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TAMU Departmental Property Management Procedures Manual

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1. The Ten Day Rule according to the Texas A amp M System Asset Management Manual 06 2014 says the inventory number must be permanently affixed to an item promptly upon receipt and acceptance but not later than 10 calendar days after receipt unless prevented by unusual circumstances Examples of acceptable reasons for not accomplishing such within the ten calendar days would be that the item had to be assembled calibrated or connected to a system before it could be inspected properly and placed in use Tagging of equipment is critical for inventory management First Texas law requires it Secondly if equipment is not tagged it will be very difficult for the DPC to identify Departments should develop procedures to mark equipment immediately In addition the DPC should always be notified before equipment is delivered to users to ensure that it is properly marked It is much easier for the DPC to find equipment if it is marked before it is given to the user Additionally since departments can easily retrieve a tag asset number from Canopy or FAMIS FRS Screen 361 and or FFX Screen 545 they should have no problem marking the asset within 10 days upon receipt Maintain inventory numbers that are neat and orderly Do not affix any unofficial markings labels or stickers on State of Texas property If numbers become dim or smeared they must be remarked Follow these guidelines for marking equipment acc
2. If property is broken worn out obsolete or idle then transfer it to Texas A amp M Surplus using TDP Online Transfer Departmental Property See Chapter 6 Cannibalized Equipment if cannibalizing equipment Found Items That Should Be Inventoried Y FDP 414 Property Additions and Deletions Y FDP 4 Equipment Information Sheet Y Copy of purchase document or voucher if available If someone finds property that should be inventoried but is not submit a FDP 414 Property Additions and Deletions form and the FDP 4 Equipment Information Sheet to Texas A amp M Property Management so it can be added to the Departments inventory A copy of the purchase order or voucher should accompany these forms if available 88 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 8 Miscellaneous Property Situations Found items might include items that were purchased using a non inventory expense object code when they should have been coded capital or controlled Example A spectrophotometer was coded it 5751 Medical Scientific and Lab Equipment 5751 is a non inventory expense code therefore FAMIS did not create a preliminary fixed asset or assign an asset tag number Consequently the spectrophotometer is not on the department s inventory listing A month later Rita the DPC is performing the annual physical inventory She notices that the spectrophotometer does not have an asset tag number on it nor is it on th
3. e Bldg 00001 if the equipment will be moved off campus e Room Home or wherever it will be taken e Other location List actual physical street address and phone number of individual When property is returned to the lending department the DPC must update the location again using Canopy or FAMIS FFX Screen 535 Moving to a New or Remodeled Building Sometimes departments will remodel a building or move to a new building Many construction projects will include the purchase of furnishings and equipment for the building Closing the construction phase of the project may cause delays in receiving the bar code labels for the new assets However the department is still required to mark all assets within 10 calendar days upon receipt The department will be responsible for these items The department is responsible for these assets before they are officially on the departmental inventory They will need to develop an internal tracking method until the project is closed and completed 90 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 8 Miscellaneous Property Situations Updating Property Location sending the DPC notification of the location change e Communicate to employees that they should not move equipment without It is very common for employees to move property from place to place If they do not notify the DPC it could cause problems when the annual physical inv
4. Broken Worn Out Obsolete Idle Equipment sees 88 4 TAMU Departmental Property Management Procedures Manual March 2015 Table of Contents Found Items That Should Be Inventoried 0 eee eecceesseceeneecesaeeceeaeeceeneeceseeeceeneecseeeeeseeeeesaes 88 Egan Or Property RN DE e ETE 89 Short term DOS ocio ashes ten detto qutd feta qert uti dioe mus dte MR Memes de tuna f at Ss 89 Long term Loans sha ses eI en Ui NAR NAR RAE RARE URS S VU DIA DINSURDA CU UR IU rd bu Up eed ROLES ERR THU MN 90 Moving to a New or Remodeled Building eese enne ennt 90 MI pattie Property EOS Of ge sa ale teni sly o M tu a ee eR cu a ga duum 91 SONWALE err ETT 91 Purclidsed SOIDWADE corse sett riety tut oce c Aot dt tos in ck il eh ne ed ha Led 91 Internally Developed Software ica scecsatvesatcisaieecianscceasa sy sadecaauncdesasegyecsasvcsucea se denersbuaseatesevines 92 Software Updates and DBradesss eee aei nuu Sdsesad eee dede odere nd ade x AR ea ede ade eas 92 Obsolete Inyentoried Softwaren ioi ete E d eie e teda indian E gee dian ed uds 93 Assets Held 1n Tr st a ei uide edt eed Ee iode edet ac usec IER doctos eda 94 Unidentibable BquipInelt s eos ette tate saa pef e a estne iuetifredeid ua duc diis eds 94 CHAPTER 9 MANAGING THE INVENTORY s eeeeeeeeeeeeeeetenne enne nn nnne nennen 95 Securing of Assets and Departmental Audits eese eee ee eene enne 96 PO
5. Give each responsible individual his her list to review each year prior to the DPC doing the annual physical inventory Taking it a step further have them sign the FDP 422 Equipment Custodian Responsibility Statement found on Texas A amp M Property Management webpage http fmo tamu edu property After they review all items then they should contact the DPC for correction of discrepancies Something to ponder what if the person determined to be the responsible individual by the APO refuses to sign the Statement of Responsibility Should that individual be allowed to continue purchasing assets with state funds In some situations the individual may request items be removed from his her list They should coordinate with the individual they believe should be responsible and have the item added to another s list If responsibility cannot be resolved the APO should make the decision If no one wants to be responsible for the item then transfer it to Surplus If this is not done then the item will probably appear on a MISSING LIST because no one is responsible for it Once these listings are completed and signed by the responsible parties the DPC should maintain them on file for each responsible individual During the annual inventory certification items that the DPC cannot locate should be addressed with the responsible individual The DPC will know who he she is because the DPC will have his her signature accepting responsibility I
6. Management Manual September 2004 When transferring in an asset the original acquisition date must remain the same in order to comply with State procedures Use Canopy to create an on line Transfer Departmental Property TDP Instructions may be found on the Texas A amp M Property Management webpage http finance tamu edu fmo pm default asp under Training TDP Transferring Departmental Property 80 TAMU Departmental Property Management Procedures Manual March 2015 Transfer of Computer Equipment Y TDP Online Transfer Departmental Property Releasing department has the responsibility of wiping or removing the hard drive If disposing of computers through Surplus e Surplus requests that all hard drives be removed from the computer s prior to arrival at the Surplus Property Warehouse e Departments may choose to have their hard drives shredded using the Surplus Property e shredder o Fill out the E Scrap Disposal Form and include with your FDP 411A or CANOPY transfer form o Adepartment that determines that a witness is required in order to fulfill the departmental obligations will need to bring the completed E Scrap Disposal Form along with any transfer forms with them to surplus When transferring computer equipment to any department including Texas A amp M Surplus the releasing departments are required to e Wipe or remove the hard drive and initiate the TDP e Certify that all software and data contained on
7. e Scanner should be kept in the cradle when not in use to maintain charge The objective e Locate all inventory listed for the Department e Change its status in the Scan amp Validate program from no scan to correct or change e As each asset is scanned the location information should be updated Although other asset information can be changed in the Scan amp Validate program the only changes that will download to FAMIS are the same changes Departments can make on screen 535 These are Condition Availability Purpose Code Purpose Percent Bldg Campus Bldg Number Room Floor Other Location and User Group e When an asset is scanned that does not belong to your department o Return the asset to the correct department or o Submit TDP or FDP 441A Property Transfer Form to correct ownership Transfers between departments cannot be completed in the Scan amp Validate program The time limit to conduct the annual inventory is 45 calendar days The Scan amp Validate scanner is available the first 14 days and then must be returned to Property Management The unfinished portion of the inventory must then be conducted manually and entered in the Scan amp Validate program There are different ways to conduct the inventory depending on the number of departmental assets and available manpower Contact Property Management to work out the most efficient manner in which to conduct your annual inventory Method 2 The Manual Metho
8. even though it might look like they should example computers costing less than 500 See Chapter 4 Tagging of Equipment for recommendations Object Code Object codes are four digit expenditure codes that are used to identify specific items on a purchase document They are sometimes referred to as subcodes For example if someone purchased a computer over 5 000 the object code to use on the purchase document would be 8435 Computer Equipment These codes compile information about specific purchases which are used in various administrative and state reports For a complete listing of object codes for Texas A amp M University use FAMIS FRS Screen 806 or http apps system tamus edu objcodes for codes used throughout the Texas A amp M University System TAMU Departmental Property Management User s Manual March 2015 129 Glossary Object Class Code See Asset Class Code Owner Code Owner codes identify whether the asset is owned by Texas A amp M an outside agency or borrowed leased by Texas A amp M Personal Property Personal property includes capital and controlled assets Personal property is fixed or movable tangible assets to be used for operations with a useful life of more than one year It is any possession owned by or entrusted to Texas A amp M having sufficient value to warrant inclusion in fixed asset financial reports or due to the nature of the asset is required to have management controls placed on it Personal
9. needed to Surplus instead of storing them in the department To transfer unused parts to Texas A amp M Surplus complete and submit the online TDP Transfer Departmental Property in Canopy to Texas A amp M Surplus with all unused parts Put the asset and serial number on the transfer form TDP check NI and enter information in the description field Surplusing Cannibalized Computer Equipment Communicate to the computer service personnel in the department how to handle cannibalization of computer equipment since they are the ones who would most likely cannibalize a computer Texas A amp M Surplus will not accept computers that are missing vital components as inventoried equipment Surplus will however accept them as non inventoried cannibalized equipment For example if a department takes a computer to Surplus that is missing a hard drive memory RAM or anything that makes the computer inoperable the department must surplus it as non inventoried cannibalized equipment Whenever cannibalizing computers follow these procedures for surplusing them 1 Submit a completed online TDP Transfer Departmental Property in Canopy to Texas A amp M Surplus to transfer the property from the department to Texas A amp M Surplus Note that the computers have been cannibalized or the hard drive has been removed 2 lf submitting a TDP for non inventory computers the notes section of the form must say that all software and data containe
10. ERU REN a ERTEVE I NAT TERRE 34 Inyentory Deseriptolssss Semen salsa see US ERbo uu Up oro RAM VERIS CU FOE ea Rep S 36 Room NUMBETS osa lett inte Gaia latent co E alent 37 COUIQB A SSE S a A seq tuse a 37 olco Ryo C e e e e e e a EA a EEA 37 Asset Object Class Codes i2 eiii et HERE D ERAN saci IRAE EEE R an 38 Property Control CodeS ses o Tonto reete boue ober ena din Uns tator dure RR 38 Property Management Audits and Approves Assets ssssssssseee ee 39 Department Maintains Asset Information ccceccc cece cence eee e eens eee eeneeenaeennenaes 39 Communication with Departmental Enterers esses esee nennen nnne nennen 41 CHAPTER 4 TAGGING OF EQUIPMENT ce eeseseecssseecesccescesseesetcoeeceseesceseeneeateneeceeeees 43 Assigning Ass t NUPBDEIS i cts des Pocta eo Perth tone Pose e io etos i ed lacs Fossa i Ra beu P tutos INE RARO 44 FAMIS Assigned Inventory Numbers o eerte ede Be 5 eee ee 45 Manual Requests for Inventory Numbers essere enne enne 46 Purchasing Card Purchases oot ote eroe ui FUIS ERA QR QNS dette enu didum tud oca ius 46 E Procurement Purchases e i ute ibd te a ide Uit a EE ed ires ee 46 Marking the BOUIBRIEEHE oeras pd Recens tastes nequ laccum iof tot tM ie 47 Suggested Methods for Affixing Inventory Numbers esee 48 Suggested Locations for Affixing Inventory Numbers eese 49 Tagging Capital and Controlled Propetty ee
11. Equipment Information Sheet for each item To designate gifts on the inventory listing Texas A amp M Property Management will use the site indicator code K as the third digit of the asset number The cost or appraised value legal value will determine if the gift meets threshold and will be added to the departments inventory Gift Tax Laws Y IRS Form 8283 http www irs gov pub irs pdf f8283 pdf for donations over 5 000 if the donor wants a tax deduction Donor Tax Deductions for Gifts Over 5 000 The Internal Revenue Service requires that a tax deduction claimed by an individual closely held corporation personal service corporation partnership or S Corporation valued at more than 5 000 00 be accompanied by an independent appraisal made by a qualified appraiser and signed by the appraiser The donor must also complete the RS Form 8283 Noncash Charitable Contributions found at http www irs gov pub irs pdf f8283 pdf The donor is responsible for getting the appraiser to sign and date the Form 8283 Form 8283 and Appraisal Must be Signed by Appraiser Not Appraisal Firm In e mail chief counsel advice ECC 201022021 the IRS has confirmed that in cases where a qualified appraisal must be performed to substantiate the value of a taxpayer s charitable contribution the individual appraiser rather than the appraisal firm must sign both the appraisal and the donor s Form 8283 A copy of this legal advice memorandu
12. FAMIS 2 Input 295 in the Screen field enter to go to SciQuest Document Xref e Input AggieBuy PO number in SciQuest Document ID field enter or e Select Document by placing X in S field enter 3 This takes you to screen 278 Document Inquiry e Input 361 in the Screen field enter 4 This takes you to screen 361 View Preliminary Fixed Assets e Review all preliminary assets If multiple PO line items were needed to create a single asset there will be an asset for each line item e Proceed to the first asset involved in the multiple line items e Select appropriate tag number by placing X in Sel field enter 5 This takes you to screen 362 Preliminary Fixed Asset Data e Completing Fixed Asset Data o Change the value of this asset to match the total value of all preliminary assets created for the asset Correct Update Asset Description field if needed Input Serial Number Input Acquisition Date Input In Service Date enter to save information amp move to page 2 o Input Update Building Number if needed o Input Update Room Number if needed o Input of additional location information is optional e Enter to save updates 6 Input 361 in Screen field to return to View Preliminary Fixed Assets e Verify the Cmp field on the far right of the asset is Y indicating all required information is complete e Proceed to the next asset whose value was previously included and select by placing X in t
13. M University Property Found at http fmo tamu edu property or create a unique form for the department TAMU Departmental Property Management User s Manual March 2015 89 Chapter 8 Miscellaneous Property Situations e 2 File the original loan request form in the department Do not submit it to Texas A amp M Property Management 3 The DPC must update the location information for the loaned asset using Canopy or FAMIS FFX Screen 535 It is recommended to use the other location field to insert the name of the person using the equipment 4 When property is returned to the lending department the DPC must update the location again using Canopy or FAMIS FFX Screen 535 Long term Loans It is recommended that individuals borrowing equipment be required to periodically bring it to the office so that the DPC may physically account for it Follow these procedures for long term loans 1 Departments are required to document the loan Departments may use Texas A amp M Property Managements FDP 410 Loan of Texas A amp M University Property Found at http fmo tamu edu property or create a unique form for the department File the original Ioan request form in the department Do not submit it to Texas A amp M Property Management The DPC must update the location information for the loaned asset using Canopy or FAMIS FFX Screen 535 For long term loans document the location as follows e Group code User s initials
14. Not Recovered ceii eie ppp bred edet occiso tea dob pev cuia 74 Returned tems e e el none Napali ei ee 75 Salet Prop tty nonet eiet e a a e aa E EE aes 75 Speciali Sales con eteo Rn A a a E a botes 76 Trade Seren PM PR 76 Maintaining Equity for Trade ns ce o o eser Ie RR en ET eun aae aaebeuesedgadntoasannedoeaceaaesess T7 Asset Numbers for Trade Ins oiii e t paa e tet easet tesa eee teed 78 CHAPTER 7 PROPERTY TRANSFERS esee e eese nie aur epe le iei deer datas doe 79 Property Tr nsfet Seians eta a E E A E O e T E 80 Transfers Between Texas A amp M Departments sce secs cis ceadeas teckscsncs acay eae aeq qq ees tuae ees de dave eene 80 Transfer of Computer Equipment sco e Dpto oet e eot aer ues Sd a ee do 8l Transfers to the Surplus Property Warehouse esses enne enne enne enne enne 82 Transfers Between Texas A amp M System Members essere ener 82 Transfers Between Texas State Agencies Outside of the Texas A amp M System 84 Receiving Property from a State Agency Outside of the Texas A amp M System 85 Transfers from Surplus to Texas A amp M Departments eese 85 Transfers of Non Inventory Property nc eerte eite eH aed a E n Re Se RE ege a eased aatacastacs 86 CHAPTER 8 MISCELLANEOUS PROPERTY SITUATIONS eere 87 MISCELLANEOUS PROPERTY TRANSACTIONS esee enne rennen 88
15. PF10 PF11 PF18 Hmenu Help EHelp 40 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 3 Inventory Items and Coding Figure 3 8b Canopy asset update screen e https lab2 system tamus edu Training CanopyTwo Mo JO e Canopy FFX Asset Location X G Logout A anopy Campus TAMU TRAINING CAMPUS AM Fiscal Year 2015 v Set COFY The Texas A amp M University System TIE EPA FFX FRS Routing System Main Menu FFX Assets Asset Location Send Feedback To Asset Search Asset Location Asset Transactions Asset x g Status A Submit J Reset Save Cancel Location Information Description SPECTROPHOTOMETER Inventory Date g 28 2008 e Availability Av AVAILABLE m SRS Condition o1 USED USABLE W O REPAIR EXCELLENT Y Purpose 1 JAD ADMINISTRATIVE Iv Percent 100 00 Purpose 2 BLANK UNDETERMINED iv Percent gin Purpose 3 BLANK UNDETERMINED i Percent 0 00 Purpose 4 BLANK UNDETERMINED w Percent 0 00 Building 00443 Group Cd SALES Building Campus am County Room 1204A Other Loc User UIN 202005640 Name Pankratz Terry Other Information Dept FISC Sub Dept OPS Class 842212 Transfer Doc Tag Nbr 9400000001 Acq Date 09 22 2002 SPA Class Model EVI 3000 Serial 134BX4588 Owner TAMU How Tag BC Cost 20 000 00 Restriction I Save Cancel v lt gt Throughout the process in Fig
16. Percent 100 0096 Percent 0 0096 Percent 0 0096 Percent 0 0096 Group Cd County Other Loc Name Dept CHEM Lill Sub Dept Class 843502 Transfer Document v Local intranet R100 100 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 9 Managing the Inventory Figure 9 2 Update asset information on FFX Screen 535 T7501 Please enter an asset 535 Departmental Inventory 08 08 01 15 35 FY 2001 CC 62 Screen Asset E o Status Availability __ Class SPA Class Condition __ Model Purpose 1 __ Percent 1 Serial on p Rcq Date ges jue m Dwner Title d __ qi Departments may i update all information on ocation Building Bldg Campus 1 the left hand side Room F Ir Group Cd jur Dept Dther Loci n T v Description Source Pct Note File Flag Inventory Date Next Asset Number Seles ribo SS Freee BERSEECBEHLLCCBERHCLCLBHEBZCCHRICLBEHLLEBEHECCDBETOCCBETT HEEL Hmenu Help EHelp Department Sub department Codes All inventory at Texas A amp M is tied to a department code or a department sub department For example Financial Management Operations entire inventory is tied to the department code FISC Some departments choose to utilize sub departments for more detailed reporting purposes For example the College of Architecture has numerous sub departments under the CLAR department code i e CLAR LOCL CLAR ADMN CLA
17. amp M is only paying for 5 000 FAMIS assigns a Texas A amp M asset tag number use 0123456777 for this example 3 The department will send the invoice for the entire amount of the purchase 7 000 to Texas A amp M Financial Management Operations Accounts Payable They will pay Texas A amp M s portion of 5 000 Texas A amp M Property Management will book the asset as 5 000 on asset tag number 0123456777 TAMU Departmental Property Management User s Manual March 2015 63 Chapter 5 Property Acquisitions 4 Since TEEX is not on line with the FAMIS purchasing module contact the TEEX Fiscal Office for procedure to follow for payment of TEEX s portion 5 TEEX Accounts Payable will pay their portion of 2 000 6 TEEX will also give the workstation an asset tag number use 0155511133 for this example It will be valued at 2 000 7 The 2 000 from TEEX needs to be transferred to the Texas A amp M asset tag number and removed from the TEEX inventory Follow the procedure for submitting form FDP 411A Property Transfers Transfer the 2 000 from TEEX s asset tag number 0155511133 to the Texas A amp M asset tag number 0123456777 8 Texas A amp M Property Management will add the 2 000 to the value of their asset tag number 0123456777 increasing the value on Texas A amp M s books to 7 000 9 The asset will no longer be on TEEX s inventory The asset will however be on the Texas A amp M inventory for the entire amount of 7
18. and wages of the technical experts or subject matter experts The activities involved in developing and installing internally generated computer software can be grouped into the following stages 1 Preliminary Project Stage Activities in this stage include the conceptual formulation and evaluation of alternatives the determination of the existence of needed technology and the final selection of alternatives for the development of the software The cost of this stage should be expensed 2 Application Development Stage Activities in this stage include the design of the chosen path including software configuration and software interfaces coding installation to hardware and testing including the parallel processing phase The cost of this phase should be capitalized 3 Post lmplementation Operation Stage Activities in this stage include application training and software maintenance The cost of this stage should be expensed Software Updates and Upgrades Outlays associated with the minor modification of computer software should generally be considered maintenance and expensed as incurred However the modification should be capitalized if it results in meeting the threshold requirements and any of the following e An increase in the functionality of the computer software the software is able to perform tasks it was previously incapable of performing e An increase in the efficiency of the computer software the level of service pr
19. annual physical inventory and questions where a piece of equipment is located This among other things makes the DPC position very challenging It is very important that managing inventory is a priority of upper management The proper resources must be dedicated to this task Communicate Motivate and Educate Within Department e X Along with having upper management support another key is building relationships with other employees and educating them on inventory management Hold Employees Accountable for Property Next to having upper management support the second most important area of inventory management is educating the departmental employees on the importance of inventory management and creating a team environment for managing inventory Inventory is part of the department s worth and everyone in the department should take care of it just like they would take care of things in their own home Since property can be so mobile for example Jim needs to move a computer from room A to B everyone must understand the procedures for moving inventory and accounting for it at all times Employees must be motivated to assist in inventory management otherwise they simply will not care One way to motivate them is to hold employees accountable for their involvement in the inventory process and for equipment that they utilize Some suggest including inventory handling as part of the performance evaluation Communicate to Empl
