Lower Level of the Orr Center
The purpose of property accounting is to:
Individual items that are valued at $5,000 or greater are generally tagged. Exceptions include University vehicles, grounds equipment, cleaning equipment, furniture, etc.
Systems that have a total value of $5,000 or greater are tagged. For example, a computer includes the CPU, monitor, keyboard, and mouse. Printers are considered separate units.
Individual items valued under $5,000 are not generally tagged. Exceptions include any item that is on the University Maintenance Pool.
Tagging an Item
An item is normally tagged once it has been paid for by the Accounts Payable Department. There is an asset report that the control system coordinator receives twice monthly.
If an item has been paid for and qualifies as a taggable item, the control coordinator should be contacted and a label will be made and put on the item. Contact the property accounting coordinator.
The University inventory is conducted annually and consists of the Buyer/Fixed Asset Coordinator producing reports of capital items. These reports are sent to the "responsible person," where the asset is located in each University department.
Capital assets are separated into three sections: Items valued (1) $5,000 to $7,500, (2) $7,500 to $10,000 and (3) $10,000 and greater.
Once the reports are returned to the coordinator, necessary changes are made. The changes normally consist of new locations, added items, disposed items, sold items, or items in storage. The coordinator makes necessary changes on the Fixed Asset Control System.
Results of the inventory are kept for auditors to review.
Transfer or Disposal of University Property
This policy is to provide a mechanism to relieve or redistribute University surplus or unusable assets . When an item no longer is wanted by a user department, the department contacts Procurement for instructions regarding disposition of the item. The Procurement Office will attempt to redistribute the item within the university. Should it be determined there is not a need for the item within the university, it may be sold or traded outside the University as outlined below:
Upon the Director of Procurement's signature, release assets to public agencies or non-profit organizations. Unusable property or parts that cannot be sold for junk or disposed of as listed above, will be properly discarded by the department following Procurement instructions for disposal or by the Procurement Department. The objectives of these procedures will be:
If an item needs to be moved, stored, or disposed of, the control coordinator must be contacted. An email form in Microsoft Outlook is available for this purpose. To access this form, click on Tools, choose form, and the form labeled "Equipment Transfer/Disposal Request." Once the form is completed, received fiscal agent approval, and is sent, it will automatically go to the control coordinator. If you have any questions, please contact the coordinator.
The University will maintain fixed assets in accordance with GASB 34/35, which requires that not-for-profit organizations depreciate their fixed assets. Fixed assets are defined as items of both real property (land, buildings and improvements) and personal property (equipment) which will be recorded as assets within the plant fund section of accounts. Property having historical significance will not be depreciated.
The Business Office uses administrative software developed by SCT to track individual capital items.
To be capitalized, personal property, here after referred to as equipment, will have a useful life of more than two years and an acquisition cost of more than five thousand dollars ($5,000). See the attached schedule for equipment types and useful life. Other items, which do not meet these two tests, may be tracked but will not be capitalized. Repairs to a capital asset may also be capitalized if they extend the life of the item beyond that originally established.
Real property will be capitalized during year-end closing of the fiscal year of acquisition. Real property assets, which are classified, as buildings will be divided into four functional units each with a unique useful life. Those units are:
Improvements to real property (sidewalks, roadways, etc.) will also be capitalized and will have a fifteen (15) year useful life.
The construction of real property will be recorded in unexpended plant funds and will not be capitalized until the project is completed. These accounts will be maintained by project year rather than by fiscal year. During year-end closing, construction expenditures made during that year will be recorded as 'construction in progress.' Each construction in progress project will be capitalized when the project is completed.
Off Campus Use of Capital Equipment
The employee using property away from campus or an officially officially designated work location by an employee must be approved by the college dean or department's financial manager. This off campus use and approval thereof must be in writing or maintained electronically, and the document must remain on file with the approving authority until the property is returned in satisfactory condition.
This documentation must be available for review during an audit, and is to be reviewed for renewal at least annually by the approving authority. The Microsoft Outlook form titled "Equipment Off-Campus Transfer Request" is required for this purpose. The form is located in Microsoft Outlook by going to Tools, Forms, Choose Form, and then selecting the Equipment Off-Campus Transfer Request form.
The user will be required to send an update of the status of use per 6 month period. This will help identify if the equipment should be returned to campus.
The employee using property away from campus or an officially designated work location agrees to the following provisions, regardless whether the document they sign specifies the provisions or not: