the amount of Trade-In from the actual line and make notation in the description Please refrain from keying in any information (even a single character) in any field that is not intended to be populated Don’t hesitate to add notes as they can be helpful at all times Always attach a copy of the Quote in which the document is based on since all numbers on the requisition need to be verified against it Note that the accounts used in the ‘Full Order Discount’ tab will be applied only against lines with the same object codes And above all, pick up the phone and call us if you have any questions Asset Acquisition Things to remember while creating a Requisition

33. Asset Acquisition Financial documents (General Ledger) processed into CAB

34. Asset Acquisition Other GL Documents • Other Documents with Capital Edit Tab • Distribution of Income and Expense (DI) • General Error Correction (GEC) • These Documents are mainly used to Correct Transactions that have already been entered into UAccess Financials • Year End Documents (YEDI and YEGEC) • Must be completed by date given to departments

35. Asset Acquisition Adding Non-Capital Equipment • Please provide the following by adding a note to the Notes Tab: • Quantity • Description • Manufacturer • Model Number • Serial Number • Responsible person • Building Number • Room Number • Attach Invoice Asset / Edit Tab Does NOT Exist For Non-Capital Purchases * Note: Providing us this information right away helps us to approve documents and mail out your property tags faster.

36. Asset Maintenance

37. Equipment Tagging

38. Equipment Tagging • Property Management sends tags for new assets (along with ‘Asset Inquiry’ sheets) to departments daily • Tags must be affixed to equipment in the most accessible spot for easy viewing and scanning • All Federally Titled equipment must also contain the ‘Property of the Federal Government Do Not Destroy’ tag • ‘Part of Tag #’ tags are issued for asset components • No tags are issued for Shell Assets (‘F’ tags) as they only contain raw material

39. Equipment Tagging • Certain equipment can be exempted from tagging due to: • Their size • Physical properties • Type of use • Location/Accessibility • Identifying information must be maintained by the department using the equipment • Records should be organized with tags attached • All related information must be easily accessible

40. Asset Search and Edit

41. Asset Search and Edit • Log in to UAccess Financials • Go to Main Menu

42. Asset Search and Edit Click Here

43. Asset Edit Mandatory: Always put the A- or N-tag in Description field & a brief explanation of change being made. Optional: Date Optional: Reason for change Editable by Asset Custodian

44. Asset Edit On-Campus OR Off-Campus Editable by Asset Custodian

45. Off-Campus Use of Equipment • Equipment taken off Campus must have the “Certification Statement for Off Campus Location/Use of Equipment” completed • A completed form must be… • Signed by the Department Head • Placed on file in departmental records • UAccess CAM must be updated with the new location information • This form is located in the Financial Services Office website (below link) under Forms section • http://www.fso.arizona.edu/capital-finance

46. Off-Campus Use of Equipment

47. Interdepartmental Transfers & Interdepartmental Sales

48. Interdepartmental Transfers Vs. Interdepartmental Sales Transfers Sales • Transfer of an asset(s) without exchange of funds • Two departments negotiate trade. • Contact Property Management & provide: • Proof of agreement by both parties • Receiving Department (Org Code) & account * • New location of asset • Tag Number(s) of asset(s) being transferred • Transfer of an asset(s) with exchange of funds • Two departments negotiate trade & price • Prepare a Transfer of Funds (TF) document • Contact Property Management & provide: • Proof of agreement by both parties • Receiving Department (Org Code) & account * • New location of asset • Tag Number(s) of asset(s) being transferred *Note: Account is for transfer purposes only, it is not used to charge the account or change the payment information

49. Transferring Equipment to the University of Arizona

50. Transferring Equipment to the University of Arizona • Principal Investigators (PIs)transferring to the University along with their equipment must present: • A letter of permission to bring along the equipment • A listing of equipment containing the following information: • Description • Acquisition (In-Service Date) date • Cost or Fair Market Value • Manufacturer • Model number • Serial number • Building and room number where the equipment will be located