20. both Building Codes Identify which building the property can be located All buildings at Texas A amp M are numbered The Building Room table in FAMIS FFX is on screen 543 or can be found at Texas A amp M University Facilities Coordination website http fcor tamu edu 126 TAMU Departmental Property Management User s Manual March 2015 Glossary Cannibalized Equipment Cannibalized equipment is equipment that is dismantled and the parts are used in other assets For example a computer that is outdated is going to be sent to Texas A amp M Surplus Before doing this someone removes the hard drive a major component out of the computer for use in another computer The original computer has now been cannibalized Canopy The CANOPY System provides web based functions for FAMIS CANOPY modules include EPA Personnel Action FFX Fixed Assets FRS Financial Accounting Document Routing Approval and DBR Departmental Budget Request Found at http Awww tamus edu offices famis canopy Capitalized Assets Capitalized assets are personal property They must be inventoried They have a single unit value of 5 000 or greater and an estimated useful life of more than one year Capital assets accumulate depreciation For example a department purchases an automobile that costs 15 000 The automobile would need to be capitalized because it costs more than 5 000 and will last longer than a year The capitalized object codes start
21. by Department and enclose any required paperwork to remove the items from the inventory Bo TAMU Departmental Property Management User s Manual March 2015 25 Chapter 2 Property Reporting Requirements 7 List all found items that are not on the inventory listing but should be on the listing on the form FDP 402 Certification of Physical Inventory by Department and enclose any required paperwork to add the items to the inventory What to Turn In To Texas A amp M Property Management 1 2 Bar Code Scanner two weeks after receiving Upon completion of the physical inventory the department is required to submit the FDP 402 Certification of Physical Inventory Conducted by Department found at http fmo tamu edu property Only the Department Head may sign the FDP 402 During the physical inventory there may be items that either do or do not appear on the inventory listing that should should not appear All discrepancies like this must be noted on the FDP 402 Examples Transfers submit TDP and provide TDP on certification Previously transferred as non inventory provide TDP and work with receiving department to accept as inventory asset Returned to vendor submit FDP 414 Property Additions and Deletions with refund information Traded in submit FDP 414 Property Additions and Deletions with purchase information for new asset New additions List any assets on the FDP 402 that were acquired after the TB
22. create their own tracking methods Besides identifying equipment as the property of Texas A amp M University marking non inventory items helps the individual who performs the annual physical inventory They can identify items that should not appear on the inventory listing even though it might look like they would Knowing it is non inventory eliminates the need to research the purchase to determine if it should be added to the departments inventory Example a 400 computer the threshold for computers is 500 may look very similar to the 550 computer that is on the departmental inventory list You may contact Property Management at property tamu edu for sample non inventory labels and the specifications to order and print labels for your department 50 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 5 Property Acquisitions Chapter 5 Property Acquisitions TAMU Departmental Property Management User s Manual March 2015 51 Chapter 5 Property Acquisitions Acquisitions as WH If ever in doubt about what to do contact Texas A amp M Property Management at property tamu edu This chapter discusses how to handle the numerous transactions for acquiring property Acquisitions discussed in this chapter include the following Additions and Replacements Constructed Fabricated Property Gifts and Donations Joint Purchases between Texas A amp M System Members Leased Perso
23. created and used by departments to further group assets or track responsibility for assets within a department For example if an individual borrowed a laptop the department may wish to use that person s initials as the group code to be able to track the location of the asset DPCs can enter group codes into FAMIS and request reports by group code Inventory Inventory is an itemized list of equipment personal property in which a Department Head is held accountable Inventory includes capital and controlled items Member Texas A amp M System Member This is any component institution or agency of The Texas A amp M University System e g Texas A amp M or Texas A amp M at Galveston Missing Property that has disappeared and no one can explain the disappearance Proper paperwork must be submitted to Texas A amp M Property Management within 24 hours of discovery Non Capitalized Property Non capitalized property does not include capitalized assets nor does it affect financial reports Controlled items however are non capitalized and must be inventoried due to their nature Non Inventory Property Non inventory property does not include any controlled assets or capitalized assets Examples include binders staplers and other equipment under 5 000 that is not on the controlled list Marking non inventory items helps the individual who performs the annual physical inventory to identify items that should not appear on the inventory listing
24. have met their training requirement o Departmental Property Contact Training explains the DPC s responsibilities including performing the annual physical certification completing forms and processing inventory transactions Contact property tamu edu for information o Introduction to FAMIS Training online training explains the basics for using Texas A amp M s Financial Accounting Management Information System The DPC should request FAMIS access and training located at http fmo tamu edu training After completing the Introduction to FAMIS training it is recommended that the DPC attend Adding Purchased Assets to Fixed Asset Inventory training 3 The department is required to complete the FDP 421 Departmental Property Contact Responsibility Statement and file it in the department The DPC and his her supervisor should sign the FDP 421 o The Department Head will certify on the annual certification that the FDP 421 form is on file in the department and that the DPC has TAMU Departmental Property Management User s Manual March 2015 17 Chapter 1 Delegation of Responsibility attended the appropriate training When Texas A amp M Property Management performs departmental spot checks they may ask to see the FDP 421 forms Employee Responsibilities Each state employee is responsible for using state personal property equipment only for state purposes and is required to exercise reasonable care for its safekeeping The term reas
25. if the loss or damage results from their negligence intentional act or failure to exercise reasonable care to safeguard maintain and service the items Thus the Department Head is ultimately responsible for a property in the department The Department Head responsibilities e Physical possession and control of all equipment entrusted to the activities within his her respective unit college department etc e Appointment of a responsible Departmental Property Contact if necessary and timely notification to the Texas A amp M Property Manager of any Departmental Property Contact changes e Verifying that all Departmental Property Contacts have attended FAMIS training and have a signed FDP 421 Departmental Property Contact Responsibility Statement to remain on file in the department e Ensuring that all unit employees are trained such that each has an awareness of their respective responsibilities for property processing and or custodianship e Establishment and maintenance of property records for his her respective unit 14 TAMU Departmental Property Management Procedures Manual March 2015 e Establishment of inventory management procedures within his her unit in compliance with all applicable state regulations System policies university rules and standard operating procedures e Timely transfer of equipment that is no longer needed within the unit to Surplus e Timely within 24 hours of discovery notification and r
26. it would affect her annual evaluation Always get all asset information from the individual user Create a central receiving area Assign a contact person for off site equipment Perform spot checks or departmental audits Develop and implement a comprehensive training program for all end users to ensure that individuals are aware of their respective responsibilities regarding inventory management A Statement of Responsibility is suggested as a means to document that each individual has been informed of and has accepted his her respective responsibilities in the inventory management process See FDP 423 on Texas A amp M Property Management webpage http fmo tamu edu property Use group codes to track property for example the user s initials Keep them updated using Canopy or FAMIS FFX Screen 535 This can greatly aid in locating items during the physical inventory Use the other location field in Canopy or FAMIS FFX Screen 535 to identify who uses the equipment For purchases and transfers to other Texas A amp M System Members make sure to communicate with the appropriate people exactly what is happening with the equipment 110 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 9 Managing the Inventory Physical Inventory Tips The ad hoc committee suggests these tips for performing the annual physical inventory e Some departments do not allow managers to perform the physical inventory In
27. must be completed by Aug 31each fiscal year The agency head or designee must forward the Certification of Physical Inventory Conducted by Agency form 73 283 to the Comptroller s office No later than 20 days after the last day of the fiscal year Sept 20th and the Tex Gov t Code Ann Sec 403 273 F G Vernon Supp 1997 found at http www statutes legis state tx us Docs GV htm GV 403 htm 403 273 e A state agency shall conduct an annual physical inventory of all property in its possession The comptroller may specify the date on which the inventory must be conducted f Not later than the date prescribed by the comptroller the head of a state agency shall submit to the comptroller 1 a signed statement describing the methods used to conduct the agency s annual physical inventory under Subsection e 2 a copy of the results of the inventory and 3 any other information concerning the inventory that the comptroller requires The agency must ensure that each property item is still within the agency s possession that it is able to identify the property s location and can provide the name s of the person s responsible for the property An agency should assign two or more individuals to conduct the inventory who do not have responsibilities for entering or reporting personal property Any discrepancies in property information detected during the physical inventory should be corrected in FAMIS immediately Sp
28. of transferring property Access the online training at the Texas A amp M Property webpage http fmo tamu edu property Bar Code Reader I Circuit Scan amp Validate This training is optional for individuals who perform the annual physical inventory using the bar code reader Contact property tamu edu 118 TAMU Departmental Property Management Procedures Manual March 2015 Appendix B Asset Coding TAMU Departmental Property Management User s Manual March 2015 119 Appendix B Asset Coding Inventory Object Class Codes Note Always use the most recent codes found in Canopy FFX Class Table or on FFX Screen 581 or at http property tamu edu For help identifying what should be inventoried contact the TAMU Property Management Office at 979 845 8147 or property tamu edu A complete listing of object codes for Texas A amp M University using FAMIS FRS Screen 806 or go to http fmo tamu edu accounts payable purchase audit docs object code searches e The Subcode identifies the expense object code to use on the purchase document e The Class Code identifies the specific piece of equipment being purchased The individual who enters preliminary asset information inputs this code using Canopy or Screen 362 The first four digits of the Class Code should be the subcode on the purchase document Property Control Codes Note Always use the most recent codes that are in FAMIS or listed at http oroperty ta
29. property does not include consumable items nor does it include real property such as land or buildings improvements to land or buildings or infrastructure All personal property including capitalized assets and controlled assets must be entered into FAMIS and then reported to the State Property Accounting System Financial Management Services will review and modify as necessary personal property to be reported to the State Comptroller s Office View a listing of personal property descriptions at the Texas Comptroller of Public Accounts website at https fmx cpa state tx us fmx pubs spaproc index php Pilferable Item An equipment item that is highly susceptible to theft loss or damage due to monetary value intrinsic value convertibility to unauthorized use attractiveness or relatively small size Preliminary Asset Data Preliminary Asset Data is all pertinent information related to an asset such as model number serial number location etc The departmental Preliminary Asset Enterer enters this data into FAMIS before FAMIS will pay the invoice It is recommended that the DPC input Preliminary Asset Data into FAMIS Preliminary Asset Enterer This is the individual in the department responsible for entering preliminary asset data into FAMIS Many times this person is the same as the Departmental Creator However it is recommended that the DPC be the Preliminary Asset Enterer It is crucial that this individual communicate with th
30. the Purchasing Card Statement and if available a copy of the Receipt to Property Management MS 6000 e Current fiscal year expenditures will be moved to the correct inventory code After the asset has been added to inventory in FAMIS you will receive a bar code label and asset control sheet AggieBuy Purchases of Inventory Items If Create Asset Manually box is checked in AggieBuy include the highlighted instructions 1 When the Purchase Order is completed the purchase information is fed to FAMIS 2 This feed automatically creates a Preliminary Fixed Asset for every line item on the PO that e Defaults in information from the AggieBuy PO e Defaults in Building number and Room number from FAMIS screen 860 66 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 5 Property Acquisitions 3 When receiving is completed in AggieBuy updated in AggieBuy amp fed to FAMIS at noon amp 4 00pm DPC Alt APO receives automated email indicating a preliminary fixed asset has been created 4 Complete the Preliminary Fixed Asset through Canopy or FAMIS Preliminary Fixed Asset Canopy Procedure 1 Log into Canopy using FAMIS ID and password e Select FRS Module e Select Purchase Documents e Select SciQuest Cross Ref enter 2 Enter AggieBuy PO number in the SciQuest Document ID field submit Select FRS module Select Preliminary Assets Select Pre Asset Search Review all preliminary assets If multiple P
31. the laborer s supervisor and the Departmental Property Contact Figure 5 2 is a sample spreadsheet of labor costs Figure 5 2 Sample Spreadsheet of Labor Costs Department Name Chemistry Monthly Percent Effort of Months of Name Salary Trailer Construction Cost Walter Jones 2 500 00 30 4 3000 John Smith 2 000 00 70 4 5600 Bill Taylor 1 250 00 50 4 2500 Tag number 0124678157 11 10 Ana Total labor costs 0 00 Supervisor X DPO Qan 58 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 5 Property Acquisitions Example of Fabrication of Equipment A department is building a trailer buying parts from different vendors at different times Items purchased Tires 600 Wood 500 The sum of Metal hitch 300 these items is Nails nuts and bolts 150 6 050 Frame 4500 Tires were the first items that were purchased Follow these steps 1 The departmental creator creates a purchasing document for the tires and should use object code 8733 Construction In Process CIP Fabrication of Equipment Submit the FDP 414 Additions and Deletions and FDP 4 Equipment Information Sheet to Texas A amp M Property Management An asset number will be assigned by Texas A amp M Property Management and all costs will be added to the Fabrication of Equipment asset as they are incurred Next the department purchases the metal hitch and so on The department creator creates the purch
32. timely within 24 hours of discovery notification and report of missing or stolen property to the Texas A amp M Property Manager e Coordination of the physical verification and certification of current inventory on an annual basis with the Department Head custodians and end users e Coordinate tracking and management of equipment that is assigned or on loan at a location outside the respective unit e Ensure physical verification of assets assigned to terminating custodians and end users to ensure property reassignment transfer or disposal of all pertinent inventory Change in Departmental Property Contact DPC Follow these procedures if there is a change in a Departmental Property Contact 1 The department is required to submit the following form to Financial Management Operations Access and Security at Mail Stop 6000 or FMO FTS tamu edu o To change the Primary DPC Alt APO receives all FAMIS email notifications and annual certification information shown on screen 860 http fmo tamu edu media 66223 fd860 pdf o Delegates signature authority for TDP online property transfer and paper forms for property http fmo tamu edu media 66342 FD DSA Delegated Signature Authority Form pdf o FAMIS Canopy access http fmo tamu edu media 59488 FD 805 pdf 2 All DPCs are required to attend ntroduction to FAMIS Training and to complete the DPC online training The departments should maintain certificates in their files to verify that they
33. used with this camera will be purchased and will cost 1000 00 The lens will be coded 578101 Portable Cameras Although together the camera and the lens are 5000 00 neither will be coded capital because they were purchased in different fiscal years This example meets the following criteria 1 It will become a component part of the existing asset 2 It will meet the object code threshold within the fiscal year TAMU Departmental Property Management User s Manual March 2015 53 Chapter 5 Property Acquisitions Add the parts to inventory in the following manner y Preliminary Asset Screens or Canopy or Y FDP 414 Property Additions and Deletions The departmental creator would check Add to Asset Number and provide the existing asset number If for some reason this was not accomplished using FAMIS then submit the FDP 414 Property Additions and Deletions to Texas A amp M Property Management There may be different combinations of assets and components that are possible but not all are likely e Capital asset addition of capital component e Capital asset addition of controlled component e Controlled asset addition of controlled component e Controlled asset addition of capital component When adding value to an asset the questions to ask are Will it meet the object code threshold within the fiscal year Is it an improvement or addition If you have any questions contact the Texas A amp M Property Managem
34. with 8nnn See Canopy or FAMIS FFX Screen 581 for a listing of Texas A amp M class codes Condition Codes Condition codes define the condition of the assets for example excellent poor etc Controlled Assets Non Capital Property The State Comptroller and the Texas A amp M System have defined certain property that must be controlled Controlled assets are not capitalized assets real property improvements to real property or infrastructure They do not affect financial reports to the State of Texas and are not depreciated However they must be inventoried and tracked during the physical inventory due to their high risk nature The specified controlled items cost less than 4 999 99 and have a useful life of more than one year The controlled object codes are in the range of 5775 5799 Many forms of computer equipment are considered controlled See Canopy or FAMIS FFX Screen 581 for a listing of Texas A amp M class codes Dept Sub dept Code The dept sub dept code identifies the department and sub department charged with the responsibility for the asset For example assets with FISC OPS belong to Financial Management Services Operations TAMU Departmental Property Management User s Manual March 2015 127 Glossary Departmental Property Contact DPC Designated by the Department Head the Departmental Property Contact performs the daily functions of property management for the department There may be multiple DPCs
35. 000 Keep in mind that all Texas A amp M System Members have different procedures One very important point is to make sure that all involved parties e s are aware of the situation for example everyone must know that the equipment is truly one piece etc Lease Purchase Property According to the State Property Accounting Process User s Guide August 2010 Leased property should be capitalized if the lease agreement meets any one of the following criteria e The lease transfers ownership of the property to the lessee by the end of the lease term e The lease contains a bargain purchase option e The lease term is equal to 75 percent or more of the estimated economic life of the leased property e The present value of the minimum lease payments at the inception of the lease excluding executory costs equals at least 90 percent of the fair value of the leased property Leases that do not meet any of the above requirements should be recorded as an operating lease and reported in the notes of the financial statements 64 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 5 Property Acquisitions 1 Use the following Object Class Codes Obj Class Description 8310 831001 LEASEHOLD IMPROVEMENTS 8350 835001 LEASE PURCH FURNISHINGS amp EQUIPMENT 8351 835101 LEASE PURCH FARM EQUIPMENT 8370 837001 LEASE PURCH M V PASSENGER CARS 8375 837501 LEASE PURCHASE BUILDINGS 2 Submit the
36. 1096 Acq Excellent minor repairs required estimated repairs would cost no more than 10 of acquisition cost TAMU Departmental Property Management User s Manual March 2015 121 Appendix B Asset Coding R2 Used Repair Used property in good condition but Required 11 2596 considerable repairs required Estimated Acq Good repair cost of repairs would be 11 to 25 of acquisition cost R3 Used Repair Used property in fair condition but extensive Required 26 4096 repairs required Estimated repair costs Acq Fair would be from 26 to 40 of acquisition cost R4 Used Repair Used property in poor condition and Required 41 65 requiring major repairs Badly worn and Acq Poor would still be in doubtful condition of dependability and uneconomical to user repaired Estimated repair costs from 4 65 of acquisition cost SC Scrap Value Basic Property that has no valle axdeg Material Content material cost SN Stolen Negligence Send Form FDP 9 to Property Mgmt ST Stolen Request Property Manager will now assign per State Property Accounting System UC Under Const Use until fabrication is N completed UN Unknown Not used by TAMU XX No Value Property that has some value in excess of its Not used by TAMU basic material content but is in such condition that it has no reasonable prospect of use for any purpose as a unit either by the holding or
37. 2 MICROCOMPUTER DESKTOP NOT APPLE Acquisition Dt 08 18 2001 In Service Dt 08 18 2001 New Used N Condition 01 Rvailability US How Tagged BC Related Asset 1 Software Version Historical Ind N Depr Ind Y Special License Asset Status Exposure Code __ EntenspEissspppssspp3sssppdsssppbesspppessppysssppidsssppasssppIOs pETISSpETgs Hmenu Help EHelp RdFFX ficcts Left Right F0013 Please enter desired modifications 362 Preliminary Fixed Asset Data 08 20 01 08 40 FY 2001 CC AM Screen B Doc 1100096 Seq Nbr 1__ Page 2 lt lt lt lt More gt Dept FISC_ Sub Dept Building 00461 Building Campus AM Room Floor 100__ Group Code 1 Other Location Dunership Title TRMU Restriction I cd Pet FAMIS Sponsor Purpose AD 100 Maintenance Company Contract Nor 1 1 Renewal Date Contract Amt 1 Warranty Exp Frequency __ Last Maint Date Insured By SELF Insured Value Replacement Cost 3 Inflation Code NO Enter PF1 PF8 PF3 PFd PF5 PFB PFT7 PF8 PF9 PF10 PF11 PF18 Hmenu Heln EHeln RdFFX Accts Left Right TAMU Departmental Property Management User s Manual March 2015 35 Chapter 3 Inventory Items and Coding Figure 3 6b Canopy Preliminary Asset update screen e Canopy Preliminary Asset D X c eel AEN UNE yN Campus AMU TRAINING CANTUS TAM Ascal Year Un J 9e eur F EPA FFX FR
