Asset Management

1. Asset Management Presented by: Sherry Adams, Accounting Coordinator

2. Asset Management’s Mission… • Oversees the capitalization of all University owned buildings, moveable equipment, software and books based on UF’s capitalization policies • Conducts annual inventory of moveable equipment, software and books • Handles the disposition and surplusing of all F&E and electronics (regardless of their acquisition costs) • Reports the disposition information of all UF Owned equipment to the Property Management Committee

3. General Information • Our main office is located at Elmore Hall (off Radio Road) • Phone #’s Main Office: 392-2556 C&G (Marsha White): 392-2329 Inventory Personnel: 392-3352 Surplus Warehouse: 392-0370 • Send correspondence to: PO Box 115300 • Asset Management Web Address: http://fa.ufl.edu/

4. Asset Management’s Directives & Procedures • http://fa.ufl.edu/uco/handbook/handbook.asp?doc=1.4.9

5. Capitalization Thresholds • Furniture & Equipment - Includes moveable equipment of a non-consumable nature, where the value or cost (less discounts) of the asset including freight, installation and other cost incurred to acquire or install the asset is $1,000 or more and the normal expected life of which is one year or more. Moveable equipment also includes hardbound books purchased through a department (not including the main library systems) where the value or costs of which is $250 or more. NOTE: Rent, repairs and maintenance expenses, service contracts, and extended warranties are not additions to the capital assets. • Artwork Depreciable - Includes all artwork purchased by a department (not including the Harn Museum or the University Gallery) where the value or cost of which is $1,000 or more and the normal expected life of which is one year or more.

6. Capitalization Thresholds - Continued • Artwork - Non-Depreciable - Includes all artwork purchased by the Harn Museum or the University Gallery ONLY where the value or cost of which is $1,000 or more and the normal expected life of which is one year or more. Note: All donated artwork is donated through the UF Foundation and reported on the Foundation's financial statements. • Software - Computer Software includes individual software licenses where the cost is $1,000 or more, the life is one year or more and does not have a time-limited license for current or future use (i.e. does not require payment or return each year.) • Livestock - Includes the value of all registered and non-registered cattle, horses, swine and dogs. • Library Resources - Any resource cataloged in the on-line public access catalog for the main University Libraries

7. Asset Management Training Classes • PST120 – “Asset Management-Acquisitions” Tells how to create requisitions and receive assets • PST501 – “myAssets Overview” On-line course to cover the inventory process, provides instructions on how to research assets and how to surplus assets using myAssets Sign up in myUfl by navigating to my Self Service/Training and Development

8. Pre-Award - Tips • When preparing your proposal, make sure that you have all the equipment needed to conduct your research. • If you need additional equipment, include in your proposal the cost of purchasing the new equipment. • Be sure to include your equipment maintenance costs in your proposal also but do not itemize these costs as OCO. These costs are considered an expense. • Don’t forget to check with the Surplus Warehouse to see if any of the available surplus equipment will meet your needs.

9. Post Award - Tips • Make sure the proper amount of budget has been allotted to purchase the equipment. • When purchasing equipment, obtain an ECCN Code from the vendor. Include this information in the description or comment field on the requisition. • Use the equipment in accordance with the terms and conditions of the agreement. (Do NOT purchase the equipment when the research is already 99% complete) • If the equipment has been assigned an ECCN code that restricts access to foreign nationals, put procedures in place to ensure this is occurring. • Safeguard the equipment from loss or damage. • Conduct regular preventive maintenance to the equipment to sustain the life of the equipment.

10. Post Award • If you are using an existing asset that has an expired warranty, consider purchasing a prepaid maintenance plan through Thermo Asset Management (Contact Tami Webb at 372-3265 for more information) • If an asset is going to be temporarily assigned to an employee to take off campus, an electronic “Non-UF Facility Certification” form must be completed by both the employee and the Accountable Officer before it is allowed to leave campus. The form can be accessed directly from the Asset Management web site. REMEMBER, regardless of whether the equipment has been paid from a grant, it is considered UF Property. It can’t be donated or transferred to other agencies without PRIOR approval from DSR and Asset Management.

