Property Inventory 101 Presented to: Information Tech. Services March 20, 2008 Robin Cabral Cindy Capperella

Plant Assets Land Buildings Improvements Other Than Buildings (IOB) - Roads, parking, sidewalks - Usually called Infrastructure and

Equipment Both Moveable and Fixed –Moveable or easily transported from place to place –Fixed normally attached to the building and would take significant means to move the item (lab benches, fume hoods, etc.)

Get IBIS Access to: Property Inventory System (Equipment) - M2PI - menu for equipment - ITAG – function to see individual tag numbers - M3PB – menu for equipment - 17 Browse Screens Facilities System (Buildings & IOB) -M3BL – menu for buildings and IOB -IFBD – function to see individual building number -IFAR – function to see individual addition/renovation to a building number -BFBD – browse by building code -BFBL – browse by building number

What is equipment? Single item that: –Has a value of $5000 or more and –useful life of two (2) or more years.

Equipment Descriptions: Basic tag number is 8 numerical bytes and 1 alpha byte. Example: Computer ACost On The alpha byte is not a real tag, it is part of the main equipment item. If it states:

Descriptions: Cost On = multiple funds purchased item or it was paid over multiple fiscal years Trade In = a tagged item was traded in and there was net value left on the traded in item.

Descriptions (Continued): Upgrade = the main item was upgraded Accessory = items that add value, usually purchased to aid in the usage of the item

Object Classification Codes (OCC) you need to know: Software (Non-Capital) Less than $100,000 License Fees (usually multiple users) 716 – Software (Capital) More than $100,000 Example – Oracle (Basic charge; usually doesn’t include user charges)

Computer OCC: 480 – Computer & Accessory Equipment Non-Capital Costs Less than $5, – Computer & Accessory Equipment Capital Costs $5,000 or more

Computer consists of: CPU Monitor Keyboard Mouse Cabling Internal items such as memory, boards, etc. Initial operating software

Items not considered a computer: Printer External disk drive Scanner External storage drive Video Camera Optional software

Non-Capital Equipment OCC: 455 – Items less than $1, – Items more than $1,000 but less than $5,000 Both these codes are non-computer equipment. Examples: Adding machines Automatic staplers Office Furniture

Note Pad Area Please utilize the note pad areas on documents to tell Property Inventory: Tag number of item being traded-in Tag number of item being upgraded Pertinent information to help us find the item Special circumstances…such as Sponsor requires all equipment items over $2500 to be tagged.

Disposing of Equipment “DISP” on IBIS or Form GF6.2 Verify Ownership – You can only dispose of equipment that is University Owned Verify that the equipment is in your Administrative Area Send forms to Property Inventory after required signatures; we send them to Salvage List the tag or serial number Send forms for stolen items

Procedures to review: CR2019 – Accounting for Capital Equipment CR2055 – Pre-acquisition Screening & Shared Use of Federally Funded Capital Equipment CR2068 – Property Inventory Depreciation & Usage Fee Guidelines BS2011 – Salvage & Surplus Operations Including Sales Store Property Section in GURU Appendix 9 (Object Classification Codes)