38. 800053127 becomes 0900053127 asset put in service in fiscal year 09 FDP 4 Select change provide asset tag number and enter the class code in service date and location for the completed equipment See Figure 5 1 a partial form FDP 414 and FDP 4 forms are on the Property Management web page at http fmo tamu edu propert TAMU Departmental Property Management User s Manual March 2015 57 Chapter 5 Property Acquisitions Figure 5 1 FDP 4 with Class Code Change FDP 4 Equipment Information Sheet ___New Asset Contact Judy Jones Email jones tamu edu ___Add To X Change Pcard Purchase Dept Sub Dept Financial Management Services Phone 979 847 8833 System Part Check One X02 TAMU 10 TAMUG Asset 0100004578 Asset Class Code From 873301 to 841506 Condition Change from UC to 01 Cost Total of all cost expenses donations in house labor Comments We are finished with the fabrication and need to change the class code from 8733 to 841506 Labor costs attached Determining Labor Costs The department should track all labor fabrication costs There are several different ways to do this and the department should use the method that works for them They will need to send approved documentation for the breakdown of labor costs to Texas A amp M Property Management who will add it to the asset s value The documentation should include the asset tag number and should be signed by
39. 82 01 COMPUTER DELL OPTIPLEX GX2 PENITUM 4 1 1 788 00 SRPL 08 31 2014 ANTH COMPUTERS PRINT 02 0 0421926 O1 COMPUTE 14 SUMMER CLEANUP DISPOSED 02 0 0731743 01 COMPUTE COMPUTERS 02 0 0731743 02 COMPUTEI COMPUTERS 03 0 0056067 01 PRINTER SURPLUS EQUIPMENT STACKER HP P D3 0 00558B3 01 COMPUTEI SEND TO SURPLUS AND SPECTFICATION 193 0 0059720 01 SERVER O14 SERVER HELIX UNIVERS 43 0 0060239 01 COMPUTER DELL LATITUDE D500 2 964 70 SRPL 08 31 2014 LAPTOP COMPUTER ii DISPOSED j04 0 0060825 01 COMPUTER DELL OPTIPLEX GX27 4 593 76 SRPL 08 31 2014 IT STORAGE A 02K CACHE SMALL MINITOWER BASE D f 04 0 0062755 01 COMPUTER DELL DIMENSION 460 1 500 00 SRPL 08 31 2014 IT STORAGE d 104 0 0062755 02 COMPUTER DELL DHP POWERVAU 480 17 SRPL 08 31 2014 IT STORAGE i ip 4 0 0064022 O1 COMPUTER PMGS 2 568 00 SRPL 08 31 2014 ADDITIONAL ANTH COMP n j04 0 0064132 01 COMPUTER DELL OPTIPLEX GX2 1 064 14 SRPL 08 31 2014 INVENTORIED amp NON IN DISPOSED D4 O 0064680 O1 COMPUTER FACULTY WORKSTATIO 956 00 SRPL 08 31 2014 1 27 14 MOTHERBOARD ASUS PART amp A7VEX X PER 106 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 9 Managing the Inventory Available Property Reports by Request Below are property reports that the DPC may request To request a report the DPC should e mail Texas A amp M Property Management with the appropriate information at pro
40. AJM TEXAS A amp M UNITY ERSTIr Y Departmental Property Management Procedures Manual Version 1 5 March 2015 Supplement to the Texas A amp M University System Asset Management Manual Texas A amp M University Division of Finance and Administration Financial Management Operations Department Table of Contents TAB EOF CONTEN DS nuestro eed a eee le a a oasia 2 NRODDU CTION a a a a aaea anea ENA 7 Property RESOURCES a yona a E ie A NEA EEE men Lm RM E a SAAST 7 CHAPTER 1 DELEGATION OF RESPONSIBILITY eee 9 Liability TOt Property D088 5 d eie Or Oe MO coeds UE cavaniaaa endis ups eda sce iua ent t S 10 Delegation of RespolsiDIlIy us esee ive venie eeepc e eant aive etus 13 Head of a State Agency Responsibilities ee oe oec tese ee nteger oen atte o dee ade der t e eod 13 Property Manager Responsibilities iecit ete terea err n deeds ta Rr Ine suatenes dese da eV aer don 13 Tes A amp M Procedures ore a E a aea aa du sbeseeeeanene 14 Accountable Property Officers APO Department Head see 14 Departmental Property Contact DPC ceeceeescecesececeeeeeceeceececeececeecsceeceeeeceeeeeneeeenaes 16 Employ e BesponsiDIIUeSs se eerie eee oto hte ie ug I aha ded e E e eon sa Eoi aaea 18 CHAPTER 2 PROPERTY REPORTING REQUIREMENTS eee 19 State Agency Annual Certification oe ooaeve erepta eode t e Reed e tI eU RT coe ae vo UL eda eA RU Ie de Ee RI aU 20 State PEequire ie Tb Sati
41. AROOA report was sent to the department Missing Stolen assets List each missing stolen item on the FDP 402 Complete and attach the form FDP 9 Report of Missing or Stolen Property unless the FDP 9 was submitted in a previous fiscal year Recovered assets These include assets previously recorded as missing or stolen even if they have been deleted from inventory that have been located If assets are recovered list each item on the FDP 402 Complete the bottom of the original form FDP 9 Report of Missing or Stolen Property and submit it with the FDP 402 Non inventoried property that should be inventoried If property is located that is not on the inventory listing but should be list the items on the FDP 402 Submit the forms FDP 414 Property Additions and Deletions and FDP 4 Equipment Information Sheet For more information on how to handle each situation see Chapters 5 8 Past Due Certification Procedures Meeting the departmental deadline is crucial so that Texas A amp M can meet the deadline set by the State Comptroller s Office 26 TAMU Departmental Property Management Procedures Manual March 2015 TAMU Departmental Property Management User s Manual March 2015 No extensions can be granted after August 31 since Texas A amp M must submit the entire university s inventory report to the Comptroller no later than 20 days after the last day of the fiscal year If Texas A amp M Property Management does not re
42. DPC is the last one to know when an item has been purchased However one department has procedures so that the DPC is notified prior to requisition purchase of any item valued in excess of 500 00 The DPC decides whether the item is controlled non controlled or capital Departmental creators are a significant part of the check and balance system established within all successful budgetary processes This provides a segregation of responsibility between the Departmental Property Contact and the creator whose primary concern is requisitioning and vouchering the purchase Y The DPC must communicate with and educate departmental enterers and preliminary asset enterers TAMU Departmental Property Management User s Manual March 2015 111 Chapter 9 Managing the Inventory In some departments purchases are made without the approval of any budgetary process However some departments have developed internal policies requiring all purchases over 50 00 to be requested in writing on a Departmental Purchase Order Signature of the Academic Business Administrator is required prior to ordering the item This ensures funds are available in the applicable account and are encumbered prior to the purchase Also the billing and shipping addresses are reviewed to limit the number of past due notices within the department The DPC receives a copy of all completed departmental purchase orders at the time the order is processed He she maintains th
43. E HECK oaa uiv Hut ate ese otatatdc ic beat cetus Sea nS etus 96 Upper Management Support tiie tert test otc aad d e oia utut usua Lea o ai e 96 Communicate Motivate and Educate Within Department sese 97 Hold Employees Accountable for Property esses ener 97 Communicate to Employees that Property Belongs to Texas A amp M eee 97 Communicate Between People Involved in the Inventory Process eee 97 Form Relationships with Employees e eee eret einen nn n einn aen ase en eee en aae enase 98 Ilona gie e R as 99 Vse FAMS Cann py OE EE X 2o occa ti cene diycec tese pans tact OI MAN Sq RN GU Di qi Ta t eee Ree Beas 99 Deparineni subdepariment CodeS 4 oss a eee aurea tce case ut c E uS cede 101 GrOUp CODES OPE 101 Other Location itis cnet Soc lea Co oA cce o eae nd eos teo tate ats 102 PRS SEU IRS 810 Saas Gs gpa Cv Ca um b es 102 Download Data from Canopy or FAMIS eeeeseeeeeeeeeee estne eren nnet tnnt nennen nne 102 TBARO06 Asset Control Sheet and TBARO51 Transfer Within System Part Reports 103 Available Property Reports by ReqUeSl ie ede retten ets eo nn eo ed e Ede egeo e eR en ve e Ra 107 IRGC OTK Ce Pat Depeche ca aan ou tt ve soe esatta pul e ts sre DR Me ULM er fud 108 Departmental Suggestions isese etse nv ait e e dim ea smt Gee eui reno omi re 109 Builds t
44. FDP 4 Equipment Information Sheet with the form FDP 414 Property Additions and Deletions to Texas A amp M Property Management MS 6000 include copies of any documentation lease agreement amortization schedule etc The Lease Purchase property will be added to inventory at fair market value Leasehold Improvements According to the State Property Accounting Process User s Guide June 2010 Leasehold Improvements are improvements made by a lessee i e new buildings or improvements to existing structures etc The lessee has the right to use the improvements over the term of the lease The improvements revert to the lessor upon lease expiration Moveable equipment or office furniture that is not attached to the leased property is not a leasehold improvement Improvements made in lieu of rent should be expensed in the period incurred Contact Texas A amp M Property Management with any questions Purchasing Card Purchases of Inventory Items The single transaction dollar limit is 5 000 00 and the item cost cannot be split between transactions Therefore capital equipment having a threshold of 5 000 00 may not be purchased with the Purchasing Card Inventoried or Controlled equipment less than 5 000 00 can be purchased with the Purchasing Card but it may be cost effective to make these purchases through Aggie Buy Preliminary Fixed Assets for Purchasing Card purchases When an asset has been purchased with a Purchasing Card the c
45. It would be helpful to reference the assets as being together in FAMIS This will help the DPC to identify which server the software is in when searching for it during the physical inventory Replacement A replacement is replacing an internal or external part of personal property that allows the property to complete its normal useful life Replacements are not added to the original asset unless they meet the capitalization threshold for the asset class code Research Foundation According to the Research Foundation s website at http rf web tamu edu The Texas A amp M Research Foundation is an independent non profit service organization Our focus is to facilitate research and development within The Texas A amp M University System and selected other entities by providing highly valued administrative services and resource support at the most reasonable cost Restriction Codes Restriction codes identify any restrictions placed on the use ownership of the asset For example some gifts of property to Texas A amp M have restrictions placed on them for IRS tax purposes Salvage Any equipment that through use time or accident is so depleted worn out damaged consumed or outdated that it is obsolete and or can no longer serve the purpose for which it was originally intended TAMU Departmental Property Management User s Manual March 2015 131 Glossary Sensitive Item An equipment item that is potentially harmful or hazardous o
46. Management will assign the inventory number if it has not already been assigned to the fabricated asset 56 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 5 Property Acquisitions o c Y Coding Fabricated Items Coding the items correctly is very important for depreciation purposes Be sure to communicate to the departmental creators that they should use object code 8733 for all items purchased for fabrications When purchasing items The purchasing document creator should use object code 8733 Construction In Process CIP Fabrication of Equipment all purchases for the fabrication This is important because assets coded 8733 will not calculate depreciation as they are not yet in service Upon the completion of the fabrication Submit an FDP 414 Property Additions and Deletions and an FDP 4 Equipment Information Sheet to Texas A amp M Property Management FDP 414 Select Gifts amp Other Additions Other In Explanation field request moving the asset from the construction in process class code to the class code for the completed asset otherwise it will remain construction in process and will not accumulate depreciation Property Management will delete reclass the asset coded 873301 and approve reclass from construction the completed asset The completed asset number will be the last six digits of the original CIP fabrication asset with the fiscal year of the in service date Example 0
47. O line items were needed to create a single asset there will be an asset for each line item e Proceed to the first asset involved in the multiple line items e Select appropriate tag number by mouse clicking Doc Seq number 3 This will land you on the Preliminary Asset Data screen 4 Completing Fixed Asset Data e Mouse click Edit box o Change the value of this asset to match the total value of all preliminary assets created for the asset Correct Update Asset Description field if needed Enter Serial Number Enter Acquisition Date Enter In Service Date Correct Update Building Number if needed Correct Update Room Number if needed o Additional location information is optional e Mouse click Save box 5 Return to Preliminary Asset screen by selecting Pre Asset Search tab 6 Verify the Complete field on the far right of the asset is Y indicating all required information is complete 7 Proceed to the next asset whose value was previously included and select by mouse clicking Doc Seq number e Mouse click Edit box e Mouse click Delete box e Follow steps above to delete any additional assets whose cost was included in the Completed Preliminary Fixed Asset 8 Follow steps above Completing Fixed Asset Data for any additional assets O O O O O O TAMU Departmental Property Management User s Manual March 2015 67 Chapter 5 Property Acquisitions Preliminary Fixed Asset FAMIS Procedure 1 Log into
48. R DEAN DPCs may search Canopy or FAMIS FFX for a listing of assets by department code For example in FFX Screen 534 a DPC could get a complete listing of inventory for FISC Assign department sub department codes using the FD 860 Notice of Change Information and or Authority found at http fmo tamu edu property Group Codes The DPC can add and or change group codes at any time An excellent way to manage the inventory is by using group codes A group code is a one to five character alohanumeric code created and used by departments to group assets or track responsibility for assets For example if an individual borrowed a laptop the department may wish to use that person s initials as the group code Many departments use the custodian s initials as the group code TAMU Departmental Property Management User s Manual March 2015 101 Chapter 9 Managing the Inventory e Field is shown in Figures 9 1 amp 9 2 e Maintain group codes using Canopy or FAMIS FFX Screen 535 e Download the departmental inventory list from Canopy to an Excel file sort by any field group code building room etc as a tool for managing inventory Other Location The other location field on in Canopy or FAMIS FFX Screen 535 can help tremendously when trying to locate equipment Figure 9 3 shows the other location field on Screen 535 Many people insert the user s entire name into this field They also use it for secondary locations Fo
49. S Routing System Main Menu FRS Preliminary Assets Pre Asset Document Send Feedback Pre Asset Search Pre Asset Document Create Pre Asset Document v Document Sequence 1 Submit Preliminary Asset Data Tag Number 0300161840 Add to Exisiting Asset Asset Description Line 2 Cost 6 500 00 Manufacturer Model Serial Number Class Acquisition Date In Service Date Condition O1 Availability US How Tagged BC Related Asset Software Version Special License Exposure Code Dept Sub Dept Building Group Cd Building Campus Other Loc Room Ownership TAMU User UIN Restriction I Purpose 1 Percent Purpose 2 Percent Purpose 3 Percent Purpose 4 Percent Maintenance Company Contract Nbr Renewal Date Contract Amount Warranty Expire Date Frequency Last Maint Date Insured By SELF Insured Value Replacement Cost Inflation Code NO Historical Indicator Depreciable Indicator Asset Number Status ea Inventory Descriptions When updating the preliminary fixed asset always verify the asset description Asset descriptions need to be in this format COMPUTER PENTIUM PROCESSOR and NOT PENTIUM PROCESSOR COMPUTER Notice that the word computer or a clear description of the purchase should be first If it is not in this format it will need to be corrected by Texas A amp M Property Management This is because 1 When the description is concise it is easier for the DPC to identify items on th
50. The following costs must be included in the value e Any purchased materials and or parts that become part of the asset e The fair market value of any donated materials that become part of the asset which does not necessarily have a readily determinable dollar value e Labor costs The department should submit the appropriate back up documentation receipts etc to Texas A amp M Property Management for inventory TAMU Departmental Property Management User s Manual March 2015 55 Chapter 5 Property Acquisitions Obtaining an Asset Tag Number for Purchases Used for Fabricated Equipment Contact Texas A amp M University Property Management to be assigned an asset tag number for fabricated equipment When purchasing items for a fabricated asset submit the FDP 414 Additions and Deletions and FDP 4 Equipment Information Sheet to Texas A amp M Property Management An asset number will be assigned by Texas A amp M Property Management and all costs will be added to the Fabrication of Equipment asset as they are incurred Obtaining an Asset Tag Number For Gifts Used for Fabrication Any donation gift used for the fabrication must follow the procedures for accepting gifts See Chapter 5 Gifts and Donations Submit the FDP 4 Equipment Information Sheet and FDP 414 Property Additions and Deletions to Texas A amp M Property Management The department should note this as an add to for fabricated equipment Texas A amp M Property
51. able care Mr Smith checks out a laptop computer to do additional work at home He puts the computer in the passenger seat of his car and leaves work He stops at a convenience store to get some gas locks his car and someone steals the computer Who is liable Mr Smith would be liable By leaving the computer in plain view he did not exercise reasonable care If he had locked the computer in his trunk he would not be liable 10 TAMU Departmental Property Management Procedures Manual March 2015 The SPA Process User s Guide states Employee Responsibilities It is each state employee s responsibility to use property only for state purposes and to exercise reasonable care for its safekeeping A property manager may entrust property to a person only when the person provides a signed and dated receipt to the property manager The receipt must include a detailed list of the property entrusted to the individual along with a statement similar to this understand that am under financial liability for loss or damage to this these item s if the loss or damage results from my negligence intentional act or failure to exercise reasonable care to safeguard maintain and service it them Signature Date Sec 403 276 REPORTING TO COMPTROLLER AND ATTORNEY GENERAL a If the head or property manager of a state agency has reasonable cause to believe that any property in the agency s possession has been lost destro
52. agement and will depend on the factors below per SAGO Trade in Discussion and Worksheet April 2003 Things to remember 1 Gains are not recognized on similar asset exchanges 2 Losses undepreciated amount of asset traded in are recognized unless it can be add to the new asset as described in 3 TAMU Departmental Property Management User s Manual March 2015 77 Chapter 7 Property Dispositions 3 New asset is recorded at cost paid plus undepreciated amount of the asset traded in but cannot exceed the fair market value of the new asset Capital and controlled limits apply 4 Trade in allowance may not be the same as the calculated trade in allowance 5 Trade in allowance besides reducing the cost of the new asset can be used only if asset traded in will show a loss not fully depreciated 6 The calculated trade in allowance is the difference in the FMV of the new asset and the cash given for the new asset Terms Book Value BV Total cost less accumulated depreciation Fair Market Value FMV Dollar amount at which the asset item could be purchased on the open market Loss BV of old asset Cash given FMV of new asset except if result is negative then Loss 0 00 Total Gain FMV of old asset BV of old asset Asset Numbers for Trade Ins Payments Processed Through E Procurement If the departmental creator issues a purchasing document in FAMIS for the new item then he she should follow these procedures C
53. aking him her the Accountable Property Officer see below for the department At Texas A amp M the Division of Finance and Administration Financial Management Operations Department employs the Property Manager This individual will be referred to as the Texas A amp M Property Manager throughout this manual TAMU Departmental Property Management User s Manual March 2015 13 Chapter 1 Delegation of Responsibility Texas A amp M Procedures Department Head may designate Departmental Property Contacts Alt APO DPC to perform daily activities TAMU President is ultimately responsible for the custody and care of all equipment at Texas A amp M TAMU Property Manager is responsible for the overall equipment management for the Member Department Head Accountable Property Officer Department Head is the Accountable Property Officer APO for his her department Departmental Property Contact e Accountable Property Officers APO Department Head At Texas A amp M each Department Head is the Accountable Property Officer APO for his her department This responsibility cannot be delegated According to the Texas A amp M University System Asset Management Manual September 2004 Accountable Property Officers typically Department Heads are responsible for the physical possession and control of all property entrusted to their department They are under financial liability for the loss or damage to personal property under their control
54. amp Maintenance of Computer Software Get a complete listing of object codes using Canopy or FAMIS FRS Screen 806 Asset Class Codes An asset class is a group of similar assets as designated for accounting and property control purposes To further break down the object code for inventory items Texas A amp M uses asset class codes which e Are determined by the State of Texas e Have a default useful life used for deprecation calculations The asset class codes are six digit numbers e g 843502 The first four digits of a class code identify the object code used on the purchase document The last two digits are a further breakdown of the object code Figure 3 5 illustrates asset class codes for capitalized computers Figure 3 5 Asset Class Codes for Capitalized Computers 843501 Servers 843502 Computer Desktop 843504 Laptop Computers 843507 Computer Terminals Monitors Complete listing of asset class codes on CANOPY FFX Tables Class Table or FAMIS FFX Screen 581 Property Control Codes Other codes used for state reporting and control purposes include the following e Ownership Title Codes Identifies whether the asset is owned by Texas A amp M an outside agency or being used but not owned by Texas A amp M This field is included on the bar code labels 38 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 3 Inventory Items and Coding e Condition Codes Define
55. and non inventoried e g binders lamps etc not being used by the department Transfer all unused parts from cannibalized equipment to Texas A amp M Surplus as non inventory items See Chapter 6 Cannibalized Equipment Use Canopy to create an on line Transfer Departmental Property TDP Instructions may be found on the Texas A amp M Property Management webpage http fmo tamu edu property under Training TDP Transferring Departmental Property 86 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 8 Miscellaneous Property Situations TAMU Departmental Property Management User s Manual March 2015 87 Chapter 8 Miscellaneous Property Situations Miscellaneous Property Transactions y Pu i 4aBs0 gt If ever in doubt about what to do contact Property Management The types of miscellaneous property transactions in this chapter include the following Broken Worn Out Obsolete Idle Equipment Found Items that Should be Inventoried Loan of Property Moving to a New or Remodeled Building Updating Property Location Software Purchases and Obsolete Trust Property Unidentifiable Equipment Broken Worn Out Obsolete Idle Equipment Y TDP Online Transfer Departmental Property s Never throw away equipment or store it at the department Always transfer M Si Sire c unused property to Texas A amp M Surplus even if it is broken U
56. any other agency and its repair or rehabilitation for use as a unit is clearly impractical Repairs or rehabilitation estimated to cost in excess of 65 of acquisition cost would be considered clearly impractical for purpose of this definition Purpose Codes Code Description Copanents AD Administrative O AG Agricultural Services Building AX Auxiliary Enterprises SN FR Residence Family ApartmeN GN General rty ork is an example of general IN Instruction LB MT NI PP PS RE RP Rental Property For Profit SR Residence Single Dorms 122 TAMU Departmental Property Management Procedures Manual March 2015 Appendix B Asset Coding Restriction Codes Code Description A Equipment through Texas Surplus Acquisition date 18 morf Right to reclaim transfer fund agency Title stays with fund agency federal private Research sales receipts to be deposited to NSF Sale receipts to return to federal gavernment Exempt property use on federal funN Retain amp reimburse federal govAZYN No restrictions Research on Mading agency Teaching only pef funding agency gt lt 4 DO A S 7 QO 71M o O 0 Gift gt 5000 if disposed of in less than acquired date 3 years submit IRS form 8282 TAMU Departmen