11. Post Award • If a faculty member is transferring to another University and taking their research projects with them including the equipment purchased using the project funds, a Report of Survey must be completed by your Departemental Property Contact in myAssets. This form must be signed by DSR and your Dept Chair/Director.

12. Agency Acquired or Donated Assets • Equipment donated from other institutions or loaned to UF must be assigned an asset tag number. • When this occurs, a “Property Update”must be submitted by your department’s Property Contact through myAssets.

13. Post Award • When the grant is over, your Property Custodian will be notified to transfer the asset to another sponsored project or an overhead project. NOTE: Do not transfer the asset to another sponsored project unless it will solely benefit that project.

14. Utilization, Securing and Safeguarding UF Assets is Everyone’s Responsibility • Whenever you see computers or electronics thrown in dumpsters, please let us know… • Whenever you see equipment stored in hallways, let us know…. • Whenever you identify equipment that is underutilized, transfer it to a department who can put the equipment to better use.

15. Questions… Asset Management - 392-255 New Equipment – Sherry Adams sadams@ufl.edu Inventory and Surplus – Duane Bowman bowman@ufl.edu Assistant Controller - David Segura dsegura@ufl.edu 6

17. ABC’s of Purchasing Lisa S. Deal, C.P.M., Purchasing Director, Associate Director, Purchasing & Disbursement Services

18. UF Purchasing Department • One Purchasing Department • Purchasing buys for all of UF (not DSOs) • Purchasing & PCard • 24 employees • CFO • Finance & Accounting • Purchasing & Disbursement Services

19. Role of Purchasing How we add value: • Campus-wide best value sourcing (strategic, small business, sustainable) • Have ‘agency’ to sign contracts to buy goods and services • Read and respond to fine print • Mitigate risk • Know the rules (statute, regulations, directive, policy)

20. Purchasing Statistics • Fiscal Year ’09-’10 • Issued 66,183 purchase orders, valued at $391,159,729.17 • Processed 16,454 Change Orders • Issued 57 Public Solicitations • 42 ITB (23 construction) • 16 ITN • 1 RFI

21. PCard Statistics Procurement Card – PCard, VISA Bank of America • Approximately 5,000 active cards • $81,327,964 for FY ’09-’10 • 380,728 transactions • Average transaction = $214 • Transaction limit = $2,000 • Cards for commodity, travel, gasoline-only • UF employees

22. Purchasing Statistics • 81% of requisitions become a PO and dispatched vendor within 1 business day • Public solicitations ($75,000 and up) last year and the year prior saved UF an average of 2.4 million dollars • For Purchases where no public solicitation was required buying staff saved an additional $785,000 by improving quotes prior to issuing po.

23. It’s who’s money? The University is the steward of contract & grant funds because UF has existing ‘good business practices’ which govern how we spend funds • Routine audits • BOG Regulation • BOT / UF Regulation • UF Directive and policies

24. Method of purchase • May I buy unencumbered? • Disbursements website • http://fa.ufl.edu/uco/handbook/handbook.asp?doc=1.4.13.5 • May I use a PCard? • PCard website training & index • http://www.purchasing.ufl.edu/main_purchasingcards.asp • When do I have to use a Requisition? • When you cannot pay unencumbered or with PCard • MyUFL – MyUF Market

25. How to get a Purchase Order • Electronic requisition system – MyUFL – MyUF Market • Begun in end-user department – Prior to goods or services being ordered • May have several levels of approval • Purchasing Coordinators may approve requisition • System assigns purchase order number • Purchase Orders are dispatched to vendor

26. Purchasing Rules • Quote levels • by departments • $5000 - $25,000 - verbal • $25,000 and up - written • Public Solicitations $75,000 • by Purchasing • Invitation to Bid - ITB • Request for Proposal - RFP • Invitation to Negotiate - ITN Unless solicited by UF or another entity

27. Purchasing Rules • Exceptions to Solicitation • Use of publicly solicited contract • Sole Source (UF Form) • Completed by PI • Requires approval by Purchasing • Publicly posted for 72 hours • DSR Exemption • Requested by PI of Dr. Walsh • Purchase specified in the grant

