part 4 of 4. select your search criteria then click “ok”
TRANSCRIPT
Capital Asset Management (CAM) Processor Training
ASSET MANAGEMENT REPORTS
Part 4 of 4
Capital Asset Management tools• 3-4 Assets on Loan report• 5-6 Federal Property Maintenance report• 7 Sponsor owned equipment report• 8-13 Jasper Inventory Report• 15-16 Property Declaration Form• 17-18 Inventory Action Plan• 19 Capital Asset Checklist• 20-21 Property Accountability Authorized Signers • 22-30 EACR
Assets on Loan report• Generated monthly and sent to the DPC and Asset
Representative for all assets with loan dates due in the current month• Requiring action on the part of the DPC prior to the
loan expiration date to maintain audit compliance
See “CAM Edit Documents” under CAM training for instructions on how to enter the requested Loan information
Loan report• This is a system generated email to inform you that there are outstanding loan
documents in Kuali that have expired already or will expire by the end of this month for your department. The attached report details the assets with expiring loans. Please review the attachment and submit a document to either renew the loan or return the asset to campus. Please contact your Inventory Specialist by replying to this email or calling Mack Freestone at 491-1358 or Rachel Drenth at 491-1045 with any questions or concerns. We appreciate you keeping your asset records up to date!
Federal Property Maintenance report• Generated quarterly and sent to the DPC and Asset
Representative for all Federally owned assets requiring maintenance to remain compliant with original Federal Contract• Requiring action on the part of the CAM processor
prior to the Maintenance record due date• Can have a negative effect on existing and future
contracts granted to CSU if not recorded
See “CAM Edit Documents” under CAM training for instructions on how to enter the maintenance data
Federal Property MaintenanceThis is a system generated email to inform you that Federal Acquisition Regulation (FAR) part 52.245-1, “Government Property,” requires stewards of federal property to have a property maintenance program in place to enable the identification, disclosure, and performance of normal and routine preventative maintenance and repair of federal property. Departmental custodians, such as Principal Investigators (PI), are responsible for ensuring maintenance is performed on their capital assets. This email is intended to make you aware that there is a central location within the Kuali Capital Asset Management (CAM) Database to record maintenance and repair history for capital assets. If you are receiving this email there is Federal or Conditional titled equipment listed within your Department and you are either the responsible party listed on the asset record or the Department Property Contact (DPC) for your Department. Please review the attached report which details the assets with FED or COND title on an active 53 account. Also attached are document instructions for the Repair History tab on the asset record. This is where maintenance can be entered on the asset record. Please contact the Property Management Office at 491-2040 for any help updating your asset record. Please contact your Senior Research Administrator with any questions or concerns about the contract, grant, or agreement. If you are no longer the responsible party for this equipment or the DPC for the Department please contact the Property Management Office in order to update the information that is on file. We appreciate you keeping your asset records up to date!
Bi-Annual sponsor owned equipment report• Sent by Debra Ellison of the PMO to Asset
Representative for all equipment titled to an outside organization or institution and on loan to CSU for a designated time• Requiring action on the part of the Asset
Representative or the DPC prior to the loan expiration date
Jasper inventory report• Available to all Campus for the review of capital assets• Can be sorted for any application• Should be pulled annually for the review of capital
assets under your responsibility• Should be pulled at the beginning of your inventory
cycle to prepare for the equipment audit• Can be pulled to verify assets assigned to Reps that
may be leaving the University
Inventory Report• From the PMO webpage• Navigate from the main
CSU page under “P” then Property Management
• In the Reports section you can choose either Excel or PDF format
Inventory ReportYou can select any combination of criteria to search• Organization
(department)• Building/Room• Asset
Representative• Etc.