57. artment to another or from one TAMU system agency to another Ten Day Rule According to the Texas A amp M University System Asset Management Manual 06 2014 the department must permanently affix the asset tag number to an item promptly on receipt but not later than ten calendar days after receipt unless prevented by unusual circumstances Please note At Texas A amp M since FAMIS assigns inventory numbers when the completion of the e procurement purchase order creates the preliminary asset the department should not wait for bar code tags to mark equipment Use a permanent marking to place the asset tag number onto the equipment and later attach the bar code tag View the asset tag number using Canopy FAMIS FRS Screen 361 or FFX Screen 545 Texas A amp M Foundation According to the Texas A amp M Foundation website at http txamfoundation com The Texas A amp M Foundation is a private nonprofit organization that exists for the benefit of Texas A amp M University As the primary academic fundraising institution for Texas A amp M we inspire philanthropy to support this remarkable place and share in its promising future Texas A amp M Property Management Texas A amp M Property Management is located in the Division of Finance and Administration Financial Management Operations Department Texas A amp M Property Management maintains all property for Texas A amp M University Trade In A trade in is surplus or salvage property that
58. asing document for the metal hitch and uses the same object code 8733 Construction In Process CIP Fabrication of Equipment Include note to add to asset 0100004578 number assigned Texas A amp M Property Management will add all of the items and as they are purchased onto asset tag number 0100004578 The value of the parts for the fabricated trailer will be 6 050 the sum of the items listed above Throughout the fabrication the department should record all labor costs See Figure 5 2 Labor costs must be included in the total value for the property Attach this spreadsheet to the FDP 4 form discussed in number 8 For this example labor costs total 11 100 Upon the completion of the fabrication submit a FDP 414 Property Additions and Deletions and a FDP 4 Equipment Information Sheet to Texas A amp M Property Management to change the object code from 8733 Construction In Process CIP Fabrication of Equipment to 841506 Trailers Be sure to attach the spreadsheet of labor costs to the FDP 4 The total value that Texas A amp M Property Management will record for the trailer is 6 050 11 100 17 150 TAMU Departmental Property Management User s Manual March 2015 59 Chapter 5 Property Acquisitions Gifts and Donations A donation is a voluntary contribution of resources to a governmental entity by a nongovernmental entity Accept all gifts donations to Texas A amp M in accordance with Texas A amp M System polic
59. ata such as location information and property control codes in CANOPY or on FAMIS FFX Screen 535 Figure 3 1 Step 4 Figure 3 8a is a screen print of FAMIS FFX Screen 535 Information on the left hand side of the screen may be updated Figure 3 8b is a screen print of Canopy asset update screen Request FAMIS Property Update access by following the instructions listed at The Division of Finance and Administration Access and Security website http fmo tamu edu access security Other changes to assets information must be submitted to Texas A amp M Property Management TAMU Departmental Property Management User s Manual March 2015 39 Chapter 3 Inventory Items and Coding Figure 3 8a FAMIS FFX Screen 535 T0013 Please enter desired modifications 535 Departmental Inventory Screen __ _ Asset 9400000001 Status A COMPUTER 4865X W 16 Availability AY Class Condition 01 Model Purpose 1 GN Percent 1 100 Serial pM Acq Date gm Duner Title qmm Restriction Tag Number How Tagged Locat ion Cost Building 00461 Bldg Campus AM Department Room Flr 101 Group Cd KC Sub Dept the TEE Description Inventory Date Source Pct Next Rsset Number Note File Flag 08 20 01 08 41 FY 2001 CC RH MEG MEMORY RND 843508 SPR Class 4865X 555R7 780 04 25 1994 TAMU I 9400000001 BC 1850 00 CHEM COMPUTER 4865X W 16 MEG MONITOR D5 100 N Enter PF1 PF8 PF3 PF4 PF5 PFB PF7 PF8 PF8
60. ay consider selling the equipment to outside entities by competitive bidding through either a sealed bid public auction or on line auction unless the Vice President for Finance office grants an exception in writing A separate sale can be arranged if approval is received from the Vice President for Finance office Contact Surplus Property at surplusproperty tamu edu or 845 3427 for sale information TAMU Departmental Property Management User s Manual March 2015 75 Chapter 7 Property Dispositions Special Sales Y FDP 414 Property Additions and Deletions Occasionally a special sale may be necessary Special sales may only occur with permission from Texas A amp M s Vice President for Finance office An example of a special sale would be if a professor terminated employment with Texas A amp M to work at another university and requested that Texas A amp M sell the equipment he she used at Texas A amp M to the other university It must be in Texas A amp M s best interest to sell items through a special sale Texas A amp M would generally not want to sell anything to another university if the property could be used on Texas A amp M s campus Contact Surplus Property at surplusproperty tamu edu or 845 3427 for sale information Follow these procedures for special sales The department must request permission to sell the property through the following individuals Department Head or Dean Director of Logistics Texas A amp M Property Manag
61. balized Cannibalized computers must have the hard drive condition indicated on the TDP even non inventory computers Cannibalized equipment is equipment that is dismantled and the parts are used in other assets For example computer personnel frequently use parts from broken computers to fix other computers in the department If they removed a hard drive a major component out of a computer for use in another computer then the original computer becomes cannibalized Cannibalized equipment must be removed from the inventory 70 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 6 Property Dispositions ne E M P W Ox e X Drop the equipment from the inventory before cannibalizing it Do this by submitting the form FDP 414 Property Additions and Deletions to Texas A amp M Property Management This is to ensure that all cannibalized equipment is dropped from the inventory before the parts are used for anything else Using the FDP 414 Texas A amp M Property Management will remove the item from the department s inventory therefore making the item and all of its parts non inventoried N l property Please keep in mind that if a department cannibalizes equipment that is not fully depreciated a loss will be posted on the university s books Don t keep junk rooms Send all parts not needed to Texas A amp M Surplus Departments should send all parts of cannibalize equipment that are not
62. ccess and training contact http fmo tamu edu access security Department Head Property Management Training for TAMU This training is required for all Department Heads Department Heads must annually certify that they have attended this training This training explains the Departments Head s responsibilities in regards to property management Access the online training at the Texas A amp M Property webpage http fmo tamu edu property Departmental Property Contact This training explains the Departmental Property Contact s responsibilities in addition to performing the annual physical certification completing forms and processing inventory transactions Access the online training at https apps6 system tamus edu TrainTraq web CourseDetails aspx cnum 2112 132 Adding Purchased Assets to Inventory This training is recommended for DPC s and those who input preliminary asset information into FAMIS or Canopy The on line training covers what should be inventoried the process for fixed assets from requisition to approve asset updating preliminary fixed assets purchasing card purchases tagging equipment and updating assets Access the online training at https apps6 system tamus edu TrainTraq web CourseDetails aspx cnum 2112 397 TAMU Departmental Property Management User s Manual March 2015 117 Appendix A Training TDP Transferring Departmental Property This training is recommended It explains the online process
63. ceive the department s inventory certification by the original due date then they will contact the department to inquire on the status of the inventory e Texas A amp M Property Management Inventory Specialist may grant one extension which can be up to two weeks e Departmental Property Contact may request additional time using the FDP 404 Request for Extension of Time for Annual Inventory Certification found at http fmo tamu edu property or by e mailing the Texas A amp M Property Manager at property tamu edu e Texas A amp M Property Manager will either approve or deny the extension and send the confirmation to the Departmental Property Contact and forward approvals to the Texas A amp M Property Management Inventory Specialist If Texas A amp M Property Management does not receive the certification by the final due date a letter will be sent to the dean director or vice president with a copy to the following individuals e Department Head Accountable Property Officer e Departmental Property Contact e Director of Accounting Operations If Texas A amp M Property Management does not receive the certification within two weeks of the date of the letter then Texas A amp M Property Management will notify the Texas A amp M Associate Vice President for Finance 27 Chapter 3 Inventory Items and Coding Chapter 3 Inventory Items and Coding 28 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 3 Inv
64. cessible during the physical inventory For consistency and convenience in conducting physical inventories and audits the number should be placed on the left side of the asset and in accessible view of the person conducting the inventory Do not place the numbers inside drawers on the bottom of equipment or on the side of heavy equipment that would be difficult to move to view the number Below are examples of places to affix the asset number e If the equipment consists of more than one part make certain that all parts are numbered Texas A amp M Property Management will provide one label The department may hand write the asset tag number on the other pieces or create another type of label for the pieces e Desks left of knee space if multiple pieces then each piece must have a value over 5 000 e Table left front or inside left front support leg e Printer on the left side e Computer CPU on the left side helpful to number in both desktop and tower modes e Laptop computers on the left side Tagging Small and Delicate Property For equipment that is too small or too delicate to number Texas A amp M Property Management suggests these procedures e fthe item will be used with more than one specific instrument it must be assigned its own inventory number Keep each piece of delicate equipment in a special container with the following information affixed to the container o Inventory number o ltem descripti
65. d Updating Scan and Validate Website Texas A amp M Property Management will email to the DPC three listings of the TBAR004 Inventory Verification List report as follows see Figure 2 2 for a sample of a TBARO004 report 1 TBARO004 Listing by Numerical Sequence 2 TBARO04 Listing by Building Room 3 TBAROO4 Listing by Group Code Follow these procedures using the TBAR004 reports to verify the inventory 24 TAMU Departmental Property Management Procedures Manual March 2015 1 Choose one TBARO04 inventory list to physically locate all items 2 Compare each physical asset with the TBAROOA information and verify the information listed below e Asset Description e Asset Number Ensure that all equipment is tagged properly and the piece with the identifying number fits the description on the inventory list Look for legibility of the inventory number and rewrite it if necessary before concluding the process e Model Serial Number Verify that the model and serial number on the list match the numbers on the equipment If the numbers do not match then show the change and note the reason for the change e Location includes location group code and other location Verify the location and make any necessary changes Departmental personnel should maintain this information using Canopy or FAMIS FFX Screen 535 Do not change any location information for recovered missing stolen assets unless Property Management has processed th
66. d on the hard drive has been irreversibly erased from the computers See Chapter 7 Transfer of Computer Equipment for more information TAMU Departmental Property Management User s Manual March 2015 71 Chapter 7 Property Dispositions Damaged or Destroyed Property Y FDP 414 Property Additions and Deletions AND Y TDP Online Transfer of Departmental Property Do not throw damaged destroyed property away Always transfer it to Texas A amp M University Surplus Property Report in writing any damaged or destroyed inventory to the Texas A amp M Property Manager immediately Submit the FDP 414 Property Additions or Deletions to Texas A amp M Property Management In most cases damaged destroyed property should then be transferred as non inventory to Surplus using the online TDP Transfer Departmental Property in Canopy e Damaged Motor Vehicle In the event a motor vehicle or motor driven equipment is damaged or destroyed a copy of the official accident report must be attached to the FDP 414 Property Additions or Deletions and submitted to the Texas A amp M Property Manager Drop or Dispose To drop or dispose means to remove the asset from the inventory Texas A amp M Property Management will follow the proper procedures to drop cannibalized damaged destroyed missing and stolen property from a department s inventory when they receive the proper paperwork from the department Missing Stolen Property Y FDP 9 Rep
67. de is the expense object code used on the purchase document The last two digits are a further breakdown of the object code For example if someone purchased a computer they would have to identify what kind of computer The object code would be 8435 but the asset object class code could be 843502 for a Computer Desktop A complete listing of object codes for Texas A amp M University using FAMIS FRS Screen 806 or use guides found at http imo tamu edu accounts payable purchase audit docs object code searches Asset Number An asset number is a 10 character number used to uniquely identify an asset within the Financial Accounting Management Information System FAMIS It may or may not be the same number that is used to physically mark the asset which is called a tag number See the FAMIS Departmental Fixed Assets User s Manual at http sago tamu edu famis explanation of the asset approval process NOTE For some Texas A amp M Members the asset number takes the form of NN A XXXXXXX where NN the last 2 digits of the fiscal year the asset was purchased A the site identifier and XXXXXXX the number assigned by purchasing TAMU Departmental Property Management User s Manual March 2015 125 Glossary Asset Status The asset status values used in FAMIS include the following Preliminary Asset For users of the on line purchasing module someone in the department creates preliminary assets in the Financial Record System FRS Prelim
68. department member should initiate the form FDP 411A Property Transfers provide the following information and send it to the receiving department Type of transfer Name of person preparing form with contact information Who to contact for Surplus pick up Asset number and other asset information All information in the Releasing Department Agency box including authorized signature Receiving campus code department code and department name 2 The receiving department should complete the following and send it to the releasing member s Property Manager a New location information for each asset b Verify the Receiving information Campus amp Dept code and name c Authorized signature for Receiving Department d The releasing member s Property Manager will provide the following and send it to the receiving department member s Property Manager e Assign a reference number oococmp TAMU Departmental Property Management User s Manual March 2015 83 Chapter 7 Property Dispositions f Supply Member and Agency number g Sign and date 3 The receiving member s Property Manager should provide the following and return to the releasing member s Property Manager for processing a Assign a reference number b Supply Member and Agency number c Sign and date 4 If transferring computer equipment then see Chapter 7 Transfer of Computer Equipment 5 According to The Texas A amp M University System Asset Manag
69. e Department Head should submit the completed form FDP 9 Report of Missing or Stolen Property to the Texas A amp M Property Manager Keep a copy Only the Department Head may sign the FDP 9 no exceptions Any FDP 9 forms received by Texas A amp M Property Management without the Department Head s signature will be returned This policy provides the extra assurance that all Department Heads are aware of the items reported missing or stolen in their departments For stolen equipment notify the local police department immediately after identifying a theft If the loss occurs on campus then notify the University Police Department immediately For stolen equipment submit the original copies are unacceptable police report to Texas A amp M Property Management otherwise the item will not be removed from the department s inventory Within the same 24 hour period circulate a notice through the department in case someone has information regarding the missing equipment for example someone may have simply moved the equipment without telling the DPC Indicate on the FDP 9 if the disappearance was due to negligence in which case the attorney general may investigate and could demand reimbursement from the employee responsible for the loss See Texas Government Code 403 276 found at http www statutes leqis state tx us Docs GV htm GV 403 htm 403 276 If equipment is determined missing during the physical inventory then follow these procedure
70. e Departmental Property Contact to ensure that all of the correct inventory information is entered from the beginning of the process Property Manager The Property Manager is the individual responsible for the overall management of Texas A amp M s equipment including the maintenance and control of central inventory records At Texas A amp M this person is employed by Financial Management Operations 130 TAMU Departmental Property Management User s Manual March 2015 Glossary Purpose Codes Purpose codes identify the function of the asset for example administrative use research instruction etc Real Property Real Property is land buildings improvements to land or buildings infrastructure and facilities and other improvements View a listing of real property descriptions at the Texas Comptroller of Public Accounts website at https fmx cpa state tx us fmx pubs spaproc index php Reasonable Care Reasonable care means that steps have been taken to maintain the upkeep of any asset in an acceptable manner to ensure the security of any asset to ensure that any asset can be located at any time requested and to ensure that the person responsible for the asset is known Related Asset FAMIS allows the ability to associate assets with one another by asset tag number For example software costing over 100 000 is installed in a computer server The software and server are both on inventory under their own unique tag numbers
71. e FDP 9 Report of Missing Stolen Damaged or Destroyed Property form e Condition Evaluate the condition of the property and document it Departmental personnel should maintain all condition codes except for missing and stolen codes using FAMIS FFX Screen 535 Do not change any condition information for recovered missing stolen assets unless Property Management has processed the FDP 9 Report of Missing or Stolen Property form See Appendix C for a listing of condition codes e Purpose Identify how each asset is being used for example administrative use research instruction etc Departmental personnel should maintain this information using FAMIS FFX Screen 535 Do not change any purpose information for recovered missing stolen assets unless Property Management has processed the FDP 9 Report of Missing or Stolen Property form See Appendix C for a listing of purpose codes Access the departments asset list on the Scan and Validate website Locate each asset in Scan and Validate e f information is correct change status from NOSCAN to Correct save changes e f information needs to be edited change status from NOSCAN to CHANGE enter corrections and save changes 5 When all assets have been located and information verified or updated NOSCAN status changed to either CORRECT or CHANGE this portion of the Annual Certification is complete 6 List all items not found on the form FDP 402 Certification of Physical Inventory Conducted
72. e department s inventory listing To get it on inventory she will complete and submit the FDP 414 FDP 4 with the purchasing document number to Texas A amp M Property Management Loan of Property Y FDP 410 Loan of Texas A amp M University Property Loaned equipment remains on inventory and must be accounted for during the annual certification Keep the location information updated to avoid having to report any loaned equipment as missing Even though the department is loaning equipment the Department Head is still responsible for it The Accountable Property Officer Department Head is responsible for maintaining inventory records for the department including location data and must present everything upon request Loans should be regularly and frequently tracked reviewed and updated Persons using property on loan should be required to acknowledge and sign for accountability for the property in their possession Departments may loan property to another Texas A amp M Department or to an employee to be used for official State of Texas business The DPC must make everyone who is loaning equipment aware of his her responsibility and liability concerning using State of Texas equipment See Chapter 1 Liability for Property Loss Short term Loans Follow these procedures for short term loans 1 Departments are required to document the loan Departments may use Texas A amp M Property Management s FDP 410 Loan of Texas A amp
73. e eer oleis boe asit coge seo car neo cede aveo est 49 Tagging small and Delicate Proper tye oco venen ra heehee uie SO ee 49 Tagging Non Inyentory Property esee esce ca secanasegeaccvensdcasasecseneace RINT SR S A ERES dn caa eae 50 CHAPTER 3 PROPERTY ACQUISITIONS intere agan d pP Rate i gea 51 P euni MT 52 Additions and Replaceftients u cores oct ite er via SO REVUE Qe ue DR TREE Nap sert Me R KNOT UUP Te a es 32 Constructed Fabricated Property 5e toos noce red Qu cubo pct Pop at E E pui tutes 55 Determining the Value for Fabricated Property eese 55 Obtaining an Asset Tag Number for Purchases Used for Fabricated Equipment 56 Obtaining a Asset Tag Number For Gifts Used for Fabrication sess 56 Coding Eabricated Unis i coeno eoa Oe abend e mec EM aiai 57 Determining Labor GOSIS ceisir ensen a a e A R A TS 58 Example of Fabricaiton of Equipment eese nennen eee nne 59 Gifts and Donations esiis tice date at e ii osei dine stadt osos obese a Eei 60 Gifts Through the Texas A amp M Foundation eee esee te nennen 60 Gifts Through the Research Foundation sessi 60 Cuts OtBeE sitet ete ttis sett lm deste ee E aA DE ro Pe 61 TAMU Departmental Property Management User s Manual March 2015 3 Table of Contents Gift Tax Laws T 62 Joint Purc
74. e includes an inventory item o This will not create a Preliminary Fixed Asset e f an invoice for an asset is inadvertently paid as Non PO based o No Preliminary Fixed Asset is created Step 2 Updating Preliminary Fixed Assets Update Preliminary asset pertinent information related to the management of the item for capital and controlled items This includes e Description e Serial number optional but highly suggested e Class code e Acquisition and In Service dates Building room number Purpose Code optional Group Code optional Other Location optional User UIN optional 34 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 3 Inventory Items and Coding This information is updated on FAMIS FRS screen 362 Fig 3 6a or Canopy Preliminary Fixed Asset update screen Fig 3 6b If the asset has changed from preliminary to pending the department can still update by changing the Preliminary Only to NO in Canopy or FAMIS screen 361 Prelim Only remove status Y and leave field blank Figure 3 6a FAMIS Screen 362 F0013 Please enter desired modifications 362 Preliminary Fixed Asset Data 08 20 01 08 37 FY 8001 CC AM Screen Doc L100096 Seq Nbr 1__ Delete fisset _ Page 1 lt More gt gt gt gt Tag Number 0000068840 Add to Existing Asset _ Asset Description COMPUTER PENTIUM PROCESSOR Line 2 Total cost 2262 00 Manufacturer Name IBM Model Number 22xC_ Serial Number 34512 Class 84350