28. Purchasing Initiatives Moving away from solely compliance based gate-keeping towards adding value Transactional Strategic • Rethink Your Ink • Sourcing • Commercial Printing • Veterinary Supplies • HVAC • Campus Moves

29. Learning Purchasing at UF • Classes on electronic requisitions • Intro to Purchasing in myUF Market - PST073 • In MyUFL underMy Self Service > Training & Development • Classes on Purchasing & best business practice s • Purchasing 101 – PRO305 • Department Visits are available now

30. Purchasing Resources • Purchasing web page: www.Purchasing.ufl.edu Includes:General informationProcedures/DirectivesListing of staffList of contracts with links to vendors’ web pageFormsPCard training and information myUF Market information • Email Addresses: • Purchasing@ufl.edu • PCard@ufl.edu • myUFMarket@ufl.edu • Phone: 392-1331

31. QUESTIONS?

33. University of Florida Small Business & Vendor Diversity Relations

34. Small Business Subcontracting SMALL BUSINESS & VENDOR DIVERSITY RELATIONS

35. ORGANIZATION

36. MISSION • Seek out, Identify and Utilize Small Business Concerns, including Women & Minority Businesses that provide services or products used by the University. • Provide technical assistance to small businesses, including women and minority businesses to ensure that a competent pool of vendors exist to meet the University’s procurement needs.

37. HOW DOES THIS RELATE TO YOU? Apply for and Receive Federal Contracting Dollars Receipt of Federal contracting dollars involves various rules/guidelines/requirements Connection -for this division- diversification of our supplier base Subcontracting plans seeks to diversify the supplier base

38. Subcontracting Plan • For contracts in excess of $500,000 ($1,000,000 – Construction ) submit a Small Businesssubcontracting plan (Some federal agencies show this amount as $550,000) • Subcontracting plan identifies planned expenditures with various categories of small businesses • Small, Small Disadvantaged, Veteran, Service Disabled Veteran, Woman-Owned, Hub Zone, HBCU/MI

39. Small Business Concerns Classifications on Subcontracting Reports • Small Business • Small Disadvantaged Businesses • Woman Owned Small Businesses • HBCU/MI • HUBZone Small Businesses • Veteran-Owned Small Businesses • Service-Disabled Veteran-Owned

40. Small Business Subcontracting Plan Categories & General Goals* • Small Business Enterprise (SBE) 23% • Small Disadvantaged Business (SDB) 5% • Woman-owned Small Business (WSB) 5% • Historically Under-utilized Business Zone (Hubzone) 3% • Veteran Owned Small Business (VOSB) 3% • Service Disabled Veteran Owned Small Business (SDVOSB) 3% *Subject to change and may vary by federal agency

42. Resources • Central Contractor Registration / Dynamic Small Business Search (Federal Database of Vendors) • www.ccr.gov • State of Florida’s CMBE Listing • www.osd.dms.state.fl.us • Small Business & Vendor Diversity Relations • (352) 392-0380 – fwelcom@ufl.edu

43. Central Contractor RegistrationDynamic Small Business Searchwww.ccr.gov • Federal Database • Extensive search options • Extensive listing of vendors classified according to NAICS • Information concerning the companies • Capabilities, experience, contracts with, etc.

44. State of Florida’s CMBE Listing • Certified Small & Minority Businesses • Florida based vendors • Local Vendors • Similar to Small Disadvantaged Businesses on Federal level

46. Requirements • Good Faith Effort • Lack of Good Faith Effort • May impact ability to be awarded the contract • May be found in breach of Contract • May result in liquidated damages

47. Subcontracting Goals • Be realistic in formulating goals • Consider what is to be purchased • Potential to utilize small businesses in these purchases

48. Enhancing our Performance • Ensure subcontracting goals are realistic • Utilize resources/search database prior to procuring products/services • Contact your Small Business & Vendor Diversity Relations Division for assistance • Utilize your resources – Contact/involve early on is one of the keys for success in reaching the subcontracting goal

49. Enhancing Our Performance • Cases of Underachievement • Document good faith effort • Provide justification for underachieving

50. Internet Resources • www.ccr.gov • www.osd.dms.state.fl.us • www.sbvdr.admin.ufl.edu