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Property Management Office of Business Financial Department Presents: Accountable Property Officer Online Responsibility Training and Certification APO.

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Presentation on theme: "Property Management Office of Business Financial Department Presents: Accountable Property Officer Online Responsibility Training and Certification APO."— Presentation transcript:

1 Property Management Office of Business Financial Department Presents: Accountable Property Officer Online Responsibility Training and Certification APO CERTIFICATION 1 Press the forward button at the bottom of each slide to advance

2 APO CERTIFICATION PREREQUISITES: APO CERTIFICATION 2  Asset Representative Role Responsibility (optional)  Capital Asset Equipment Inventory  APO Certification  Disposition of CSU supplies and equipment  CAM (Processor) Document Training  DPC Certification (recommended)  CAM/CAB Financial Document Training (recommended) Press the forward button at the bottom of each slide to advance

3 LIFECYCLE OF AN ASSET DPC CERTIFICATION 3 Purchase Decal Movement Maintenance Inventory Utilization Disposition Press the forward button at the bottom of each slide to advance

4 WHO IS THE ACCOUNTABLE PROPERTY OFFICER (APO) APO CERTIFICATION 4 This is the individual who is accountable to the Provost Office for compliance with Federal, State, and CSU policy and procedures This person would be: President or Chief Officer Dean of the College Chair or Department Head Controller or Director Chief of Police Press the forward button at the bottom of each slide to advance

5 DEFINITION OF ROLES APO CERTIFICATION 5 The term Officer s refers to the President, other Officers of the University, and Officers of the Administration. The President is the chief Officer of the University responsible for compliance of all University fiscal matters with applicable policies, laws, and regulations. Other Officers of the University include the secretary, treasurer, and university counsel. Each of these positions has specific functional reporting responsibilities to the Board. These positions are entrusted with fiscal responsibility to the President for their assigned Organizational Units as well as for their Functional Area of Responsibility. Officers of the Administration are those individuals who hold the title or interim/acting title of vice president, provost, associate vice president, assistant vice president, vice provost, associate vice provost, associate university counsel, and deans of the schools, colleges, and libraries. Department Heads, Chairs (or equivalent position titles) are the principal administrators of the school or college’s departments, and are accountable to the Deans. Directors (or equivalent position titles) are the principal administrators of Organizational Units, such as institutes, centers, and administrative departments, accountable to an Officer of the Administration (or other Fiscal Principal ). With these appointments, Chairs and Directors (or equivalent position titles) are entrusted with fiscal responsibility for their assigned Departments or Organizational Units. Under federal regulations, each Sponsored Project has an identified Principal Investigator or faculty member charged with the responsibility for the administration and fiscal oversight of the Sponsored Project. With these appointments, Principal Investigators (or other faculty members) are entrusted with fiscal responsibility for their assigned Sponsored Project. Press the forward button at the bottom of each slide to advance

6 HIERARCHY OF FISCAL ACCOUNTABILITY APO CERTIFICATION 6 President or Chief Officer of the University Provost, Vice Provosts, Vice Presidents, Associate or Assistant Vice Presidents, and Deans Directors and Department Heads (Chairs) Principal Investigators College Business Officers, Department Administrators or equivalent Fiscal Managerial Staff Employees Press the forward button at the bottom of each slide to advance

7 FINANCIAL MANAGEMENT PRACTICES APO CERTIFICATION 7 University operations are organized into Organizational Units that develop and execute strategic and tactical plans to carry out the University's mission and achieve its objectives. These units obtain and utilize resources, the financial impact of which is accumulated and summarized in the University's financial records. Financial records are an important management tool, used to both measure and monitor the acquisition and use of resources. Sound financial management practices, the State of Colorado statutes and fiscal rules, and federal regulations require the University to implement fiscal policies and procedures that: Reasonably ensure the fiscal impact of University operations is planned, controlled, and accurately accounted for in the University's financial records; Reasonably ensure Fiscal Transactions comply with applicable policies, laws, regulations, and rules; contracts, grants, and donor restrictions; and generally accepted accounting principles; and Require an Internal Control environment to accomplish the above two objectives. Press the forward button at the bottom of each slide to advance

8 FIDUCIARY RESPONSIBILITY APO CERTIFICATION 8 The University has a fiduciary responsibility to fulfill its overall mission ethically and in compliance with applicable policies, laws, regulations, and rules, and contracts, grants, and donor restrictions. Accordingly, the University is obligated take reasonable actions to ensure that: University funds are used only for official University business; University funds are accounted for accurately in the University's financial records Press the forward button at the bottom of each slide to advance