75. e inventory reports when performing the physical inventory 2 If itis notin this format Texas A amp M Property Management will need to change it If the department has input additional information it may 36 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 3 Inventory Items and Coding not be included when Texas A amp M Property Management corrects the description 3 On the inquiry screens in FAMIS it is easier to see what was purchased according to the first word If a description is too long important information will be hidden from view 4 Deleting assets because of threshold changes or subdividing a class code can be based on the asset description Incorrect descriptions can leave assets on inventory that should be deleted or vice versa Room Numbers e FAMIS will not accept an invalid building room combination FFX screen 543 is the building room table that is updated from Facilities Coordination weekly The FCOR website at http fcor tamu edu will also have official building and room numbers e Always keep room numbers for equipment updated It is very important to keep room numbers on equipment current in FAMIS The Office of Facilities Coordination FCOR officially records every building and room number on the Texas A amp M campus Annually they must submit a report to the State of Texas listing the building and room numbers along with exactly how much square footage is bein
76. e orders on file until the items are received The DPC checks quantity model serial number description and serviceability upon receipt of the item He she notes any errors and corrects them He she then completes the processing and receives the order in FAMIS Once everything is processed then the DPC notifies the faculty or staff to pick up the items FAMIS Entry and Central Receiving Here s a twist What about not allowing faculty or staff to have assets shipped to their office or laboratory Instead always use the DPC s address as the departmental ship to address That is right consider shipping all limited and requisition orders directly to the DPC The DPC will be the first person within the department to physically touch any item ordered Once opened packages are received and forwarded to the individual who ordered the item This is taking control of the inventory from the very beginning Laptop computers should not be taken home before the DPC can begin the proper documentation Laptops are portable and are normally purchased with the intention of using them off campus The DPC should prepare a Loan Request Form and provide it to the purchaser at the time the item is first received Educate the people responsible for the equipment V If possible it is recommended the DPC update the preliminary asset data If central receiving is in place then the DPC will sign for shipments open packages and annotate th
77. e purchase order with the quantity received model number serial number and condition of the item The DPC will contact the responsible person and inquire as to the final location of the item Next the DPC will immediately update the preliminary fixed assets data and mark the asset tag number on the received item For a checks and balances system the DPC should not be allowed to enter purchasing document information into FAMIS only preliminary asset data Then it will be time to contact the responsible person and arrange for the item to be moved to its final location 112 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 9 Managing the Inventory One department found that following this procedure is a giant stride forward in taking control of the inventory The Texas A amp M requirement to mark inventory items within ten days of receipt has just been bettered by nine and a half days Once equipment has been moved the DPC should maintain all location data in Canopy or FAMIS FFX on Screen 535 Of course the responsible individual would need to let the DPC know that equipment has been moved Missing Equipment To combat missing equipment problems some departments have used the responsible individual s initials as the group code in Canopy or FAMIS FFX Screen 535 Departmental asset lists can be downloaded from Canopy and sorted for each individual What can the DPC do with this information
78. ed that the DPC input the preliminary asset data Procedures should be established with those who create departmental requisitions to inform the DPC of all inventory purchases The DPC should also work with the creator on what should be inventoried and which object codes to use It is recommended that the DPC input preliminary asset data If this is not possible then the DPC should communicate with the departmental preliminary asset enterer to ensure that all of the correct property control information is entered onto the preliminary asset screens 42 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 4 Tagging of Equipment Myr La gu AR se DR 021500172266 Property of State of Texas TAMU Departmental Property Management User s Manual March 2015 43 Chapter 4 Tagging of Equipment Assigning Asset Numbers FAMIS Assigned Inventory Numbers An asset number is a 10 character number used to uniquely identify an asset within the Financial Accounting Management Information System FAMIS A tag number is the 10 character asset number used to physically mark the asset In most cases the tag number and asset number are used interchangeably For more information see the FAMIS Departmental Fixed Assets User s Manual for an explanation of the asset approval process Figure 4 1 illustrates the process for assigning asset numbers for on line purchases Step 1 the purchase document is co
79. eeee eens ehe ehe heme enne 117 TDP Transferring Departmental Property i user d e ha sede eaten en aeos eode saa eeedi tad e HIR Red 118 Bar Code Reade soos sts dys atts datio teme sn tuf octo EE du uon gece 118 APPENDIX BASSET CODING sene teeufesad tesi tede dete pdt toria usata dede 119 Inventory Object Codes oec osa teda used aa NP R d DUREE E Sse dn R D Ru C alesis 120 Property Control C OdES iso os Geo ot ade a erra OMM uou Fee ssa d De ba dues ee deena eae 124 Availability Or T teers 120 Condition Codes ide e o ob s aene eu saut se 121 P rpose C Oe Sero dts land e ula Mu o eg sehe tfe Len t m out Erud 122 Restriction COGES E chars 123 GLOSSARY ce SCN aa ae a ay bs 124 6 TAMU Departmental Property Management Procedures Manual March 2015 Introduction The purpose of this manual is to set forth the overall procedures for property management within Texas A amp M University It is targeted for individuals in departments whose primary job is to perform those functions It must be used in conjunction with the following manuals e The Texas A amp M University System Asset Management Manual 06 2014 http www tamus edu assets files budgets acct pdf Asset_ Mgmt Manual pdf e State Property Policies and Procedures https fmx cpa state tx us mt fmx poliproc systems_spa index php e SPA Process User s Guide Updated Oct 18 2013 https fmx cpa state tx us fmx pubs spaproc inde
80. ely Surplus Surplus is any piece of property that the department does not need or use This includes both inventory and non inventory items i e computer equipment binders lamps etc No property should ever be left idle or stored in a department It should always be transferred to the Texas A amp M Surplus Department See http logistics tamu edu surplus property for more Surplus Department information Surplus Inventory Supervisor The Surplus Inventory Supervisor is the individual responsible for the management and disposal of excess equipment At Texas A amp M the Division of Finance and Administration Logistics Department employs this person 132 TAMU Departmental Property Management User s Manual March 2015 Glossary Tag Number A tag number is the identification number used to physically mark the asset In most cases the tag number and asset number are used interchangeably The tag number is the number that prints on the bar code tag When departmental users use the electronic purchasing module of FAMIS to process payments FAMIS assigns tag numbers when the departmental enterer inputs inventory information onto the preliminary asset screens View the tag number using either FAMIS FRS Screen 361 or FFX Screen 545 In some cases Texas A amp M Property Management will manually assign tag numbers to property TDP Transfer Departmental Property Online transfer process accessed through Canopy to transfer assets from one dep
81. ement the Texas A amp M Associate Vice President for Finance and the Vice President for Finance All requests for authorization for sale must include the asset number description date of acquisition condition account number the monies should be deposited to and inventory value for each item of property If the sale is approved Surplus Property office will handle all sale procedures Trade Ins Y FDP 414 Property Additions and Deletions Y FDP 4 Equipment Information Sheet Be sure to inform all employees that there are procedures for trading in equipment A trade in is surplus or salvage property that is exchanged for new property of the same general type and is in the best interest of the State of Texas Property may be traded in towards the purchase of new property of the same general type Unless the department informs Texas A amp M Property Management of the transaction the traded in item cannot be deleted from the department s inventory and could be a cause for reporting missing equipment when it really is not missing 76 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 6 Property Dispositions Follow these procedures for trade ins 1 Submit a completed form FDP 414 Property Additions and Deletions to Texas A amp M Property Management e Include asset number purchasing document number of new asset s e Asset number of equipment being traded in If the new asset is not on inv
82. ement Manual 06 2014 If you are the accepting agency of a transfer it is important not to change the original acquisition date acquisition method class code or dollar amount When transferring between System Members is it critical to place the campus part numbers and member numbers on the FDP 41 14A so that Texas A amp M Property Management can easily identify the member they need to contact See http fmo tamu edu media 66207 tamuspropertycontacts pdf for TAMU System Members and Property Contacts Transfers Between Texas State Agencies Outside of the Texas A amp M System State of Texas property can be transferred to other state agencies in Texas only if other Texas A amp M University or System departments do not need the property for example Texas A amp M may transfer equipment to the University of Houston Follow these procedures for transfers between Texas state agencies outside of the Texas A amp M System 1 The department must request permission through the following individuals Department Head Dean Director of Purchasing Surplus Texas A amp M Property Management the Texas A amp M Associate Vice President for Finance and the Vice President for Finance 2 All requests for authorization for the transfer must include the asset number description date of acquisition condition account number used to purchase the asset and inventory value for each item of property If the Vice President for Finance appr
83. ent Department 54 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 5 Property Acquisitions Constructed Fabricated Property Y FDP 4 Equipment Information Sheet Y FDP 414 Property Additions and Deletions Fabricated Property is property where expenses are incurred for parts labor or paid to a vendor for construction before the asset is received and in service These costs should be paid with object code 8733 and an asset be approved in FAMIS to accumulate the cost until the fabricated asset in put in service Examples Internally developed software trailers lab equipment etc Use the following criteria to determine if costs should be coded 8733 Fabrication of Equipment 1 The completed fabricated item will have a useful life of more than one year and an expected completion cost including labor that will meet its Capital or Controlled threshold AND 2 Expenditures are made for parts and or labor to construct an asset that is not yet in service In house fabrication OR 3 Payments are made to a vendor for the construction fabrication of an asset that is not yet in service Not fabricated by TAMU employees Determining the Value for Fabricated Property Keep a file for everything that is required for the fabrication This will be used pi to determine the value of the finished asset F 9 ea 7 Departments must track all cost incurred for the fabrication of equipment
84. entory is performed Property that has not had the location updated is a common reason for departments to report missing property when it really is not missing The DPC can use FAMIS FFX Screen 535 or Canopy FFX Asset Location Edit to change availability purpose room condition except for missing or stolen codes building group code and other location If your department makes a mass move to another location remember to update location information for each asset We recommend this be completed as quickly as possible In addition to maintaining correct property records this will ensure all equipment is accounted for and was not misplaced during the move Note Do not update any information for recovered missing stolen property Send Texas A amp M Property Management the recovery portion of the FDP 9 Report of Missing or Stolen Property even if the asset has been deleted from inventory This can affect the calculation that determines funding cuts Software Purchased Software As of September 1 2009 the purchased software threshold is 100 000 regardless of number of units served Software purchased prior to this date will remain capitalized with the previous threshold of 5 000 per number of units served users or site license Non Internally Generated Computer Software When purchasing computer software licenses or similar assets threshold determinations should be based on the aggregate cost of the purchase Beginning in fisca
85. entory Items and Coding What to Inventory Inventory is an itemized list of equipment in which a Department Head is held accountable Inventory includes all personal property According to the SPA Process User s Guide Furniture and equipment placed into service for operations with benefits extending beyond one year from date of acquisition Improvements or additions made to existing furniture or equipment are capitalized if they meet the capitalization threshold Additions to existing personal property that become a component part of the asset and meet the capital or controlled threshold within a fiscal year should be recorded as an addition of value to the existing asset Always inventory the following e All personal property o All capital items 5 000 00 and above o All controlled items limited list see class code table 500 00 to 4999 99 o All firearms regardless of cost Additions may be cumulative within a fiscal year that meet the class code threshold Costs required to putting the inventory item into service e g freight installation labor sales tax etc Constructed equipment that either meets the capitalization threshold or will be considered a controlled item Warranties considered a no option purchase when included in the purchase price of the asset They may or may not be a separate line item Not extended warranties see below Do not inventory the following Things not required to put the item int
86. entory Submit a completed FDP 4 Equipment Information Sheet Only trade in TAMU inventoried equipment towards the purchase of new TAMU equipment In other words the new item cannot be purchased with another A amp M System Member s funds or Research Foundation funds Maintaining Equity for Trade Ins When trading in assets the agency must ensure that the state s portion of equity is maintained A description of the asset being traded including the inventory number and the trade in allowance should be noted along with any documentation pertaining to the purchase of the new asset This is necessary to ensure the asset being traded is properly accounted for and clearly identified for removal from the inventory records Similar assets Tex Govt Code Ann section 2175 903 Vernon Supp 2000 permits state agencies to offer surplus or salvage property as a trade in on new property of the same general type if the exchange is in the best interest of the state When assets are exchanged and no monetary consideration is paid or received the cost of the asset acquired is recorded at the carrying book value of the asset surrendered Where monetary consideration is given the new asset must be recorded at the sum of the cash paid plus the book value of the asset surrendered Book value is equal to the cost of the asset minus any accumulated depreciation The final value to the new asset booked in FAMIS will be determined by Property Man
87. eport of missing or stolen property to the Texas A amp M Property Manager e Physical verification and certification of current inventory on an annual basis e Management of equipment that is assigned or on loan at a location outside the respective unit e Physical verification of assets assigned to terminating employees to ensure proper reassignment transfer or disposal of all pertinent inventory Distribution of Agency Procedures According to the Texas A amp M University System Asset Management Manual 06 2014 Accountable Property Officers are also responsible for ensuring employees are aware of the responsibilities for property They should develop procedures in their department to ensure that all employees are aware of their responsibilities They must also ensure that each Departmental Property Contact DPC has copies of the rules and procedures and other appropriate documentation as formulated by Texas A amp M University This would include information from the Introduction Property Resources section of this manual The Department Head must also make certain that each DPC has attended Departmental Property Contact Training and FAMIS training offered by Financial Management Operations Change in Department Head Follow these procedures whenever there is a change in Department Head 1 The department is required to submit the following form to Financial Management Operations o FD 860 Notice of Change of Information and or Aut
88. et Class Rm FIr Code 100 843502 101 843502 100 843502 555 843502 102 843502 808 843502 608 843509 102 843502 102 843502 102 843502 102 843502 102 843502 Sub Total xx More Assets Press ENTER To View Enter PF1 PF2 PF3 PF4 PF5 PFB PF7 PF8 PF9 PF10 PF11 PF18 Hmenu Help EHelp DLoad 1 850 1 850 1 850 1 850 1 850 1 850 1 850 1 850 1 850 1 850 1 850 1 850 22 200 Click icon to download TBAROO6 Asset Control Sheet and TBARO051 Transfer Within System Part Reports Texas A amp M Property Management regularly sends departments TBARHO006 Asset Control Sheet reports See Figure 9 6 and TBAR051 Transfer Within System Part reports See Figure 9 7 when a department has had activity in FAMIS FFX The TBAROO6 generates if a department purchases acquires or disposes of equipment The TBARO51 generates if a department transfers equipment within Texas A amp M TAMU Departmental Property Management User s Manual March 2015 103 Chapter 9 Managing the Inventory The TBAROOG TBAROP1 reflects the information that is in FFX in regards to the asset Upon receiving one or both of the reports the Department Head or the DPC should do the following e Confirm the accuracy of the report Most importantly for new equipment the Department Head or DPC must ensure that the asset tag number on the TBAROO6 matches the asset tag number marked on the actual asset e lf no e
89. f these items cannot be located then the APO will decide whether to identify the item as missing or stolen During this process the APO also determines negligence Reports for Department Head Upon completion of the annual inventory certification the DPC may compile inventory reports for the Department Head showing the status of the inventory TAMU Departmental Property Management User s Manual March 2015 113 Chapter 9 Managing the Inventory Sufficient data is available within the Scan and Validate System bar code system to indicate the number of items relocated prior to the inventory without notification of the DPC thus leading to missing items The APO may share the information with the faculty and staff at various meetings The APO may also discuss the number of items listed as missing or stolen and indicate the departmental policy in such cases See Chapter 6 Property Dispositions Resistance to Change Y Policies must be supported by the team in as much as supportive of the team i p Most everyone is resistant to change Unless people can visualize a direct positive impact on their position or responsibility there is no incentive to change APOs and mid level managers will need to provide an incentive to change At Texas A amp M pride in the university seems to work miracles Proven Process This process is used by a Department at Texas A amp M For all inventory equipment the creators enterers communicate the a
90. g utilized Building and Room information is used for verification purposes in FAMIS the Registrar s class scheduling system and others across campus Equipment is tied to space for the indirect cost calculation e g utilities so incorrect locations can affect Texas A amp M s indirect costs recovery funding and affect systems used by multiple departments Coding Assets Object Codes Object Codes are four digit expenditure codes that are used to identify specific items on a purchase document They are sometimes referred to as subcodes These codes compile information about specific purchases which are used in various administrative and state reports Properly coding assets when inputting purchase information into FAMIS is extremely important for state reporting of property If a non inventory code is assigned for an inventory item then this could keep the asset from being placed on inventory The inventory object codes fall into these ranges e Controlled assets 5775 5799 e Capitalized assets 8000 8999 TAMU Departmental Property Management User s Manual March 2015 37 Chapter 3 Inventory Items and Coding Figure 3 2 illustrates a few capital inventory object codes Using Figure 3 2 if someone purchased a computer over 5 000 then the object code would be 8435 Computer Equipment Figure 3 2 Sample of Capital Inventory Object Codes 8426 Marine Equipment 8430 Purchase of Aircraft 8435 Computer Equipment 8440 Purchase
91. h Depas eo qeioi btt a insi pe iuutidute fu tetas io ed sotutu etta dtt feta 109 Tips for the New DDBG sse ent su Re RN HUS a RU n E uate NN ERN Ue SR ONT Ue RE e Pe RERO e ELTE 110 Physical Inventory Hs Sou ce e eunt i bes ttt tede e 111 surplus Property oenn e ee ne me Ae RRR E One nee a TO Cumt A Quo M use 111 A Different Point Of VIEW aue ed dee sies eei deut anne eae eed 111 FAMIS Entry and Central Receiving ceecccssccecsscecssececesececssccecssccecssccecssccecsceseeeeeens 112 TAMU Departmental Property Management User s Manual March 2015 5 Table of Contents Missing REpOrts TP E 113 Reports for Department Head u s ems vast feb eu dbtusetoh tutem ei fe 113 Resistance to Change oda doeeduio utu Qusdtebutao ecd das tema datu puede iui cem defen eet 114 Proven PrOGOSS eoi an id totae tid tas atleti beso atu a ated toe canta taies 114 APPENDIX Ave TRAINING s tasa up the PRU UB UM e aT aa a n a PEU Id 116 ficium 117 Ganopy Introduction to Canopy doeet seed inpet eo set etl dites roei UE V ed Eee died ee bt oce DUE Reda 117 EAXMIS Introducton 10 FAMIS i eeiecdo i op Ure RoT et pee es nunca ark A EVE Hu exu UPS 117 Department Head Property Training for TAMU 0 eee ceececeeececeeeeeceeeeeceeeeeceeeeesteeeenaeees 117 Departmental Property Contact ion o tan du pr eret docile de ae bu tue be tubi despide us duds 117 Adding Purchased Assets to Inventory c ccc cece ence ence een ee
92. hases Between Texas A amp M System Members eene 63 Lease Purchase Property 2 5 eod eter E eh le ped alae ti tasas dette ofc T 64 Leasehold Improvements uie taedas terere sy Ve NR EPA TR DEREN VR ASA UE UR Ee S TR BUS Pan UH Duel 65 Purchasing Card Purchases of Inventory Items esses 65 Preliminary Fixed Assets for Purchasing Card purchases cc cccssseecesceceeeceeeeeeeenteeeesaes 65 Manually adding the Purchasing Card purchase to inventory sees 66 Aggiebuy Purchases of Inventory Items eeeeeeeeseeeeeeeeeeeee entente entente nenne enne 66 Preliminary Fixed Assets Canopy Procedure eese 67 Preliminary Fixed Assets FAMIS Procedure eese enne entes 67 hec UNS m c m 68 CHAPTER 6 PROPERTY DISPOSELIONS eiieesceueteseetsnk eerte detecte suae rper eee o anok sep tete apa 69 usd IMP E 70 Cannibaliz Go Equipment seien iu Get e Deed p eet ake pa to ut iatis vastes ae du aeta eae 70 Surplusing Cannibalized Computer Equipment esee 71 Damaged r Destroved Property e eei eiie E R acu due i a e ege aaia 72 DOD eas es 72 Missing Stolen Property vs eet ek dre de Pee PER KEDEA VHS NA a E a ns e aa aiias 72 RecoVere CU BIOPEN Vou ca EE AEE mM dio coc cu ence ufi ite wa ea C ess 74 Missing Property that is
93. he sel field to move to screen 362 e Tab across to the top right field titled Delete Asset e Place a Y in the field enter e Follow steps above to delete any additional assets whose cost was included in the Completed Preliminary Fixed Asset 7 Follow steps above Completing Fixed Asset Data for any additional assets Q O O Trade Ins See Chapter 6 Trade Ins 68 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 6 Property Dispositions oT y TAMU Departmental Property Management User s Manual March 2015 69 Chapter 7 Property Dispositions Dispositions If ever in doubt about what to do contact Property Management This chapter discusses how to handle the numerous transactions for disposing of property and include the following Cannibalization Damaged Destroyed Drops Missing Stolen o Recovered Property o Missing Property that is Never Recovered e Returned Items e Sale of Property e Trade ins Forms located at http fmo tamu edu propert Cannibalized Equipment Y Employees should notify the DPC before cannibalizing equipment y If keeping all parts Prior to cannibalization complete and submit the FDP 414 Property Additions and Deletions Form to Texas A amp M Property Management y If sending unused parts to SRPL complete and submit an online TDP Transfer Departmental Property with notes stating the assets have been canni
