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Property Inventory 101

Property Inventory 101. Presented to: Information Tech. Services March 20, 2008 Robin Cabral Cindy Capperella. Plant Assets. Land Buildings Improvements Other Than Buildings (IOB) - Roads, parking, sidewalks - Usually called Infrastructure and. Equipment.

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Property Inventory 101

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  1. Property Inventory101 Presented to: Information Tech. Services March 20, 2008 Robin Cabral Cindy Capperella

  2. Plant Assets • Land • Buildings • Improvements Other Than Buildings (IOB) - Roads, parking, sidewalks - Usually called Infrastructure and

  3. 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.)

  4. 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

  5. What is equipment? • Single item that: • Has a value of $5000 or more and • useful life of two (2) or more years.

  6. Equipment Descriptions: Basic tag number is 8 numerical bytes and 1 alpha byte. Example: 00123456 Computer 00123456A Cost On The alpha byte is not a real tag, it is part of the main equipment item. If it states:

  7. 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:

  8. Descriptions (Continued): • Upgrade = the main item was upgraded • Accessory = items that add value, usually purchased to aid in the usage of the item

  9. 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)

  10. Computer OCC: • 480 – Computer & Accessory Equipment Non-Capital Costs Less than $5,000 • 751 – Computer & Accessory Equipment Capital Costs $5,000 or more

  11. CPU Monitor Keyboard Mouse Cabling Internal items such as memory, boards, etc. Initial operating software Computer consists of:

  12. Items not considered a computer: • Printer • External disk drive • Scanner • External storage drive • Video Camera • Optional software

  13. 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

  14. Note Pad Area Please 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.

  15. 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

  16. 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)

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