Capital Asset Management (CAM) Processor Training

1. Part 4 of 4 Capital Asset Management (CAM) Processor Training ASSET MANAGEMENT REPORTS

2. 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

3. 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

4. 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!

5. 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

6. Federal Property Maintenance This 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!

7. 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

8. 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

9. 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

10. Inventory Report You can select any combination of criteria to search • Organization (department) • Building/Room • Asset Representative • Etc. Select your search criteria then click “OK”

11. Inventory Report PDF Organization code • This PDF report has been pulled based on Organization

12. Inventory Report EXCEL Asset Representative • This Excel report has been pulled based on Asset Representative *Note* this Rep has assets in 3 different buildings

13. Click the report tool to export the document • Click the menu tool to return to the criteria selection fields

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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)

21. PAAS • Use this form to designate the individuals within the department with authority to manage capital assets and disposition non-capital property

22. 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

23. EACR • The form is not complete until all 7 fields are entered

24. EACR • Type of disposition being requested

25. EACR • Department information for tracking, pickup, reallocation, and charge back

26. EACR • Chemical, Biological, Radioactive, materials require special handling • Data containing devices and electronic waste have specific State and Federal regulations for their disposal procedures

27. EACR • Please fill in every line

28. 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.

29. 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

30. 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

31. 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! Capital Asset Management (CAM) Processor Training ASSET MANAGEMENT REPORTS

32. 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