94. heck Trade In Note the asset that is being traded in Note the new asset cost before the trade in allowance is deducted Submit FDP 414 Property Additions amp Deletions form with information on the traded in asset and the new asset Summary Requis x S ni eS Q B https solutions sciquest com apps Router ReqSummary Reqid 49013253 amp NavLevel1 Nav Document Search amp NavLevel2 Nav Document Simple Search A ijn TEXAS A amp M Donna Murray v Ye Action Items Notifications 1 o0 UsD Q fm UNIVE DT Y e gol p RS View edit by line item Delivery Options Ship Via Best Carrier Best Way Report Reference A Requested Delivery Date Report Reference B Add x Buyer Information rocurement x Buyer Buyer Email Buyer Phone Number Emergency attach x justification Sole Source attach x stification Report Codes 1 Contract Number USAS One USAS Two LDT Code Do Not Encumber Start Date End Date Rush the Pymt Process Report Codes 2 Special Payment Metho State Order Number Trade in rae Indicates the item listed is being used as a trade in on the purchase of a new similar Create View edit by line item item see help on mouse over Click here to disable it x View edit by line item Accounting Codes 2 Fiscal Year Member ID Department Code Account Code Report Reference C Report Reference D Object Code Special Routing1 78 TAMU Departmental Property Management Procedures Ma
95. hority http fmo tamu edu media 66223 fd860 pdf Send to Financial Management Operations New Accounts at Mail Stop 6000 2 All Department Heads are required to complete Department Head Property Management Training Go to https apps6 system tamus edu TrainTrag web CourseDetails aspx cnum 22111931 for on line training TAMU Departmental Property Management User s Manual March 2015 15 Chapter 1 Delegation of Responsibility 3 Texas A amp M Property Management highly recommends the following optional procedures e FDP 431 Transfer of Responsibility for Property Seehttp fmo tamu edu media 66178 fdp431 pdf It is recommended that this form be completed and filed in the department e Have a physical inventory performed This would be to ensure continual care of property and assign specific liability for personal property Departmental Property Contact DPC The Department Head may designate Departmental Property Contacts to perform daily property activities but this does not relieve the Department Head of any responsibility The DPCs will only be responsible for exercising due care and will not be held ultimately responsible for the department s equipment The DPC is the Department Head s right hand person for handling property management issues The Department Head may appoint multiple DPCs For example Financial Management Operations has two DPCs One is responsible for maintaining inventoried furnishings while the
96. iece of inventoried property It is needed to use the bar code scanner during the physical inventory e Asset Tag Number Description Serial number Agency TAMU SAGO etc SRS Y or N indicating if purchased with Sponsored Research purchasing account e Ownership field examples TAMU NOBA Not Owned By Agency etc Figure 4 4 Bar Code Tag COMPUTER 13 MACBOOK AIR TAMU PN TTT l AT 021500172266 Property of State of Texas At Texas A amp M after Texas A amp M Property Management approves assets bar code tags are mailed through campus mail to the departments to be attached to the equipment However there may be delays in receiving the bar code labels This does not excuse the department from marking the equipment within 10 calendar days upon receipt Therefore the department should mark the equipment using another means e g permanent marker When the bar code tag arrives then the department should attach it to the equipment Suggested methods to mark equipment when a bar code tag is unavailable include the following e Heavy duty engraver e A black extra fine point Sharpie permanent marker e Silver or white permanent marker 48 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 4 Tagging of Equipment Suggested Locations for Affixing Inventory Numbers Tagging Capital and Controlled Property The asset tag number must be placed in a highly visible position on the asset where it is easily ac
97. in a department DPCs are responsible for exercising reasonable care and will not be held ultimately responsible for the department s equipment Departmental Creator This is the individual in the department responsible for inputting purchasing document information into FAMIS Donation A donation is a voluntary contribution of resources to a governmental entity by a nongovernmental entity Drop To drop is to remove the asset from the inventory For example when individuals request cannibalization of an asset they would also request that the asset be dropped from their inventory Equipment See Personal Property Expense Object Code See Asset Class Code Fabricated Property Fabricated Property is property that a department builds from scratch FAMIS FAMIS is the official Financial Accounting Management Information System at Texas A amp M It records all official property information in its Fixed Assets System FFX FFX The Fixed Assets portion of FAMIS houses all official property information The Financial Record System portion of FAMIS houses all financial accounting information Preliminary asset data is entered into FRS and then it automatically feeds into FFX when a check is issued to a vendor 128 TAMU Departmental Property Management User s Manual March 2015 Glossary Group Code The departments may group assets in the best way to suit their needs A group code is a 1 5 character alphanumeric code
98. inary assets do not have any official status as they have not been paid P Pending Asset Pending assets are created when FAMIS generates a voucher for payment of the asset and inventory information automatically feeds from the Financial Record System FRS of FAMIS into the Fixed Asset System FFX Texas A amp M Property Management may also create pending assets by directly entering them into FFX A Approved Asset Assets become approved after Texas A amp M Property Management staff audits the asset and approves it in FAMIS D Disposed Asset When an asset is no longer of use to a department they may dispose of it Cannibalizing property is one means of disposal Once all procedures are followed Texas A amp M Property Management will officially dispose of the asset using FAMIS Availability Codes An indicator of whether the asset is in use available for use or not usable Bar Code Tag A bar code tag is a sticker that is an official permanent marking that contains the tag number for a piece of inventoried property When Texas A amp M Property Management approves assets bar code tags are generated and mailed to the departments to attach to the appropriate piece of property See Chapter 4 Tagging of Equipment Betterment This is no longer used by State Property Accounting or Texas A amp M University A betterment is an improvement of personal property that materially increases the property s serviceability or useful life or
99. inue to report it on the form FDP 402 Certification of Physical Inventory Conducted by Department each year Returned Items Y FDP 414 Property Additions and Deletions Y Copy of credit memo For any inventory items that are returned to the vendor submit the form FDP 414 Property Additions and Deletions and a copy of the credit memo to Texas A amp M Property Management It is very important to process this form at the time of the transaction so that the asset will not appear on the department s books at the time of the annual physical inventory Without this request and supporting documentation the asset will need to be reported as Missing Returned or Exchanged If an asset is exchanged for the same equipment or original equipment was replaced by vendor manufacturer and no additional money was spent or refunded contact Texas A amp M Property Management with the new asset s serial number so it may be updated It is not necessary to delete the returned asset and approve the replacement asset Sale of Propert perty Y TDP Transfer Departmental Property Texas A amp M departments should always transfer any property not in use to Texas A amp M Surplus by completing a TDP Transfer Departmental Property Under normal circumstances Texas A amp M Surplus will handle all sales of surplus or salvaged equipment Surplus will make every effort to ensure that there is not a need for the property within the Texas A amp M University System They m
100. ipment is whoever is responsible for its maintenance and safe keeping The Texas A amp M System Member that will not be the owner of the equipment should transfer the cost to the owner Example A 7 000 computer workstation is purchased with funds from two different Texas A amp M System Members Texas A amp M is paying 5 000 for the workstation and TEEX is paying for the remaining 2 000 Texas A amp M will be responsible for its maintenance and safe keeping consequently a computer valued at 7 000 will eventually be booked on Texas A amp M inventory The workstation should only end up with one asset tag number the one assigned at Texas A amp M There are two ways to assign the permanent asset tag number 1 by using the FAMIS preliminary asset screens or 2 by having Texas A amp M Property Management manually assign a number This depends on how the purchasing document will be processed This process can be very cumbersome if all System Members are not on line with the FAMIS purchasing module Below is the procedure for this example 1 Since Texas A amp M is on line with the FAMIS purchasing module the departmental creator will identify the Texas A amp M account and the TEEX account that will pay for the purchase He she will create a document for the total of 7 000 2 Then the preliminary asset enterer will create the preliminary fixed asset using Canopy or FRS Screen 360 for the entire value of the asset 7 000 even though Texas A
101. is exchanged for new property of the same general type and is in the best interest of the State of Texas Trust Property These are assets held by a Texas A amp M System Member on behalf of a non state entity such as art collections owned by families estates and others and which are under the temporary control of the Member TAMU Departmental Property Management User s Manual March 2015 133
102. ivate them in assisting with the property management effort e g include property management as part of the performance evaluation Receivers The individuals who receive equipment should always notify the DPC the day it arrives so that it may be permanently marked within 10 calendar days upon receipt Custodians and End Users End users should know who the DPC is in a department They should know the dos and don ts for handling State of Texas property along with any inventory procedures set by the department DPCs should consider meeting with every individual who resides in the department This provides an opportunity to do transfer forms if necessary or find equipment the person has moved Inventory Tools Managing the inventory can be overwhelming Also included in this section are suggestions from departments whose procedures have been proven to work If needed then after reading this section feel free to contact Texas A amp M Property Management for assistance in establishing a system Use FAMIS Canopy or FFX e e Every DPC should have access to FAMIS and know how to use it One of the best ways to manage the inventory is through Canopy at http www tamus edu offices famis canopy or the FAMIS FFX System Contact http fmo tamu edu access security concerning more information about FAMIS access and training Access the FAMIS Fixed Assets User s Manual at http www tamus edu offices famis usermanuals TAMU Depar
103. ized Departmental Property Contact stating the following You acknowledge the procedure to delete obsolete software from inventory is to send any source documentation disks manuals boxes etc to Surplus The source documentation from the assets listed are no longer available or in the departments possession Verifying that the listed software assets are no longer in use or installed on any computer TAMU Departmental Property Management User s Manual March 2015 93 Chapter 8 Miscellaneous Property Situations Assets held in Trust Y FDP 414 Property Additions and Deletions Y FDP 4 Equipment Information Sheet Assets Held in Trust Capital assets an agency holds on behalf of a non state entity controls temporarily and does not use in agency operations such as art collections owned by families or estates Capitalization thresholds do not apply to assets held in trust SPA Process User s Guide Updated Aug 22 2014 Departments must record trust property on their inventory To do this submit the completed form FDP 414 Property Additions and Deletions and the FDP 4 Equipment Information Sheet to Texas A amp M Property Management Unidentifiable Equipment If the DPC finds property that he she cannot identify then list the items and submit the list to Texas A amp M Property Management If the DPC is using the bar code reader to scan equipment during the annual certification then it will identify items that are n
104. l Report to the State Example A department purchases a spectrometer that costs 15 000 It would need to be capitalized because it costs more than 5 000 and will last longer than a year 2 Does it cost 500 00 to 4999 99 and will last at least a year FAMIS FFX Screen 581 or Canopy FFX Tables Class Table for controlled items The State Comptroller and the Texas A amp M System have defined certain property that must be controlled Controlled assets are not depreciated and do not affect financial reports to the State of Texas However they TAMU Departmental Property Management Procedures Manual March 2015 Chapter 3 Inventory Items and Coding must be inventoried and tracked during the physical inventory due to their high risk nature The specified controlled items e Cost 500 00 to 4999 99 e Have a useful life of more than one year e Controlled object codes are 5775 5799 e Texas A amp M controls all firearms regardless of the cost Example A department purchases a laptop computer that costs 2 000 Since laptop computers are high risk they are listed on the controlled asset listing and must be inventoried 3 Was everything purchased at once and as a unit for one lump sum Example A A department purchases computer equipment all together for a cost of 2 000 This cost includes everything monitor hard drive keyboard mouse etc Computers are controlled items and must be inventoried In case
105. l year 2010 the Comptroller s Office has determined software should be recorded at the purchased or developed cost and it is inappropriate to divide the purchase price by the number of licensees users before addressing the capitalization threshold requirements The Texas A amp M University System GASB 51 ntangible Assets White Paper As of March 17 2010 TAMU Departmental Property Management User s Manual March 2015 91 Chapter 8 Miscellaneous Property Situations Internally Developed Software As of September 1 2009 the internally developed software threshold is 1 000 000 regardless of number of units served Software in service prior to this date will remain capitalized with the previous threshold of 100 000 per number of units served users or site license Computer software is considered internally generated if it is developed in house by member employees or by a third party contractor on behalf of the member Commercially available software that is purchased or licensed by the member and modified using more than nominal incremental effort before being put into operation should be considered internally generated FAMIS was purchased but has been modified significantly thus it would be considered internally developed software Internally developed Software Calculation GASB 51 provides the following additional guidance specific to internally generated software The majority of the costs gathered will include salaries
106. line the gift then they should return all paperwork to Texas A amp M Property Management with a reason for declining the gift Gifts Other Y University departments are responsible for notifying the A amp M Foundation Manager of Gift Processing of all cash and non cash gifts Gifts Grants Loans and Bequests http rules tamu edu X 1 S 1c5belu450e0dmcmmngiyf2ys PDFs 21 0 5 01 M0 01 pdf Y FDP 414 Property Additions and Deletions Y FDP 4 Equipment Information Sheet Appraisal for gifts over 5 000 with completed IRS form 8283 The following procedures apply for all gifts 1 All gifts should be receipted through the Texas A amp M Foundation who will then forward all paperwork and a Notice of Gift in Kind to Property Management 2 For both inventory and non inventory gifts the department should complete and submit the form FDP 414 Property Additions and Deletions Include the name and address of the donor on the form 3 For gifts over 5 000 an independent appraisal and IRS form 8283 must accompany the paperwork if the donor wishes to receive a tax deduction See Chapter 5 Gift Tax Laws The donor is responsible for having appraiser signing and dating the form Form will then be signed by a FMO Director and returned to the donor TAMU Departmental Property Management User s Manual March 2015 61 Chapter 5 Property Acquisitions 4 For all inventory items the department should complete a separate FDP 4
107. m can be found at http www irs gov pub irs wd 1022021 pdf Release date of notice 6 4 2010 Tax Laws for Gifts Disposed Of Within Three Years three years so that the donor can receive the appropriate tax credit If it becomes necessary to transfer gift equipment to Texas A amp M Surplus trade it in cannibalize or dispose of it in any manner notify Texas A amp M Property Management immediately so that they may file the proper disposition forms for tax purposes It is recommended that the department keep gifts over 5 000 for at least 62 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 5 Property Acquisitions The IRS also requires that if this gift equipment is disposed of in any manner within three years after the donee receives the equipment then Texas A amp M Property Management must complete RS Form 8282 Donee Information Return to be forwarded to the IRS with a copy to the donor within 125 days after the date of disposition Joint Purchases Between Texas A amp M System Members It is highly recommended that departmental employees contact their System Member s Property Manager for exact procedures to follow for each joint purchase Sometimes Texas A amp M System Members will jointly pay for a piece of property For example Texas A amp M and Texas Engineering Extension Service TEEX may jointly pay for a piece of equipment Generally the owner of the equ
108. managing the inventory Find a way using upper management support to motivate enterers in assisting with the property management effort e g include property management as part of the performance evaluation Faculty Faculty members like all other employees utilize state equipment to do their jobs Be sure to give them instructions on the rules and regulations for handling State of Texas property Meet with every faculty member at the beginning and ending of employment to discuss the importance of inventory management what they are bringing in taking out equipment procedures maintenance agreements etc 98 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 9 Managing the Inventory S Computer Personnel Since computer personnel are usually aware of where computer equipment is located DPCs should form close relationships with them One goal of computer personnel is to ensure that computer equipment works They also want to get equipment to users as quickly as possible Since computer equipment moves from person to person so frequently the DPC should establish close relationships and procedures with computer personnel The DPC should also educate them on cannibalization procedures and the importance of keeping the location information updated in FAMIS at all times Consider having the computer personnel sign off on all computer equipment Find a way using upper management support to mot
109. mp M System Members Y On Line Transfer Departmental Property TDP Y FDP 411A Property Transfers for agencies not using FAMIS Y FDP 4 Equipment Information Sheet Y FDP 411B Transfer of Computer Equipment if necessary 82 TAMU Departmental Property Management Procedures Manual March 2015 It is common for Texas A amp M System Members to transfer property to one another for example Texas A amp M Member 02 might transfer some inventoried property to Texas AgriLife Research Member 06 e Both Releasing and Receiving Agencies use FAMIS Transfer may be completed with On Line Transfer Departmental Property TDP e One or both of the Releasing or Receiving Agencies do not use FAMIS 1 Each Texas A amp M System Member s fiscal office must process the paperwork otherwise the record of the transfer cannot be made Figure 7 1 illustrates the paperwork routing for transfers between system members Figure 7 1 Paperwork Routing for Transfers Between System Members 1 Releasing 2 Receiving dept 3 Releasing dept 4 Receiving dept initiates completes amp sends Property Manager dept Property and sends FDP 411A to sends FDP 411A Manager signs FDP 411A to releasing dept to receiving dept FDP 411A and receiving dept Property Manager Property Manager processes it 2 Follow these procedures when transferring inventory equipment between Texas A amp M System Members form at http fmo tamu edu property 1 The releasing
110. mpleted in E Procurement system and has been assigned an inventory object code If an inventory object code is not assigned then FAMIS will not recognize the purchase as something to be inventoried Step 2 FAMIS will assign tag numbers Step 3 the preliminary asset enterer would input all property control data using Canopy or FAMIS FRS Screens 360 362 as long as an inventory code was used in Step 1 Step 4 after FAMIS assigns the tag number departmental personnel with access to Screen 361 and or FFX Screen 545 may view it The tag number becomes the asset number when payment is made and the preliminary asset information is fed to FFX and becomes a pending asset Figure 4 1 Assigning Asset Numbers for On Line Purchases Step 1 Purchase Step 2 FAMIS Step 3 Preliminary Step 4 Tag number Order is completed assigns asset tag asset may be may be viewed in e procurement updated in Canopy using FRS Screen system or FAMIS by the 361 or FFX Screen department 545 44 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 4 Tagging of Equipment Figure 4 2 is a screen shot of FRS Screen 361 showing the tag number Figure 4 2a is the same information in Canopy The purchase document number i e A013609 below must be known Notice that the Asset Nbr field is the voucher sequence number Once payment is made the tag number becomes the asset number Figure 4 2 Screen 361 Tag Number w proceed to scree
111. mployees The DPC should form good working relations and procedures with each of the following individuals X Purchaser Individuals purchasing equipment should always inform the DPC of any inventory purchase so that proper procedures are followed concerning tagging of equipment coding etc Many times individuals receive equipment and put it into use without tagging it or telling the DPC Departmental Creator It is critical that individuals who create purchase documents in FAMIS are aware of items that are considered controlled and capital The document creator begins the process of ensuring that the appropriate items get placed on inventory by using the tools in the e procurement system Find a way using upper management support to motivate creators in assisting with the property management effort e g include property management as part of the performance evaluation Preliminary Asset Enterer To save time the person who is responsible for the inventory should be the one inputting the preliminary asset data into FAMIS It is critical that the individual who enters preliminary asset data into FAMIS communicates with the DPC to ensure that all inventory information gets entered at the department level This includes description serial number location etc If possible it is recommended that the person who is responsible for the inventory input the preliminary asset data into FAMIS not someone whose job doesn t include
112. mu edu Below are the property control codes used for inventory They include the following availability condition restriction and purpose codes The DPC should maintain these codes using Canopy or FAMIS FFX Screen 535 Availability Codes Code Description Om ef AV Available but not idle o3 loan BLANK Undetermined EX Excess Property Yransfer to Surplus LN On Loan to Another Depa Document the loan in writing MS Missing Unable to Lgaats Send FDP 9 to Property Manager RE Restricted Single SH Sha e Available for loan ST Stol Send Form FDP 9 to Property Manager with police report US In Us Time Routine code for new purchases 120 TAMU Departmental Property Management Procedures Manual March 2015 Appendix B Asset Coding Condition Codes Code Description Definition Comments E1 Used Used property but repaired or renovated and Reconditioned in excellent condition Excellent E2 Used Used property which has been repaired or Reconditioned renovated and while still in good usable Good condition has become worn from further use and cannot qualify for excellent condition E3 Used Used property which has been repaired or Reconditioned Fair renovated but has deteriorated since reconditioning and is only in fair condition Further repairs or re
