91社区

The purpose of property accounting is to:

• Tag newly purchased capital equipment with a "Property of 91社区" label, which includes an individual number.
• Enter capital equipment into the Fixed Asset Control System. This process includes inputting information regarding the responsible person, total cost, university account number, vendor name, building, and room number. If possible, the serial number, manufacturer name, model number, purchase order number, and/or the check voucher number are listed.
• Conduct an inventory with the department's assistance on a yearly basis.
• Perform routine spot checks throughout the year.
• Pass annual audits, including those conducted by university auditors and the State Board of Account Auditors.

Capital Assets

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.聽

If an item has been paid for and qualifies as a tagable item, the control coordinator should be contacted and a label will be made and put on the item. Contact the Business Office.

Inventory Process

The University inventory is conducted annually and consists of the Buyer/Fixed Asset Coordinator producing reports of capital items. These reports are used to conduct a physical inventory of fixed assets.聽

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.聽

Once the physical inventory is completed, 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.聽

Results of the inventory are kept for auditors to review.

Transfer or Disposal of University Property

This policy is described here in detail to provide a method of properly redistributing or disposing of obsolete or unusable assets owned by the University. When an item is no longer wanted or needed by a user department, the department should perform two tasks: contacting Distribution Services or IT to schedule physical removal of the item, as well as then contacting the property accounting coordinator.

Whether to contact Distribution Services or IT will depend on the nature of the item needing redistributed or disposed. If IT is the appropriate contact, please visit the . Including model and/or serial numbers of the items in question will aid in this process. The following is a general list of items that will be handled by IT:

• • Laptops & Desktop computers
  • Monitors
  • Printers & Scanners
  • Audio/Visual electronic equipment (including items such as projectors)
  • Servers
  • Network Switches
  • Data Storage devices
  • Other miscellaneous electronic equipment

Most assets owned by the University that need redistributed or disposed will likely be handled by Distribution Services. Redistribution can be a pre-determined transfer agreement with another department or can be delegated to Distribution Services and an attempt will be made to find a new use for the asset under a different department. If assets cannot be used at the University, it is possible they may be sold or donated to charity. You can access and complete Distribution Services forms and service requests here.

If an item needs to be moved, stored, or disposed of, the property accounting coordinator must be contacted. A web form is available for this purpose. You can complete the Equipment Transfer/Disposal Request form online. Once the form is completed, received fiscal agent approval, and is sent, it will automatically go to the property accounting coordinator. If you have any questions, please contact the property accounting coordinator.

Property Policy

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.聽

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 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.聽

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 Equipment Transfer/Disposal Request form聽is required for this purpose. The form can be completed online.

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.聽

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:

1. The property is to be used for University purposes only and not for the employee's own or another's personal gain,
2. Such use shall not impair existing programs of the University,
3. The property will be returned in satisfactory condition, and the user assumes all liability for repair and/or replacement costs of any property not so returned (liability to be determined by the department),
4. In the event of an extended absence, the user shall make arrangements for the return of the property,
5. The University may recall the property immediately, with the expressed knowledge of the approving authority.
6. Once the equipment is returned to an on-campus location, the same Equipment Off-Campus Transfer Request form should be submitted with the new location, etc.
7. Upon notification of resignation, retirement, or termination from the University, the employee agrees to return the equipment immediately.