EQUIPMENT TRACKING AND FABRICATION NCURA Region III 2008 Spring Meeting May 13, 2008 May 13, 2008.
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Transcript of EQUIPMENT TRACKING AND FABRICATION NCURA Region III 2008 Spring Meeting May 13, 2008 May 13, 2008.
EQUIPMENT TRACKINGEQUIPMENT TRACKINGAND AND
FABRICATIONFABRICATION
NCURA Region III 2008 Spring Meeting NCURA Region III 2008 Spring Meeting May 13, 2008 May 13, 2008
Topics of DiscussionTopics of Discussion
Equipment Tracking DefinedEquipment Tracking Defined
AU Policies And PracticesAU Policies And Practices
The Government’s PoliciesThe Government’s Policies
Fabrication DefinedFabrication Defined
Other University’s Policies and Other University’s Policies and PracticesPractices
EQUIPMENT TRACKINGEQUIPMENT TRACKING
DefinedDefined
Equipment Tracking Equipment Tracking
A process of ensuring that property acquired is, A process of ensuring that property acquired is, used, inventoried and maintained in accordance used, inventoried and maintained in accordance with contractual requirementswith contractual requirements
Data and paper management of property recordsData and paper management of property records
Tagging, coding, recording and permanent Tagging, coding, recording and permanent identification of purchaseidentification of purchase
Accounting for, coordinating, scheduling and Accounting for, coordinating, scheduling and performing an annual, centralized inventory of performing an annual, centralized inventory of university propertyuniversity property
Coordinating and scheduling dispositionCoordinating and scheduling disposition
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
Each department must have an Each department must have an Equipment Accountable OfficerEquipment Accountable Officer
Purchase requisitions are properly Purchase requisitions are properly coded as equipmentcoded as equipment
Item (s) are automatically fed from Item (s) are automatically fed from Purchasing System to Fixed Asset Purchasing System to Fixed Asset SystemSystem
Equipment is capitalized if it costs Equipment is capitalized if it costs $2,500 or more $2,500 or more
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
An article of nonexpendable, tangible An article of nonexpendable, tangible personal propertypersonal property
Has a valued life of at least one yearHas a valued life of at least one year
Equipment is given a property control Equipment is given a property control tagtag
Inventoried every two yearsInventoried every two years
All equipment purchased with contract All equipment purchased with contract or grant funds or on an associated cost or grant funds or on an associated cost share account must be approved by OSP.share account must be approved by OSP.
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
IIdentificationdentification
Each piece of capitalized equipment Each piece of capitalized equipment must have a university or must have a university or government identification taggovernment identification tag
Property Services provides tagsProperty Services provides tags
Some department may tag Some department may tag equipment in addition to Property equipment in addition to Property ServicesServices
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
IdentificationIdentification
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
IdentificationIdentification
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
IdentificationIdentification
Identification tags should not be Identification tags should not be removed, damaged or altered in any removed, damaged or altered in any way.way.
