Property InventoryProperty Inventory101101

Property InventoryProperty Inventory101101

Presented to:Presented to:

Information Tech. ServicesInformation Tech. Services

March 20, 2008March 20, 2008

Robin CabralRobin Cabral

Cindy CapperellaCindy Capperella

Plant Assets• Land• Buildings• Improvements Other Than Buildings (IOB)

- Roads, parking, sidewalks- Usually called Infrastructure

and

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.)

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

What is equipment?• Single item that:

– Has a value of $5000 or more and

– useful life of two (2) or more years.

Equipment Descriptions:

Basic tag number is 8 numerical bytes and 1 alpha byte.Example: 00123456Computer

00123456A Cost OnThe alpha byte is not a real tag, it is part

of the main equipment item. If it states:

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.

Descriptions (Continued):

• Upgrade = the main item was upgraded

• Accessory = items that add value, usually purchased to aid in the usage of the item

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 doesn’t include user

charges)

Computer OCC:• 480 – Computer & Accessory

Equipment Non-Capital

Costs Less than $5,000 • 751 – Computer & Accessory

Equipment Capital

Costs $5,000 or more

Computer consists of:

• CPU• Monitor• Keyboard• Mouse• Cabling• Internal items such as

memory, boards, etc.• Initial operating software

Items not considered a computer:

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

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

Note Pad AreaPlease 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 circumstances…such as

Sponsor requires all equipment items over $2500 to be tagged.

Disposing of Equipment“DISP” 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

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)