9 INTERNAL CONTROLS APO CERTIFICATION 9 The University maintains Internal Control s, which strive to accomplish the following objectives:  Protection of assets, such as facilities, data, equipment, supplies, inventory, accounts receivables, and cash (including checks and credit card payments), from unauthorized access or theft;  Adequate authorization and record-keeping procedures to achieve accuracy and reliability of accounting data and other management information;  Promotion of operational efficiency and effectiveness;  Reasonable compliance with all applicable policies, laws, regulations, and rules, as well as contracts, grants, or donor restrictions;  Proper segregation of duties so that no one controls all phases of a transaction (except, in rare instances, where a waiver of segregation has been granted in writing by the appropriate campus Controller due to the implementation of adequate compensating controls); and  An effective process of continuous assessment and adjustment for any changes in conditions that affect the Internal Control s. Press the forward button at the bottom of each slide to advance

10 WHAT IS THE APO RESPONSIBLE FOR? APO CERTIFICATION 10 Responsible for physical possession and control of all equipment entrusted to the activities within their respective unit; Financially liable for loss or damage to inventory that results from negligence or failure to exercise reasonable care to safeguard, maintain, and service inventory; Ensuring unit employees are trained on their property responsibilities; Establishment of inventory management procedures within their unit in compliance with all state/federal regulations, System policies, and CSU Financial Procedure Instructions (FPI); Establish schedule for equipment maintenance and entering notation in property records; and APO is obligated to notify DPC and the Property Management Office of any change in status of the departments’ asset portfolio. Press the forward button at the bottom of each slide to advance

11 WHAT IS THE APO RESPONSIBLE FOR? (CONT) APO CERTIFICATION 11 Timely transfer to Surplus Property Department, of equipment no longer needed or utilized; Timely notification of lost or stolen equipment to Property Management; Physical verification and certification of current inventory on biennial basis; Management of equipment on loan or loaned out; Physical verification of assets assigned to terminating employees to ensure proper reassignment, transfer or disposal of all pertinent inventory; and Fiscal policy requires the APO to sign the capital asset inventory certificate results and any action plan or documentation required if the unit has not met the minimum requirements. Press the forward button at the bottom of each slide to advance

12 WHAT RESOURCES ARE AVAILABLE TO THE APO? APO CERTIFICATION 12 The APO has the authority to designate one or more DPC’s to act on their behalf in matters relating to property management both capital and non- capital. See Financial Procedure Instructions The APO has the authority to appoint authorized signers for the proper handling and disposition of non-capital property Find forms and tools at Press the forward button at the bottom of each slide to advance

13 PROPERTY RESPONSIBILITY HIERARCHY APO CERTIFICATION 13 Press the forward button at the bottom of each slide to advance Department Head Asset Representative Asset User Principal Investigator DPC Property Management Office

14 HOW IS THE DPC ROLE ASSIGNED? DPC CERTIFICATION 14 The DPC (Department Property Contact) is assigned by the APO (Accountable Property Officer) to assist in the day to day management of Capital, Non-Capital, and Control Assets throughout the department/unit. While the DPC becomes the primary contact for the Property Management Office and the Surplus Property Department, this role does not reduce the financial and legal accountability and taxpayer/sponsor obligations of the APO APO can assign signers for property disposition by downloading and mailing in an original “Property Accountability” signer sheet Press the forward button at the bottom of each slide to advance

15 WHO CAN BE AUTHORIZED AS A DPC? DPC CERTIFICATION 15 Any Colorado State University non-temporary, salaried, State Classified, Administrative Professional or General Faculty employee (including faculty on transitional appointment) may serve as a Capital Asset Management (CAM) Processor and Department Property Contact (DPC). Individuals with other types of appointments (e.g., temporary, non-salaried, and/or retired) are not eligible. Graduate Research Assistants and Post-Doctoral are considered temporary, non-faculty appointments and will not be approved for the CAM or DPC role, and should not be listed as the Asset Representative for any capital asset. (OSP PI Manual - Section V – Page 1 of 13) Press the forward button at the bottom of each slide to advance

16 WHO IS THE DEPARTMENT PROPERTY CONTACT (DPC)? DPC CERTIFICATION 16 The DPC is someone: Familiar with the equipment being used in the department unit In regular contact with the Asset Representatives With the ability to ensure departmental training and property training modules are reviewed upon hire and periodically thereafter With authority to enforce applicable policy and procedures within the department Fluent in regulations and procedures needed to stay in compliance with CSU, State, and Federal policies for the management of property Who should have the time and ability to make regular adjustments to the capital asset property record in order for the record to correctly reflect current location, status, and user Press the forward button at the bottom of each slide to advance

17 CONSEQUENCES OF NON-COMPLIANCE APO CERTIFICATION 17 Failure to comply with Federal, State or CSU policies, procedures or regulations could result in: Annual or biannual inventory audits Mandatory training for faculty and staff Loss of funding Financial recompense Legal prosecution Press the forward button at the bottom of each slide to advance

18 CERTIFICATION APO CERTIFICATION 18 I have read and understand the responsibility appointed to me for the management of Capital Asset property in my care within my department unit I acceptI decline

19 Accountable Property Officer Online Responsibility Training and Certification Presented by Property Management Office of the Business Financial Services Department For additional online training modules see “training” APO CERTIFICATION 19


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