Tags should be uniformly locatedTags should be uniformly located
A Property Service representative will A Property Service representative will tag equipment when the invoice for tag equipment when the invoice for the purchase has been paidthe purchase has been paid
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
IdentificationIdentification
Information recorded in Property Information recorded in Property System after tagging includesSystem after tagging includes
Description of the EquipmentDescription of the Equipment
ManufacturerManufacturer
Model NumberModel Number
Serial NumberSerial Number
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
IdentificationIdentification
Vendor’s NameVendor’s Name
Purchase Order NumberPurchase Order Number
FOAP Number FOAP Number
Date of ReceiptDate of Receipt
Total PriceTotal Price
LocationLocation
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
AU’s Equipment Tracking PolicyAU’s Equipment Tracking PolicyPhysical Verification of InventoryPhysical Verification of InventoryA physical inventory of equipment is A physical inventory of equipment is performed at least once every two yearsperformed at least once every two years
Property Services supplies the Property Services supplies the Accountable Office with two copies of Accountable Office with two copies of most current equipment inventory most current equipment inventory reportreportThe department must physically locate The department must physically locate all equipment and confirm location and all equipment and confirm location and conditioncondition
AU’s Equipment Tracking PolicyAU’s Equipment Tracking PolicyPhysical Verification of InventoryPhysical Verification of Inventory
Each Accountable Office should Each Accountable Office should maintain a listing of departmental maintain a listing of departmental property.property.A completed copy of the inventory A completed copy of the inventory report must be returned to Property report must be returned to Property Services within 45 days of receiptServices within 45 days of receiptInventory reports must be dated and Inventory reports must be dated and signed by the Accountable Officer and signed by the Accountable Officer and department headdepartment head
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
Physical Verification of InventoryPhysical Verification of InventoryThe department The department mustmust provide provide documents supporting status documents supporting status changes to all equipmentchanges to all equipmentLate or not returned inventory Late or not returned inventory reports are subject to a penalty equal reports are subject to a penalty equal to 1% of the total inventory costs, to 1% of the total inventory costs, not to exceed $1,000, charge every not to exceed $1,000, charge every 30 days until report is returned30 days until report is returned
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
Physical Verification of InventoryPhysical Verification of Inventory
Excessive missing or unaccounted for Excessive missing or unaccounted for equipment will be reviewed by equipment will be reviewed by Property Services, department head Property Services, department head and Accountable Officer and findings and Accountable Officer and findings reported to the dean and/or vice reported to the dean and/or vice presidentpresident
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
Physical Verification of InventoryPhysical Verification of Inventory
A budget assessment equal to 30% A budget assessment equal to 30% of the book value (cost less of the book value (cost less accumulated depreciation) of missing accumulated depreciation) of missing equipment that is over two years old equipment that is over two years old and 100% of missing equipment that and 100% of missing equipment that is less than two years old will be is less than two years old will be assessed for unacceptable levels of assessed for unacceptable levels of missing equipmentmissing equipment
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
Physical Verification of InventoryPhysical Verification of Inventory
Written permission is required from Written permission is required from appropriate department head before appropriate department head before equipment can be removed from equipment can be removed from university premises.university premises.
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
Transfer and DispositionTransfer and Disposition
Equipment is sometimes transferred Equipment is sometimes transferred fromfrom
one department to anotherone department to another
Accountable Officer completes Accountable Officer completes Equipment Transfer Form-BO 80-01 Equipment Transfer Form-BO 80-01 before property is transferredbefore property is transferred
Form is sent to Property Services for Form is sent to Property Services for approvalapproval
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
Transfers and DispositionTransfers and Disposition