113. n 362 Leave field blank if 361 View Preliminary fissety you oa pes pada asset is in pending status or has been approved Screen Doc A013609 Prelim Only Z Pg i of 1 Viewed Pg s Doc Rdd lt More gt gt gt gt Sel Seq Tag Number To Total Cost Description Cmp 0001 1000110951 829 00 COMPUTER RPPLE IPRD 64GB MIFI 3G Y Asset Tag number becomes the Asset number Figure 4 2a Canopy Preliminary Asset Search screen Tag Number gt e https lab2 system tamus edu Training CanopyTwo Change to N if voucher e Canopy Preliminary Asset S X has paid and asset is in pending status or has Poul eae been approved andisin MM A status Canopy Camp The Texas A amp M University System EPA FFX FRS Routing System Send Feedback enu FRS Preliminary Assets Pre Asset Yearch ch Pre Asset Document Create Pre Asfet Document XA00169 9 Preliminary Only es O No PRELIMINARY ASSETS Doc Seq Tag Number Add To Total Cost Description Complete Serial Nbr Status Asset 0300161840 6 500 00 N gvices application Top of Page Theme Defaut Y SetTheme Tum Paging Off te Map System TAMU Departmental Property Management User s Manual March 2015 45 Chapter 4 Tagging of Equipment Manual Requests for Inventory Numbers Certain situations do not prompt FAMIS to generate an asset number e Receipt of a gift or donation e Purchase incorrectly coded non inventory e O
114. n log e Keep in mind that the original record is usually where the best information is found Setting things up correctly initially makes everything easier later e When transferring property out of the department make a copy for the file and send the original to the transfer in department When it is off of the department s inventory totally then it is acceptable to destroy the paperwork TDP information may be accessed in Canopy hard copies are not necessary e Auditors may ask for loan documentation when verifying inventory Keep an on loan property file If loaning out property to anyone including other departments on campus make sure to complete a Loan Request Form with information such as the contact person who spoke to the person and when the date any action taken and initials of the person handling the request e Keep an in process file transfers newly acquired property etc e Keep active equipment files containing records of all equipment on a department s inventory filed by inventory number e Keep a deleted disposed equipment file e Create an off site file e g research equipment located off campus or at a faculty member s home e Keep a missing stolen equipment file Copies of the FDP 9 Missing Stolen reports should be kept for the required retention period beyond the final disposal of the asset e Keep a separate folder for Surplus paperwork e If the department has inventory on several Texas A amp M System
115. nagement Procedures Manual March 2015 Chapter 3 Inventory Items and Coding expenditures e g labor costs for fabrications incurred Warranties should be excluded from this value How Inventory Gets Into FAMIS FAMIS is the official Financial Accounting Management Information System at Texas A amp M e Fixed Asset System FFX of FAMIS houses all official property information and is used to generate state reports e Financial Record System FRS houses all financial accounting information Preliminary Assets are created when e Inventory object code is assigned to on line purchase requisition and PO is completed e Texas A amp M Property Management enters manually in FFX e g gifts e Department uses Create Preliminary Asset options in FAMIS FRS or Canopy When the asset is approved the department should maintain it in FAMIS by using the FAMIS Fixed Asset FFX System or CANOPY which provides web based functions for FFX The DPC should request FAMIS access by following the instructions on form FD 805 found at the Access and Security web site http fmo tamu edu access security Figure 3 1 illustrates how inventory information gets into FAMIS if the purchase is processed on line by the department Figure 3 1 Inputting Inventory Information into FAMIS for On Line Purchases STEP 1 Departmental creator creates STEP 2 STEP 3 Preliminary asset TAMU Property uhr is updated in Management audits E STEP 4 ae faces Canopy o
116. nal Property Texas A amp M Purchasing Card Purchases AggieBuy Purchases Additions and Replacements SPA no longer uses the betterment guidelines Teamwork is important Communicate with the person ordering on how to handle improvements and additions This is especially true but not limited to IT personnel Since it is inevitable that IT personnel will need to upgrade existing equipment it is very important that they know the criteria for adding to the inventory In addition since the departmental creators will be creating purchase documents for improvements and additions they will need to know to note when it is an addition to an existing asset Improvements or additions made to existing furniture or equipment is capitalized if they meet the capitalization threshold SPA Process Users Guide updated 8 22 14 A capital event usually means you have improved or added to the original functionality of an existing asset A replacement means replacing a worn out part with another and allows the item to complete its normal useful life A replacement usually is considered maintenance and repair and will not be added to the asset 52 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 5 Property Acquisitions 7 The key to adding to an existing asset via FAMIS is to ensure that the amp departmental creator is aware of the total additions that will be made to the asset within the fiscal
117. ned by the state if 1 Agency property disappears as a result of the failure of the head of an agency property manager or agency employee entrusted with the property to exercise reasonable care for its safekeeping 2 Agency property deteriorates as a result of the failure of the head of an agency property manager or agency employee entrusted with the property to exercise reasonable care to maintain and service the property or 3 Agency property is damaged or destroyed as a result of an intentional wrongful act or of a negligent act of any state official or employee According to the Texas A amp M University System Asset Management Manual 06 2014 Department Heads Accountable Property Officers are under financial liability for the loss or damage to personal property under their control if the loss or damage results from their negligence intentional act or failure to exercise reasonable care to safeguard maintain and service the items Reasonable care according to the SPA Process User s Guide reads It is each state employee s responsibility to use property only for state purposes and to exercise reasonable care for its safekeeping Reasonable care means that steps have been taken to ensure Acceptable upkeep and maintenance of the asset Security of the asset Asset can be located at all times Documentation is retained specifying the person responsible for the asset Example Negligence and not exercising reason
118. novation required or expected to be needed in near future E4 Used Used property which has been repaired or Reconditioned Poor renovated and is in poor condition from serious deterioration such as from major wear and tear corrosion exposure teweather 6 mildew MH Missing Hold for Gend FDP 9 to Deletion Property MI Missing Not Deleted from Inventory MN Missing Negligence MS i Property Manager will assign per State Property Acctg Syst N1 Codes N1 N4 are not used Per State Auditor s office once N2 IS placed in service it is considered used Therefore code N3 O1 should be used for new purchases N4 New Poor 01 Used Usable Property that has been slightly or moderately Without Repair used no repairs required and still in excellent Excellent condition 02 Used Usable Used property more worn than O1 but still in Without Repair good condition with considerable use left Good before any important repairs would be required 03 Used Usable Used property which is still in fair condition Without Repair Fair and usable without repairs however somewhat deteriorated with some pairs or portion worn and should be replaced 04 Used Usable Used property which is still usable without Without Repair Poor repairs but is in poor condition and undependable or uneconomical to use Parts are badly worn and deteriorated R1 Used Repair Used property still in excellent condition but Required
119. nto use Once assembled the parts will not be used with any other microscope Replacement bulbs would not be inventoried 4 Can the item stand alone If the item can stand alone or if it will be used with multiple assets do not add it to the value of another asset If the asset by itself meets the inventory requirements for personal property it should be assigned its own asset number Example A Software is purchased that can be used on multiple computers it is not a major component of a computer and is not necessary to operate the computer Therefore do not add the software to the value of the computer However if the software by itself meets the threshold of 100 000 inventory it with its own asset number Example B Cubicle walls are purchased They can be taken apart and used with other cubicle walls Do not inventory together as one asset However each wall would be inventoried separately if each it costs 5 000 or greater 5 If adding a part to an existing asset should the cost be added to the asset When the addition to the asset or the sum of additions to an asset meet the class code threshold within the fiscal year it is added to the asset 6 Were extra costs incurred that were required to place the item into operation The asset value should include all costs required to place the asset into service such as freight installation and other related professional 32 TAMU Departmental Property Ma
120. nual March 2015 Chapter 7 Property Transfers TAMU Departmental Property Management User s Manual March 2015 79 Chapter 7 Property Dispositions Property Transfers e Don t keep junk rooms Transfer all idle equipment to Surplus or someone within the Texas A amp M System who needs it If a department has no further use for a piece of property inventoried and non inventoried then they should either transfer it to another department that needs it or transfer it to the Surplus Department instead of storing it This includes all property inventoried and non inventoried not being used by the department e g computers furniture binders lamps etc DO NOT THROW AWAY STATE PROPERTY The types of transfers discussed in this chapter include the following e Transfers Between Texas A amp M Departments Transfers of Computer Equipment Transfers to The Surplus Property Warehouse Transfers Between Texas A amp M System Members Transfers Between State Agencies Outside of the Texas A amp M System e Receiving Property from a State Agency Outside of the Texas A amp M System e Transfers from Texas A amp M Surplus to Texas A amp M Departments e Transfers of Non Inventory Property Transfers Between Texas A amp M Departments Y TDP Online Transfer Departmental Property A Texas A amp M department may transfer equipment to any other Texas A amp M department According to The Texas A amp M University System Asset
121. o service Extended warranties should not be included in the asset cost They are considered and optional purchase and not necessary to put the asset into service Maintenance agreements These are expenses and maintenance and repair object codes should be used for them TAMU Departmental Property Management User s Manual March 2015 29 Chapter 3 Inventory Items and Coding The following thresholds will apply to property according to the SPA Process Users Guide Class of Asset Threshold Land land improvements Capitalize All Buildings building improvements 100 000 Facilities amp other improvements 100 000 Infrastructure 500 000 Personal property equipment 5 000 Library books materials collections Capitalize All Works of art historical treasures Capitalize All Computer software 100 000 Internally developed computer software 1 000 000 Leasehold improvements 100 000 FA do When determining if an item should be inventoried ask these vif questions N 1 Does it cost 5 000 00 or more and will last at least a year FAMIS FFX Screen 581 or Canopy FFX Tables Class Table capital items Capitalized assets are personal property They must be inventoried and depreciated over their useful life e Have a single unit value of 5 000 or greater e Estimated useful life of more than one year e Capitalized object codes start with 8nnn e Included in the Annual Financia
122. odes for the Texas A amp M System o http apps6 system tamus edu objcodes FAMIS Departmental Fixed Assets User s Manual o http www tamus edu offices famis usermanuals FAMIS Purchasing Preliminary Fixed Assets User s Manual o http www tamus edu offices famis usermanuals FAMIS Transfer Department Property TDP Guide o http www tamus edu offices famis Texas A amp M University Departmental Property Management Procedures Manual o Mhttp fmo tamu edu media 66204 procedures manual pdf Texas A amp M Rules and Regulatory Compliance o http rules tamu edu Texas A amp M System Asset Management Manual o http www tamus edu offices budget acct acct assets Texas A amp M System Policy and Regulation Manual o http www tamus edu offices policy policies index html Financial Management Operations Access and Security o http fmo tamu edu access security TAMU Departmental Property Management Procedures Manual March 2015 Chapter 1 Delegation of Responsibility TAMU Departmental Property Management User s Manual March 2015 Chapter 1 Delegation of Responsibility Liability for Property Loss According to the Tex Gov t Code Ann sec 403 275 Vernon Supp 1997 at http www statutes leqis state tx us Docs GV htm GV 403 htm 403 275 reads The liability prescribed by this section may attach on a joint and several basis to more than one person in a particular instance A person is pecuniarily liable for the loss sustai
123. on o Complete serial number if available o Location where container will be kept just in case the container gets moved e Keep the property in the container when not in use e Affix the inventory number and item description to the shelf where the equipment will be kept if applicable TAMU Departmental Property Management User s Manual March 2015 49 Chapter 4 Tagging of Equipment e When it is necessary to move the equipment to another location establish checkout procedures e Items such as art work should have the tag placed out of normal view if such items would be negatively impacted or otherwise compromised by placing a tag on the actual asset The tag should be placed in a secure place to be maintained by the department responsible for the asset s safe keeping Tagging Non Inventory Property According to the State Comptroller s office the only items that must be tagged are inventory items However Texas A amp M University Property Management DOES require the labeling of non inventory property that is on loan preferred text Property of Texas A amp M University or Property of lt insert your department name gt Texas A amp M University or optional text Property of the State of Texas It is recommended that non inventory equipment be tagged but that is up to the discretion of the department responsible for its safe keeping In cases where the department wishes to track non inventory items they should
124. onable care means that at a minimum steps are taken to maintain the asset in an acceptable manner ensure the security of an asset ensure that an asset can be located at any time requested and ensure that the person responsible for the asset is known At no time should state property be used for personal gain Texas A amp M University System Asset Management Manual 06 2014 Chapter 2 Employee It is recommended but not required that departments require employees sign a detailed statement educating them about their property responsibilities Texas A amp M Property Management has developed forms that the departments may use See of the Texas A amp M Property Management webpage at http fmo tamu edu property for the FDP 422 Property Custodian Responsibility Statement and FDP 423 Property End User Equipment Responsibility Statement 18 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 2 Property Reporting Requirements TAMU Departmental Property Management User s Manual March 2015 Chapter 2 Property Reporting Requirements State Agency Annual Certification State Requirements According to the SPA Process User Guide Each state agency shall conduct an annual physical inventory of the trust capitalized and controlled personal property excluding libraries and historical arts and treasures in the agency s possession at a time of its own choosing during the fiscal year The physical inventory
125. ording to the Texas A amp M Asset Management Manual 06 2014 e Mark equipment within 10 calendar days upon receipt Use a permanent marker if bar code tags are not yet available e Mark equipment before it is given to the user and placed into use e Mark each asset with its own unique tag asset number Never re use a previously assigned number from a different asset e Professional judgment should be used to determine if a non inventory item should be tagged Non inventory tags should read Property of the State of Texas Property of Texas A amp M University or Property of TAMU e Assure that the marking can only be removed through considerable or intentional means e Place the marking in a highly visible area making it easily accessible during the physical inventory TAMU Departmental Property Management User s Manual March 2015 47 Chapter 4 Tagging of Equipment e Location of asset labels should be consistent for similar assets assigned to a department to facilitate physical inventories Bu s Har Suggested Methods for Affixing Inventory Numbers inv Mark all assets with the tag asset number within 10 calendar days even if the department has not yet received the bar code tag Retrieve the tag number from Canopy FAMIS FRS Screen 361 or FFX Screen 545 A bar code tag is a sticker that Texas A amp M uses as an official permanent marking that contains the asset tag number and other information for a p
126. ort of Missing or Stolen Property y Police report for stolen property Missing property is property that has disappeared and no one can explain the disappearance Never report an item as missing unless it is truly missing and searches have not located it After two years the missing asset will be removed from the department s inventory but only if the department has submitted the proper paperwork to Texas A amp M Property Management form FDP 9 If an asset is on a department s books and should not be on the books because it was transferred damaged 72 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 6 Property Dispositions cannibalized returned etc then always complete the proper paperwork for the transaction not an FDP 9 Report of Missing or Stolen Property Stolen property is any property missing by theft whether by forced removal burglary theft by employees or other criminal acts The department must submit the FDP 9 and original police report to Texas A amp M Property Management before stolen assets will be removed from the department s inventory Once all of the paperwork is received stolen assets will be removed from inventory For missing stolen equipment follow these procedures Determine if the equipment is missing or stolen The Department Head must alert the Texas A amp M Property Manager within 24 hours after identifying missing stolen equipment Also within 24 hours th
127. ost must be reallocated to an inventory code in Pathway Net Pathway Net and reallocation of cost information may be found at http finance tamu edu fmo pc paymentCardProgram asp under Pathway Net Information TAMU Departmental Property Management User s Manual March 2015 65 Chapter 5 Property Acquisitions The Preliminary Fixed Asset may be built in FAMIS or Canopy by Canopy e Creating a Non Purchasing Preliminary Asset e Update the Asset Data e Mark asset with assigned number FAMIS e Screen 360 select option 4 Create Non Purchasing Preliminary Asset e Complete the Preliminary Fixed Asset Screens 360 362 e Mark asset with assigned number Getting the asset approved Once you have followed the above procedures and an asset number is assigned Property Management needs the following information and documentation to approve the asset e Document number and asset number assigned in Canopy or FAMIS e Copy of the Receipt Send to Property Management MS 6000 Call 845 8146 with any questions Manually adding the Purchasing card purchase to inventory When an asset has been purchased with a Purchasing Card that must be manually added to inventory as when the cost was not reallocated to an inventory code e Call Property Management for an asset number and mark the asset with the number at that time e Fill out the FDP414 Property Additions and Deletions form and the FDP4 Equipment Information Sheet e Send completed forms a copy of
128. ot Audits In addition to the required annual physical inventory agencies are encouraged to conduct more frequent inventories to assure the accuracy of reported personal property information Periodic inventories may use statistical sampling dollar sampling techniques or other acceptable methods on a regularly scheduled basis 20 TAMU Departmental Property Management Procedures Manual March 2015 Texas A amp M Annual Certification The Comptroller must receive a certified statement from Texas A amp M no later than 20 days after the last day of the fiscal year Thus all physical inventories by Texas A amp M departments must be submitted to Financial Management Operations by their assigned deadline so that Texas A amp M will meet the Comptroller s deadline Departmental Certifications Certification Date Each department must conduct a physical inventory annually and submit a report to Texas A amp M Property Management Meeting the departmental deadline is crucial so that Texas A amp M can meet the Comptroller deadline Approximately 30 departments conduct their physical inventory each month Texas A amp M Property Management will work with each department to identify the most convenient month in which to conduct the physical inventory Ifa department does not choose a month it will be assigned Texas A amp M Property Management will notify each Department Head of the department s certification date Once a date is as
129. ot listed on the inventory however it will not identify the owner of the equipment Use FAMIS FFX Screen 536 to find out who owns the equipment and make arrangement with the owning department for its return 94 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 9 Managing the Inventory ae TAMU Departmental Property Management User s Manual March 2015 95 Chapter 9 Managing the Inventory Securing of Assets and Departmental Audits According to the SPA Process User s Guide Updated Aug 22 2014 Each agency is responsible for ensuring that property is tracked and secured in a manner that is most likely to prevent theft loss damage or misuse The agency must take all necessary precautions to ensure that property is secured Agencies must know at all times where all property under their control is located should have a method for locating any inventory item on site or off site and should be able to locate a given item upon request Each agency should diligently ensure building security at all times Individuals in charge of security must notify the property manager of any violations or changes to security that could expose personal property to misuse or theft Property that is checked out to an employee must be used for state purposes only The agency itself bears responsibility for stewardship and care of the property at all times Spot Checks To comply with the SPA Process U
130. other is responsible for maintaining inventoried computer equipment Others may assist the DPC in property management efforts but Texas A amp M Property Management will use the DPC as the department s primary property contact The DPC may only sign the following property forms FDP 404 Request for Extension of Time for Annual Inventory Certification FDP 411A Property Transfers FDP 411B Transfer of Computer Equipment and the FDP 414 Property Additions and Deletions The Departmental Property Contact is responsible for the following as outlined by the FDP 421 Departmental Property Contact Responsibility Statement See Appendix B e Assisting the Department Head in the execution of that position and daily or Ongoing equipment management functions for the respective unit e Coordinating the training of all employees within the unit to ensure awareness of their respective responsibilities for property processing and or custodianship e Ongoing maintenance of property records for the respective unit e Ongoing application of inventory management procedures within the unit in compliance with all applicable state regulations System policies university rules and standard operating procedures e Ensuring timely documentation and transfer of equipment that is no longer needed within the unit TAMU Departmental Property Management Procedures Manual March 2015 e Coordination with the Department Head custodian and end user to ensure the