Select your search criteria then click “OK”
• This PDF report has been pulled based on Organization
Inventory Re
port
Organization code
• This Excel report has been pulled based on Asset Representative
Inventory Re
port
EXCE
L
Asset Representative
*Note* this Rep has assets in 3
different buildings
• Click the report tool to export the document• Click the menu tool
to return to the criteria selection fields
Property Forms• Add Equipment = acquired property
declaration form• Property Accountability = property
management delegates within department• Capital Checklist = worksheet for
determining capital status on new orders• Inventory Action Plan = for
department below the minimum requirements for inventory found• EACR = disposition of non-capital
property
Property Declaration form• Any equipment acquired through donation,
abandonment or other non monetary means must be reported to Advancement https://advancing.colostate.edu/media_wrap.asp?document_id=8• Use the following worksheet to declare any property
acquired
Property Declaration• List any property with a
potential value exceeding the $5000 threshold.• Some property may need
to be appraised for value • You can choose to have
your property appraised by a member of the Surplus Department or a certified 3rd party
Inventory Action Plan• Any equipment due for write off (retirement as lost)
must have a departmental action plan outlining the process put into place in order to avoid loss of University assets• Any capital asset equipment audit below the State
established minimum requirement will require an action plan outlining the process put into place in order to avoid loss of University assets
Inventory Action Plan• The action plan will be
filed along with the department inventory results• Failure to comply with
State and Federal guidelines can result in:• Loss of funding• Negative publicity for the
University• Monetary recompense
Capital checklist• This form provides some
guidance on purchasing assets that are confusing or convoluted. It can help to get it right the first time reducing the need for declined docs or GEC’s down the line• Use and attach this form
to all requisitions
Property accountability signer form• Record of Accountable Property Officer (APO) aka the
Head of the Department• Record of appointed Department Property Contact
(DPC)• Record of signers authorized to dispose of non-capital
property- EACR form signatures (to the Surplus Property Department)
PAAS• Use this form to
designate the individuals within the department with authority to manage capital assets and disposition non-capital property
Equipment Accountability Change Request• Record of disposition for all property acquired by CSU • to track and manage life cycle of property as required
by State and Federal Fiscal regulations• to prove correct data sanitation procedures are
followed for University assets
EACR• The form
is not complete until all 7 fields are entered
EACR• Type of
disposition being requested
EACR• Departme
nt information for tracking, pickup, reallocation, and charge back
EACR• Chemical,
Biological, Radioactive, materials require special handling• Data containing
devices and electronic waste have specific State and Federal regulations for their disposal procedures
EACR• Please fill in
every line
EACR section 6=Property Details
The reason for the EACR form is to track the lifecycle of every item acquired by CSU- while something may not seem to have value to you, it does have value to the University and is therefore required to be dispositioned in the correct manner. Failure to fill section 6 often results in items being dispositioned incorrectly resulting in losses for the University and audit exceptions for department and University capital assets. An EACR form without adequate information will be returned to the department and can be reported on the inventory report as negligent management of University assets.
EACR• Having all
accountability and liability for the management of property within their units, only the Head of the department can designate additional authorized property disposition signers
EACR• Based on the
information provided, PMO will verify each line item against a minimum of 2 property databases to ensure assets are disposed of correctly and/or per Sponsor or Federal contract
ASSET MANAGEMENT REPORTS
Capital Asset Management (CAM) Processor Training
Thank you for watching this presentation by the Property Management Office
491-1045 Rachel Drenth – Inventory Specialist / Data Entry
491- 1358 Mack Freestone – Inventory Specialist / Data Entry
491-2270 Debra Ellison – Requisitions / Accounting
491-6513 Linda Brucker – Lease / Accounting
491-2040 Genevra Scott – Administrator / Accounting
We are available to help with any document!
Recommended for all department faculty, staff, and students working with capital equipment:
APO Certification – Head of Departments i.e.: Chairs, Directors, Controllers, or equivalent position titles
DPC Certification – CAM processors appointed as the primary Property Manager in their department
Asset Representative Certification – Any faculty, or staff with assigned assets in the CAM database
CAM Processing modules – APO, DPC and CAM processors
Asset Edit Asset Loan Asset Retirement Global Asset Management Reports
Equipment Inventory – APO, DPC, CAM processors and Asset Representatives
Asset Disposition – All employees of the department/unit