Equipment purchased by contracts Equipment purchased by contracts and/or grants, that is to be and/or grants, that is to be transferred outside of the university transferred outside of the university is dependent upon stipulations in the is dependent upon stipulations in the contract and grant and requires OSP contract and grant and requires OSP approvalapproval
AU’s Equipment Tracking PolicyAU’s Equipment Tracking PolicyTransfer and DispositionTransfer and DispositionWhen equipment is no longer useful orWhen equipment is no longer useful orneeded, departments may transfer it toneeded, departments may transfer it toProperty Services’ Excess and SurplusProperty Services’ Excess and SurplusProperty using form BO 80-01Property using form BO 80-01
Property Services will arrange for Property Services will arrange for equipment to be movedequipment to be movedWhen transfer is made the department When transfer is made the department relinquishes control of equipmentrelinquishes control of equipmentAn equipment Release Form is completedAn equipment Release Form is completed
AU’s Equipment Tracking PolicyAU’s Equipment Tracking PolicyTransfer and DispositionTransfer and DispositionAll requests to cannibalize equipment All requests to cannibalize equipment
mustmustbe approved by Property Servicesbe approved by Property Services
Equipment may be cannibalized when Equipment may be cannibalized when it is no longer operational, repairable it is no longer operational, repairable or obsoleteor obsoleteCannibalized equipment is removed Cannibalized equipment is removed from the university’s inventory record from the university’s inventory record with Form BO 80-01with Form BO 80-01
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
Transfer and DispositionTransfer and Disposition
In some instances property purchased In some instances property purchased underunder
a contract and/or grant may eventually a contract and/or grant may eventually revert title back to the grantor revert title back to the grantor
Property Services should be notified Property Services should be notified regarding disposition of property at regarding disposition of property at the end of the contract/grant periodthe end of the contract/grant period
AU’s Equipment Tracking PolicyAU’s Equipment Tracking PolicyFederal PropertyFederal Property
PI’s must maintain a separate and completePI’s must maintain a separate and complete
file of purchase orders and receiving reportsfile of purchase orders and receiving reports
for equipment acquired under each federalfor equipment acquired under each federal
projectproject
Equipment purchased under a federal Equipment purchased under a federal project should be tagged by Property project should be tagged by Property ServicesServices
AU’s Equipment Tracking PolicyAU’s Equipment Tracking Policy
Federal PropertyFederal Property
If title is to remain with the If title is to remain with the government, equipment is given a government, equipment is given a government identification tag with government identification tag with control numbers in the 40000 rangecontrol numbers in the 40000 range
Upon Completion of the award or if Upon Completion of the award or if property is no longer needed for property is no longer needed for project OSP requests disposition project OSP requests disposition instructionsinstructions
AU’s Equipment Tracking PolicyAU’s Equipment Tracking PolicyFederal PropertyFederal PropertyThe federal awarding agency has the The federal awarding agency has the
optionoptionof:of:
Approving use on another projectApproving use on another projectApproving transfer of title to the Approving transfer of title to the universityuniversityRequesting return of the equipmentRequesting return of the equipmentAuthorize sale of the equipment and Authorize sale of the equipment and reimbursement to the awarding agencyreimbursement to the awarding agency
AU’s Equipment Tracking PolicyAU’s Equipment Tracking PolicyFederal PropertyFederal PropertyAuburn University is subject to an auditAuburn University is subject to an auditof its equipment inventory standardsof its equipment inventory standardsadministered by The Office of Navaladministered by The Office of NavalResearch (ONR). These audits:Research (ONR). These audits:
Examine the records and procedures Examine the records and procedures maintained by the universitymaintained by the universityPhysically inspect equipmentPhysically inspect equipmentInterview university personnelInterview university personnel
AU’s Equipment Tracking PolicyAU’s Equipment Tracking PolicyReportingReportingInstitutions having contracts and/or grantsInstitutions having contracts and/or grantsthat are administered by ONR Universitythat are administered by ONR UniversityBusiness Affairs are required to submit anBusiness Affairs are required to submit anannual report of Government Titled annual report of Government Titled
PropertyPropertyto the funding agencyto the funding agency
Annual reporting should be for period Annual reporting should be for period ending September 30ending September 30
AU’s Equipment Tracking PolicyAU’s Equipment Tracking PolicyReportingReporting
