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Capital Equipment and Site Manager Responsibilities in the Capitalization Process

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11 diapositives · 268 Views · Aug 09, 2014

This document outlines the responsibilities of site managers regarding the capitalization process of capital equipment. It details how to properly capture all capital equipment costs in the preapproval template, including guidelines on documenting startup assistance, installation, and non-capital supplies. Specific instructions are provided for the correct handling of work orders, invoices, and the necessary matching of costs across different documents. Additional notes clarify the recent changes in documentation requirements for site managers when processing equipment purchases.

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Capital Equipment and Site Manager Responsibilities in the Capitalization Process
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  1. Capital Equipment & Site Manager Responsibilities

  2. Capitalization Process • The capitalization process begins when a work order or task assignment is generated • All capital equipment costs should be captured in Section G1:1 of the Preapproval template • Section G1:1 should only include the bare capital equipment cost plus taxes and shipping • Costs for startup assistance, installation and non-capital equipment/supplies must not be included in Section G1:1 • The “Template Total Cost” under Section G1:1 for each event must be summed and written at the bottom of the WO or TA. • This amount should also be carried to the WO/TA Routing Slip sent to BPSS Accounting each week.

  3. Non-capital costs Labor “Template Total Cost” to be specified on WO signature page and WO routing slip

  4. Split Work Orders • Every attempt should be made to include all capital equipment costs in a single work order • If it is absolutely necessary to break out capital equipment costs across multiple work orders, the break should coincide with a complete “system” or “enclosure”

  5. Invoicing & Capital Equipment These 4 totals MUST match: • The Remedial SystemsCost on the Preapproval invoice (adjusted to account for markup and retainage only); • The Remedial SystemCost listed in section G1:1 of the template(s); • The Total Treatment System Cost listed in Section IIof the PRF(s); and • The Total Cost listed on the equipment vendor’s invoice (including tax + shipping only)

  6. Seminole Systems AS/SVE System $65,000 Enclosure $10,000 Control Panel $ 5,000 Shipping $ 2,500 Tax $ 2,500 $85,000 $85,000 +$ 8,500 (markup) $93,500 -$9,350 (retainage) $84,150

  7. Vendor Invoices Seminole Systems AS/SVE System $65,000 Enclosure $10,000 Control Panel $ 5,000 Shipping $ 2,500 Tax $ 2,500 $85,000 Seminole Systems Startup Assist. $6,000 Installation $6,000 $12,000 OR…

  8. Vendor Invoices Seminole Systems AS/SVE System $65,000 Enclosure $10,000 Control Panel $ 5,000 Shipping $ 2,500 Tax $ 2,500 Capital Equip Subtotal: $85,000 Startup Assist. $ 6,000 Installation $ 6,000 Labor Subtotal $12,000 GRAND TOTAL: $97,000 Important that capital costs in section G1:1 are clearly broken out and that subtotal matches G1:1

  9. Invoicing Under Split Work Orders • If capital equipment costs were spread across multiple (split) work orders, each capital equipment invoice must be submitted concurrently along with all required supporting documentation • Only one PRF is required to support a single, enclosed system (e.g., AS/SVE) even if the cost of the single enclosed system is spread across multiple work orders • However, a copy of the PRF must accompany each capital equipment invoice • Multiple enclosures require multiple PRFs and each PRF must be supported by the required documentation

  10. Things you may not know… • It is no longer necessary for Site Managers to send equipment invoice packets to WRScompass • For new capital equipment purchases, it is no longer required to provide costs of individual components which make up a “system” on the PRF • If your equipment was capitalized as a “system”, it is not necessary to capitalize replacement components • However, WRScompass should be provided (via email) with make, model, year and specs of new component(s)

  11. Questions? Email Us… equipmenthelpdesk@wrscompass.com or visit www.depeq.com