Property Inventory 101

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Property Inventory101

• Presented to
• Information Tech. Services
• March 20, 2008
• Robin Cabral
• Cindy Capperella

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Plant Assets

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

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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.)

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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

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What is equipment?

• Single item that
• Has a value of 5000 or more and
• useful life of two (2) or more years.

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Equipment Descriptions

• Basic tag number is 8 numerical bytes and 1 alpha
  byte.
• Example 00123456 Computer
• 00123456A Cost On
• The alpha byte is not a real tag, it is part of
  the main equipment item. If it states

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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.

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Descriptions (Continued)

• Upgrade the main item was upgraded
• Accessory items that add value, usually
  purchased to aid in the usage of the item

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Object Classification Codes (OCC) you need to
know

• 452 - Software (Non-Capital)
• Less than 100,000
• License Fees (usually multiple
  users)
• 716 Software (Capital)
• More than 100,000
• Example Oracle (Basic charge
• usually doesnt include user
  charges)
  

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Computer OCC

• 480 Computer Accessory
  Equipment
• Non-Capital
• Costs Less than 5,000
• 751 Computer Accessory Equipment
• Capital
• Costs 5,000 or more

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Computer consists of

• CPU
• Monitor
• Keyboard
• Mouse
• Cabling
• Internal items such as memory, boards, etc.
• Initial operating software

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Items not considered a computer

• Printer
• External disk drive
• Scanner
• External storage drive
• Video Camera
• Optional software

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Non-Capital Equipment OCC

• 455 Items less than 1,000
• 459 Items more than 1,000 but less
  than
  5,000
• Both these codes are non-computer equipment.
• Examples
• Adding machines
• Automatic staplers
• Office Furniture

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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 circumstancessuch as Sponsor requires
  all equipment items over 2500 to be tagged.

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Disposing of EquipmentDISP 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

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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)