DoD awards, property reports must DoD awards, property reports must be submitted no later than October be submitted no later than October 31 on DD From 1662 – “DoD Property 31 on DD From 1662 – “DoD Property In The Custody Of Contractor”In The Custody Of Contractor”NASA Property Reports must be NASA Property Reports must be submitted no later than October 15 submitted no later than October 15 on Form 1018 – “NASA Property In on Form 1018 – “NASA Property In The Custody of Contractors”The Custody of Contractors”
The Government’s PoliciesThe Government’s Policies
Government’s Equipment PolicyGovernment’s Equipment Policy
Property ManagementProperty Management
Per OMB Circular A-110, universities arePer OMB Circular A-110, universities are
required to required to
Perform a physical inventory that Perform a physical inventory that reconciles with the equipment records reconciles with the equipment records at least once every two yearsat least once every two years
Provide a control number to prevent Provide a control number to prevent theft, damage or loss of equipmenttheft, damage or loss of equipment
Government’s Equipment PolicyGovernment’s Equipment Policy
Property ManagementProperty Management
Per A-110, the asset system mustPer A-110, the asset system must
accurately maintain the following dataaccurately maintain the following data
DescriptionDescription
Manufacturer’s NameManufacturer’s Name
Serial NumberSerial Number
Model NumberModel Number
Government’s Equipment PolicyGovernment’s Equipment Policy
Property ManagementProperty Management
Source of fundingSource of funding
Acquisition dateAcquisition date
LocationLocation
Unit CostUnit Cost
Title determinationTitle determination
Government’s Equipment PolicyGovernment’s Equipment Policy
Special Purpose EquipmentSpecial Purpose Equipment
Per OMB Circular A-21, equipment Per OMB Circular A-21, equipment which is used which is used onlyonly for research, for research, medical, scientific or other technical medical, scientific or other technical activitiesactivities
Expenditures for special purpose Expenditures for special purpose equipment are allowable as direct equipment are allowable as direct charges with the approval of the charges with the approval of the sponsoring agencysponsoring agency
Government’s Equipment PolicyGovernment’s Equipment PolicyGeneral Purpose EquipmentGeneral Purpose EquipmentPer OMB Circular A-21, equipment, the Per OMB Circular A-21, equipment, the
useuseof which is not limited only to research, of which is not limited only to research, medical scientific or other technical medical scientific or other technical
activitiesactivitiesExamples include office equipment and Examples include office equipment and furnishings, reproduction and printing furnishings, reproduction and printing equipment, motor vehicles and equipment, motor vehicles and automatic processing equipmentautomatic processing equipment
Government’s Equipment PolicyGovernment’s Equipment Policy
General Purpose EquipmentGeneral Purpose Equipment
Expenditures for general purpose Expenditures for general purpose equipment are unallowable and equipment are unallowable and direct charges, except where direct charges, except where approved in advance by the approved in advance by the sponsoring agencysponsoring agency
Government’s Equipment PolicyGovernment’s Equipment Policy
Government PropertyGovernment Property
Government Furnished –Government Furnished –
A government owned asset furnished A government owned asset furnished to the university for utilization on a to the university for utilization on a specific program or projectspecific program or project
Government’s Equipment PolicyGovernment’s Equipment Policy
Government PropertyGovernment Property
Government Owned Government Owned
An asset acquired with government An asset acquired with government funds, whose title remains vested funds, whose title remains vested with the federal governmentwith the federal government
Government’s Equipment PolicyGovernment’s Equipment PolicyGovernment Funded PropertyGovernment Funded Property
An asset acquired with government An asset acquired with government funds, in accordance with the terms funds, in accordance with the terms and conditions of a government and conditions of a government grant or contractgrant or contractTitle or ownership of such property Title or ownership of such property may be vested with the university or may be vested with the university or the federal governmentthe federal government
Government’s Equipment PolicyGovernment’s Equipment PolicyGovernment Funded PropertyGovernment Funded PropertyWhen property is no longer needed for When property is no longer needed for
thethepurpose of the original project, the purpose of the original project, the
followingfollowingprocedures applyprocedures apply
Equipment with a fair market value Equipment with a fair market value less than $5000 may be retained, sold less than $5000 may be retained, sold or disposed of with no further or disposed of with no further obligation to the federal governmentobligation to the federal government
Government’s Equipment PolicyGovernment’s Equipment PolicyGovernment Funded PropertyGovernment Funded PropertyFor equipment with a current fair For equipment with a current fair
