COUNTY OF RIVERSIDECOUNTY OF RIVERSIDEOFFICE OF THE AUDITOR-CONTROLLEROFFICE OF THE AUDITOR-CONTROLLER

Capital Assets – Annual Certification

April 20, 2006

Presentation AgendaPresentation Agenda

Introduction - Hank Johnson

Annual Capital Asset Certification

Certification Letter - Hank Johnson

Public Query - Don MacKinnon

PeopleSoft Asset Management - Don MacKinnon

Annual Capital Asset Certification 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

Annual Capital Asset Certification Annual Capital Asset Certification

SPM Form

AM-1 - Inventory of County PropertyAM-2 - Authorized Signature for Capital Assets CertificationAM-3 - Contact for Capital AssetsAM-4 - Capital Asset Listing CorrectionsAM-5 - Capital Asset Form

(Acquisition, Betterment & Modifications)AM-6 - Capital Asset TransferAM-7 - Capital Asset Disposition

SPM Forms are available at the ACO web sitewww.auditorcontroller.org

Annual Capital Asset CertificationAnnual 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”

Annual Capital Asset CertificationAnnual Capital Asset Certification

Using the standard Capital Asset Physical Using the standard Capital Asset Physical Inventory public queryInventory public query

- Path- Query Contents

Annual Capital Asset CertificationAnnual Capital Asset Certification

Capital Asset Physical Inventory QueryCapital Asset Physical Inventory Query

Annual Capital Asset CertificationAnnual Capital Asset Certification

Capital Asset Physical Inventory QueryCapital Asset Physical Inventory Query

Annual Capital Asset CertificationAnnual Capital Asset Certification

Capital Asset Physical Inventory QueryCapital Asset Physical Inventory Query

Annual Capital Asset CertificationAnnual Capital Asset Certification

Capital Asset Physical Inventory QueryCapital Asset Physical Inventory Query

PeopleSoft Asset Management (AM)PeopleSoft Asset Management (AM)

Adding Assets

Depreciation Calculation

PeopleSoft Asset Management (AM)PeopleSoft Asset Management (AM)

Adding Assets

- Manual Method- Interface Method

- Advantages vs Disadvantages

PeopleSoft Asset Management (AM)PeopleSoft Asset Management (AM)

Manual Method– Capital Leases– Constructed Assets– Donated Assets

Interface Method

• Purchased Assets• Non-Capital Assets

PeopleSoft Asset ManagementPeopleSoft 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

PeopleSoft Asset ManagementPeopleSoft Asset Management

Interface Method (Continued)

• Step 1

• Mark Asset Check Box and select Profile ID on AP Voucher

PeopleSoft Asset ManagementPeopleSoft Asset Management

PeopleSoft Asset ManagementPeopleSoft Asset Management

PeopleSoft Asset ManagementPeopleSoft Asset Management

Interface Method (Continued)

• Step 2

• Mark Auto Approve Status Check Box

PeopleSoft Asset ManagementPeopleSoft Asset Management

PeopleSoft Asset ManagementPeopleSoft Asset Management

Interface Method (Continued)

• Step 3

• Change Useful Life and Save

PeopleSoft Asset ManagementPeopleSoft Asset Management

PeopleSoft Asset ManagementPeopleSoft Asset Management

Interface Method (Continued)

Easy as 1-2-3

PeopleSoft Asset ManagementPeopleSoft Asset Management

Interface Method (Continued)

• Advantages

• Disadvantages

PeopleSoft Asset ManagementPeopleSoft 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

PeopleSoft Asset ManagementPeopleSoft Asset Management

Disadvantages• None

PeopleSoft Asset Management (AM)PeopleSoft Asset Management (AM)

Depreciation Calculation

- Calculated Monthly- Journal Generated to GL- Supplemental Ledgers

GOV_AC_GRP (Governmental Fund)PROP_CP_AS (Proprietary Fund)

Contact List for Capital AssetsContact List for Capital Assets

Henry Johnson (951) 955-3821 hjohnson@co.riverside.ca.us

Beverly Markwardt (951) 955-3886bmarkwar@co.riverside.ca.us

Don MacKinnon (951) 358-6319 dmackinn@co.riverside.ca.us