marketmarketvalue of $5000 or morevalue of $5000 or more
The university may utilize the The university may utilize the equipment in the project or program equipment in the project or program for which it was acquired as long as for which it was acquired as long as needed, whether or not the project or needed, whether or not the project or program continues to be supported by program continues to be supported by government fundsgovernment funds
Government’s Equipment PolicyGovernment’s Equipment Policy
Government Funded PropertyGovernment Funded Property
When the equipment is no longer When the equipment is no longer neededneeded
for the original project or program, itfor the original project or program, it
should be utilized in connection withshould be utilized in connection with
federal-sponsored activities in the federal-sponsored activities in the followingfollowing
orderorder
Government’s Equipment PolicyGovernment’s Equipment Policy
Government Funded PropertyGovernment Funded Property
Activities sponsored by the federal Activities sponsored by the federal awarding agency which funded the awarding agency which funded the original projectoriginal project
Activities sponsored by another Activities sponsored by another federal awarding agencyfederal awarding agency
Fabrication Fabrication
DefinedDefined
FabricationFabrication To construct by combining or assembling diverse, To construct by combining or assembling diverse,
typically standardized partstypically standardized partsHas a useful shelf life of more than one yearHas a useful shelf life of more than one yearIs made of material and components which Is made of material and components which cumulatively cost $2,500 or greatercumulatively cost $2,500 or greaterRequires creative efforts to design and Requires creative efforts to design and constructconstructMeets unique research specificationsMeets unique research specificationsIs a freestanding and complete functional entity Is a freestanding and complete functional entity Does not lose its identity when affixed to or Does not lose its identity when affixed to or installed in other propertyinstalled in other property
FabricationFabrication
Material purchases for the fabrication Material purchases for the fabrication must be maintained by project must be maintained by project personnelpersonnel
The sponsoring agency and OSP The sponsoring agency and OSP must approve any fabrication request must approve any fabrication request for sponsored researchfor sponsored research
Requisitions, purchase orders and Requisitions, purchase orders and invoices for components parts must invoices for components parts must reference the approved fabricationreference the approved fabrication
FabricationFabrication
Fabricated equipment will be Fabricated equipment will be properly tagged upon completion properly tagged upon completion
The fabricated equipment is added to The fabricated equipment is added to the department’s physical inventory the department’s physical inventory listlist
Any items purchased to upgrade or Any items purchased to upgrade or replace an existing fabrication should replace an existing fabrication should reference the property tag on the reference the property tag on the existing equipmentexisting equipment
FabricationFabricationWhen the fabricated items becomes When the fabricated items becomes obsolete or is no longer used and the obsolete or is no longer used and the department wishes to breakdown or department wishes to breakdown or dispose of the item Property Services dispose of the item Property Services must be notifiedmust be notifiedWhen the sponsored program is a When the sponsored program is a contract for the construction of a contract for the construction of a piece of equipment, ownership will piece of equipment, ownership will transfer to the sponsortransfer to the sponsor
Equipment Tracking Equipment Tracking andand
FabricationFabrication
Other UniversitiesOther Universities
Policies and PracticesPolicies and Practices
Equipment Tracking Equipment Tracking and and
FabricationFabricationClosingClosingValuable Web sites:Valuable Web sites:
Office of Naval Research (ONR) – Office of Naval Research (ONR) – www.onr.navy.mil/02/024/apr.aspwww.onr.navy.mil/02/024/apr.asp
DoD Manual for the Performance of Contract Property Administration DoD Manual for the Performance of Contract Property Administration www.dtic.mil/whs/directives/corres/pdf/41612m_1291/p41612m.pdfwww.dtic.mil/whs/directives/corres/pdf/41612m_1291/p41612m.pdf
Federal Property Management – Federal Property Management – www.access.gpo.gov/nara/cfr/waisidx_02/41cfv2www.access.gpo.gov/nara/cfr/waisidx_02/41cfv2
NASA – NASA – www.nasa.gov/offices/ocfo/refernces/ocfo_cntr_prop.htmlwww.nasa.gov/offices/ocfo/refernces/ocfo_cntr_prop.html
DOE – DOE – www.access.gpo.gov/nara/cfr/waisidx_04/41cfrv3_04.html#109-1www.access.gpo.gov/nara/cfr/waisidx_04/41cfrv3_04.html#109-1
Equipment Tracking Equipment Tracking and and
FabricationFabricationClosingClosingQuestions??Questions??
Valerie Morns-RigginsValerie [email protected]@auburn.edu
(334) 844-5909(334) 844-5909