131. oves the transfer then Texas A amp M Surplus will handle all procedures 84 TAMU Departmental Property Management Procedures Manual March 2015 Receiving Property from a State Agency Outside of the Texas A amp M System If anon Texas A amp M System state agency for example the University of Houston transfers property to a Texas A amp M department then follow these procedures 1 The receiving department should forward all documentation immediately to Texas A amp M Property Management 2 The receiving department should complete the FDP 4 Equipment Information Sheet for each piece of inventoried property and submit it to Texas A amp M Property Management 3 Texas A amp M Property Management will assign the asset tag numbers and submit the bar code tags to the department According to The Texas A amp M University System Asset Management Manual 06 2014 If you are the accepting agency of a transfer it is important not to change the original acquisition date acquisition method class code or dollar amount Transfers from Surplus to Texas A amp M Departments e Y On Line Transfer Departmental Property TDP Texas A amp M Surplus A great place to shop and never pay a dime With few exceptions surplus in the Texas A amp M University Surplus Property Warehouse is available at no charge for transfer to Texas A amp M departments and Texas A amp M System members View the Texas A amp M surplus property at the wa
132. ovided by the software is increased without the ability to perform additional tasks 92 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 8 Miscellaneous Property Situations e An extension of the estimated useful life of the software The Texas A amp M University System Asset Management Manual 06 2014 Obsolete Inventoried Software Y TDP Online Transfer Departmental Property Y FDP 414 Property Additions and Deletions Follow these procedures for obsolete inventoried software e Remove or uninstall the software from the computer or server e If you have identifiable manuals disk or hardware for the software o Transfer the obsolete software as NI non inventory to Texas A amp M Surplus with a TDP Transfer Departmental Property Send any disk manuals boxes etc that came with the software to Surplus with the TDP This will not delete the software from the sending source department o Submit a completed FDP 414 Property Additions and Deletions form to Texas A amp M Property Management The TDP Transfer Departmental Property reference number must be noted on the FDP 414 The software will drop from the department s inventory and be considered a non inventory item e If you do not have identifiable manuals disk or hardware for the software o Submit a FDP 414 requesting deletion as obsolete o Attach a letter signed including job title be someone with IT knowledge and signed by author
133. oyees that Property Belongs to Texas A amp M Shs e ca Y Ea Gi k All of the property that is either purchased with Texas A amp M funds or donated to Texas A amp M is State of Texas property This includes grants and professorships etc It is very important to communicate to all faculty and staff that equipment assigned to them that was purchased with university funds is State of Texas property Itis not their own property to keep or use for purposes that do not benefit the State of Texas One way to look at it is this If you did not buy it with your own money out of your own pocket then it is not yours to keep Communicate Between People Involved in the Inventory Process One major problem noted by departments is the communication breakdown between the purchasing document creator the person inputting preliminary asset data if not the DPC and the DPC Purchasing document creators and some TAMU Departmental Property Management User s Manual March 2015 97 Chapter 9 Managing the Inventory preliminary asset enterers many times they are the same person are mainly concerned with paying the bill on time to avoid having to incur late charges Since they are not generally involved in the physical inventory or inventory management they may not understand the importance of properly inputting inventory information into FAMIS Thus communicating with them and educating them is essential Form Relationships with E
134. p rf web tamu edu The Texas A amp M Research Foundation is an independent non profit service organization Our focus is to facilitate research and development within The Texas A amp M University System and selected other entities by providing highly valued administrative services and resource support at the most reasonable cost The following procedures apply to donations from the Research Foundation 1 The Research Foundation sends a letter to Texas A amp M Property Management gifting the item to Texas A amp M University 60 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 5 Property Acquisitions 2 Texas A amp M Property Management will send a copy of the letter anda partially completed form FDP 414 Property Additions and Deletions to the appropriate department 3 The department may either accept or decline the gift e lf the department chooses to accept the gift then they should finish completing and sign the FDP 414 and complete a FDP 4 form found at http finance tamu edu fms property To designate gifts on the inventory listing Texas A amp M Property Management will use the site indicator code K as the third digit of the asset number Send to Texas A amp M Property Management MS 6000 Texas A amp M Property Management will add the gift to the department s books if the fair market value for the item at the time of receipt if it meets threshold e lf the department chooses to dec
135. parts then keep it all separate 108 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 9 Managing the Inventory Departmental Suggestions This section contains suggestions compiled from an ad hoc committee of the Academic Business Operations Committee members at Texas A amp M on how to manage the inventory Departmental Property Contact Objectives The DPC s objectives are 1 Maintain an accurate perpetual inventory of assets assigned to the department 2 Perform a physical inventory that is transparent to the faculty and staff Through timely accurate and continuous processing of inventory transactions most assets can be located without assistance The DPC must take control of the inventory and maintain it daily Managing an inventory closely resembles managing a budget As a state agency there are strict requirements for managing the budgets which in turn are partially expended on capitalized controlled items The development of equally comprehensive inventory management procedures will enhance the opportunities to excel in state auditor reports rather than lead the loser s bracket for missing equipment However written policies alone do not change the outcome Implementation of these policies begins with the Accountable Property Officer APO Department Head Building the Team As in any quality organization leadership must begin at the top The APO must communicate his her full s
136. perty tamu edu Most departmental asset information may be obtained in Canopy and downloaded to an Excel file Canopy FFX Asset Search Microsoft Internet Explorer provided by Division of Finance si 4 x sone L G y v https apps2 system tamus edu CanopyTwo Modules FFX AssetSearch aspx File Edit view Favorites Tools Help T Sidewiki P Check al Translate SE AutoFill m 8 ES Sign In EDO dh peeve e Gross Routing Set CC FY Main Menu FFX Search Asset Search J search buscar busqueda buscar en busca registrar registro cachear cacheo examinar WARNING Display maximum of 500 records has been reached Use visita sondar indagar hacer un registro Disable Attribute Search Building Search Room Search Department Search Transfer Search Department FISC Sub Department Status V Class Fiscal Year 2010 All Sub Departments O ves No Assets Total items 500 E Sub Campus Class TDP Asset Dept Dept Description Bldg Room Other Location Code Document Acq Date Total Cost ananaanra ream a anaramanni anini ran saniem aa ateam O te Aris Inn tr enr ta ne Yellow arrow indicates Download icon TBAROO04 Inventory Verification List e The TBARO04 produces a report of approved personal property by asset number or department sub department It is mainly used for the Annual Certification of Physical Inventory e Sorting op
137. r serial number other location building and more will appear in the download Figure 9 4 Canopy FFX Asset Search by Department Canopy The Texas A amp M University System EPA FFX FRS Routing System Main Menu FFX Search Asset Search Asset Search Attribute Search Building Search Room Search Department Search Transfer Search Department FISC Sub Department CLEAR _ Status A M Class All Sub Departments O Yes 9 No Figure 9 5 FFX Screen 534 0255 Make selection to proceed to Screen 523 534 Asset Search By Department Screen B Dept FISC_ Description asset Assets Total items 2 S Dept _ Status _ Fiscal Year 2011 zu Ez Logout STE TEXAS A amp M UNIVERSITY 02 v Fiscal vear Sub PE Class Total Asset Dept Description Other Location Code A Acq Date Cost Ae inninnan eme en 08 20 01 08 36 FY 2001 CC AM Total Cost 9400000002 9400000003 9400000004 9400000005 9400000006 9400000007 9400000008 9400000008 9400000010 9400000011 9400000012 9400000013 COMPUTER COMPUTER COMPUTER COMPUTER COMPUTER COMPUTER COMPUTER COMPUTER COMPUTER COMPUTER COMPUTER COMPUTER 4865X 4865X 4865X 4865X 4865X 4865X 4865X 4865X 4865X 4865X 4865X 4865x MEG MEG MEG MEG MEG MEG MEG MEG MEG MEG AM 00461 AM 00461 AM 00461 AM 00461 AM 00461 AM 00461 AM 00461 AM 00461 AM 00461 RH STEVE RH 00451 AM 00461 A Ass
138. r FAMIS and approves the DPC maintains procurement by the department asset asset in Canopy or FAMIS FFX system In Figure 3 1 three individuals input inventory information into FAMIS after the departmental creator creates the requisition document in Step 1 They are the following A The department s preliminary asset enterer Step 2 B Texas A amp M Property Management Step 3 C The department s DPC or whomever will maintain FFX Step 4 TAMU Departmental Property Management User s Manual March 2015 33 Chapter 3 Inventory Items and Coding Step 1 Purchasing Inventory Items From Requisition to Preliminary Fixed Asset e Shopping in the e procurement system creates a Requisition which is routed for approval Detailed instructions for purchasing assets in the E procurement system are at aggiebuy tamu edu training o Reviewed by Accounts Payable auditors who assign commodity codes o Commodity codes map to object codes in FAMIS e This becomes a Purchase Order PO that is routed for approval e Upon final completion of PO o Preliminary fixed assets are created from PO information and fed to FAMIS Canopy o The preliminary fixed assets are now available to be updated by the department or Assets on Non PO Based Invoices e Process invoice that includes inventory items as a Confirming Order o This will create a Preliminary Fixed Asset in FAMIS e Invoices should not be processed for payment as Non PO based if the purchas
139. r example a television set might normally be housed in room 101 However professors may move it from place to place if it is needed for classroom use Therefore one could use mobile as the other location to trigger the DPC to know that the television moves around from classroom to classroom e Field is shown in Figures 9 3 e Maintain Other Location using Canopy or FAMIS FFX Screen 535 e Download the departmental inventory list from Canopy to an Excel file sort by any field group code building room etc as a tool for managing inventory Figure 9 3 Screen 535 Other Location T7501 Please enter an asset 535 Departmental Inventory Screen Asset H Status Availability Condition Purpose 1 Percent 1 m PREIS MN 2 3 a o 4 4 Location Bujak ETES OO Asset Reports Download Data from Canopy or FAMIS Departmental personnel who have access to FAMIS FFX can download their asset listing from Canopy Then sort it as needed Figure 9 4 is a screen shot of Canopy FFX Asset Search by Department and Figure 9 5 is a screen shot of FFX Screen 534 When the department code is entered the asset information shown below is listed 102 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 9 Managing the Inventory The downloads will include much more information than the screen itself shows Hidden information such as condition accounts group code manufacturer model numbe
140. r is of high monetary value and easily converted to unauthorized use or disposal Sight Identifiers ID The sight identifier is another name for the 3 digit of an asset number and is used for certain items when Texas A amp M Property Management manually assigns an asset number It is commonly used to provide sight recognition of an asset attribute within the asset number For example 01A0000086 is an airplane Examples of the Sight ID include the following A Airplane B Boat or Ship 6 Construction in Progress F Purchased with federal funds L Livestock G Group K Gift received after June 1989 0 None of the Above M Moves under own power without a license plate 1 Land P Lease Purchase Asset 2 Building R Assets purchased on Qatar Research accounts 3 Infrastucture or Facility V Vehicle State Property Accounting System SPA Texas A amp M reports its entire inventory to the State Property Accounting System annually SPA is intended to provide the government with the information to make wise decisions and to serve as a government tool to assure the public that all state agency assets are used well and properly maintained Stolen Any equipment missing by theft whether by forced removal burglary theft by employees or other criminal acts Upon discovery of stolen equipment one should report the incident to university police and submit the proper paperwork to Texas A amp M Property Management immediat
141. ratory Coordinators Purchasing Document Creators and Preliminary Asset Enterers are a few of the key players on the team These individuals make daily decisions which determine the success or failure of the department s inventory All other faculty and staff can contribute significantly through their support and attention to detail when requesting new purchases loaning equipment to other departments or directing students to locate assets However the success of the program depends on the support provided by the APO If it is not important to the boss it is not important to me Tips for the New DPC Below are suggestions for making the new DPC s job easier For new DPCs begin by performing a physical inventory Create intra departmental forms for moving equipment This invests the equipment user in maintaining correct location information For example one department has created transfer slips and has given them to all employees If John the computer person takes Sarah s computer then Sarah is required to file a transfer slip in her office and submit a copy of it to the DPC The DPC can update the location of the computer and all is good If the computer is moved for repairs and will be returning to Sarah s office then a copy to the DPC is not required When the equipment is returned to Sarah then she can tear up the transfer slip If Sarah does not follow these procedures she would get written up in a property report done by the DPC and
142. rehouse Monday Friday from 9 00 a m 4 30 p m Contact Surplus at 845 3427 or email surplusproperty tamu edu Departments may tag items of interest until proper signatures are obtained and arrangements are made to transport the item from Texas A amp M Surplus Tagged items remaining in the Surplus Property Warehouse beyond five working days will revert to surplus and will be available for selection by another department Departments and System Members will have priority selection privileges over other political subdivisions Texas A amp M Surplus will prepare an on line Transfer Departmental Property form for the items chosen from the surplus The receiving department s authorized signer must approve the form before the items are moved from the Surplus Property Warehouse It is the responsibility of the receiving department or entity to remove their items from the Surplus Property Warehouse TAMU Departmental Property Management User s Manual March 2015 85 Chapter 7 Property Dispositions According to The Texas A amp M University System Asset Management Manual 06 2014 If you are the accepting agency of a transfer it is important not to change the original acquisition date acquisition method class code or dollar amount Transfers of Non Inventory Property Y On Line Transfer Departmental Property TDP Departments should transfer all idle property to Texas A amp M Surplus This includes a property inventoried
143. rm FDP 9 Heport Of Missing or Stolen Property that was submitted to Texas A amp M Property Management reporting the missing stolen property To report the items as recovered complete the bottom portion of the FDP 9 copy and submit it to Texas A amp M Property Management Report recovered property even if it has been deleted from inventory For stolen items notify the appropriate law enforcement agency in addition to submitting the FDP 9 Missing Property that is Not Recovered Missing property that is not recovered will remain on the department s inventory for two consecutive fiscal years annual physical inventories Missing property will remain on the department s inventory for two consecutive fiscal years annual physical inventories from the date the FDP 9 Report of Missing or Stolen Property is submitted to Texas A amp M Property Management in the missing hold status condition status MH Upon termination of the second year if the FDP 9 Report of Missing or Stolen Property is on file with Texas A amp M Property Management the condition status will be updated to MS missing deletion request This notifies the state that it has met the 2 year requirement and is being deleted as missing 74 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 6 Property Dispositions It is not necessary for departments to re submit a missing report each year for the same piece equipment however they should cont
144. rrors are found then no further action is necessary e f errors are found then follow these procedures e Mark corrections on the report e The DPC should make any corrections to location other location condition availability purpose and group code using Canopy or FAMIS FFX Screen 535 If the DPC has FAMIS access to make all necessary changes then file the report at the department Do not return it to Texas A amp M Property Management e f any changes are necessary that the DPC cannot make in Canopy or on FAMIS FFX Screen 535 then either the Department Head or the DPC must sign the report with corrections noted and return it to Texas A amp M Property Management to make the updates in FAMIS 104 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 9 Managing the Inventory ure 9 6 TBAROO6 Report Y J wy FTBAROOS SYSTEM ADMIN amp GENERAL OFFICES 10 3 fFY 2014 CC O1 Asset Contro Sheot Month 13 2014 Ps f As of 10 24 2014 i Asset Number 140 000001 Component O1 f Asset Description APPL 5g IPAD SILVER Status A 1 Date Created 09 30 2014 LOCATION DATA Department These fields are blank for the Sub Dept Building Bidg Campus Alt APO Name example only Room Grc Other Locat on Exec Level CH Division AS School Restricti PROPERTY CONTROL DATA Class 578704 Acquisition Date 07 24 2014 on Meth In Service Date 07 24 2014 Condition O1 Last Inventory Da
145. rty to Texas A amp M Surplus or to another TAMU department that could put it to use Surplus is any piece of property that the department does not need or use both inventoried and non inventoried Idle equipment should always be transferred to Texas A amp M Surplus where it is made available to other Texas A amp M System departments Surplus will not accept inventoried items that appear to have missing vital components as inventoried items If any inventory item is missing a vital component then follow procedures for cannibalizing equipment See Chapter 6 Cannibalized Equipment Use Canopy to create an on line Transfer Departmental Property TDP Instructions may be found on the Texas A amp M Property Management webpage hittp finance tamu edu fmo pm default asp under Training TDP Transferring Departmental Property Releasing departments who need assistance moving equipment may contact Surplus at 979 845 3427 for assistance The moving crew will transport to the Surplus Warehouse only items that are identified on the TDP Departments preferring to transport their surplus items to the Surplus Property Warehouse themselves should notify Texas A amp M Surplus in advance of the transport by calling 979 845 3427 Complete and route to Surplus the TDP online prior to taking the equipment to Surplus The TDP document can be accessed and approved transfer accepted online when the equipment is delivered Transfers Between Texas A a
146. s in addition to those listed above List each missing item on the FDP 402 Certification of Physical Inventory Conducted by Department TAMU Departmental Property Management User s Manual March 2015 73 Chapter 7 Property Dispositions e Submit the FDP 9 Report of Missing or Stolen to Texas A amp M Property Management for any asset that has not been reported before It is not necessary for departments to submit a FDP 9 missing report each year for the same piece of missing equipment however continue to list it on the FDP 402 Certification of Physical Inventory Conducted by Department each year until it drops off of the inventory The department should keep copies of FDP 9 s If the asset is located fill out the recovery portion and submit to Texas A amp M Property Management Procedures for TAMUQ Qatar Inventory When inventory located at TAMUQ is determined to be missing or stolen the item must be reported to the Assistant Dean on TAMU form FDP 9 Report of Missing or Stolen Property The Assistant Dean s signature is required on this form and they will use this information to report the loss to the Contract and Procurement department at the Qatar Foundation The Qatar Foundation policy should be followed from this point Recovered Property Y FDP 9 Report of Missing Stolen Damaged or Destroyed Property a Yop3O Occasionally stolen or missing items are recovered The department should have a copy of the fo
147. s 0 ood pdt ose uad a E ttd Ce ad oo odii et um 20 Texas A amp M Annual Certification ssssseseseeeeeeeeeeeeeeee nennen nene nnhen etes essen tenis rere ses nea 21 Texas A amp M Deadline 2 tee er retro te obere tuere rere e Tete Pee E secos dee Pebte teet abe 21 Departmental Certifications o es oet IG netas totae Poe RI e eases uals is aes ae Te vais g tanta HE RES RU 21 Certihicatiom Date 28 ea mote Ree Medeae en 21 Certification Backet Lone secet tees ete tecto ecce ee cain oec tet eS bas Pe ce es LER 21 Conducting the Physical Inventory iie terti teer e YE EE EVEN A TANE BEN EYA SN SN e AR OS n Fe shaccava UL EUR 23 jieronre adulte Sr aii 23 Method 1 The Scan amp Validate Bar Code Scanner Process eee 24 Method 2 The Manual Method Undating Scan amp Validate Website 24 What to Turn In To Texas A amp M Property Management eese 27 Past Due Certification Procedures serian n ataa a A EE T A ON TEA 28 CHAPTER 3 INVENTORY ITEMS AND CODING eere eee nnne tnnt nnnn 28 2 TAMU Departmental Property Management Procedures Manual March 2015 Table of Contents What toInyentoty P ME 29 How Inventory Gets Into FAMIS s ae ast errore occa nhu Eve tee ee idees teo edge desean nei geb deed uada 33 Purchasing Inventory Detmszc sueco nescio EE Gee ive ie pins eva Fn eux UM SIUE 34 Updating Preliminary Fixed ASSets ree rece een asa rH vH
148. s like this since it would be difficult to value each item and everything is necessary to operate the computer inventory everything together under one asset number for the cost of 2 000 even though the monitor and keyboard may be removed and used with other computers Example B A department purchases computer equipment all together Each item has a cost identified as shown below Description Quantity Price Keyboard 1 20 00 Mouse 1 15 00 Monitor 1 300 00 Computer Station with the 1 1 600 00 following specs OptiPlex Gx150 Small Mini Tower Gx150 Pentium lii Processor 1 0ghz 133mhz 256k Cache Integrated Sound Total 1 935 00 In this case the keyboard mouse and monitor all have a separate cost They can be moved around and used with other computers However since the computer cannot be used without these items inventory everything as one asset for 1 935 00 TAMU Departmental Property Management User s Manual March 2015 31 Chapter 3 Inventory Items and Coding Example C A microscope is purchased Below are the items that are on the purchase order Description Quantity Price Binocular 1 932 00 Binocular Tube 1 1442 00 Eyepiece 1 1141 00 Lens 10X 1 650 00 Lens 20X 1 625 00 Condenser 1 120 00 Bulb 1 40 00 Dust Cover 1 50 00 Total 5000 00 In this case assign one asset number for 5000 00 All items are necessary to place this microscope i
149. s the condition of the assets for example excellent poor etc It is helpful for the DPC to know the condition of an asset if he she is considering transferring it to another custodian e Restriction Codes Identifies any restrictions placed on the use ownership of the asset For example some gifts of property to Texas A amp M have restrictions placed on them for tax purposes e Availability Codes Indicates whether the asset is in use available for use or not usable For example laptop availability codes can be changed if they are available for use at the office or if they are being loaned to someone Purpose Codes Identifies the function of the asset for example administrative use research instruction etc Get a listing of these codes under Property Control Codes found at http fmo tamu edu property or by using the help features in the code field in FAMIS Step 3 Property Management Audits and Approves Assets Once receiving is completed the preliminary asset data electronically feeds into the Fixed Asset System FFX where FAMIS changes the asset status from preliminary status to pending status Texas A amp M Property Management will audit the pending asset and approve it which makes it an official property record Step 4 Department Maintains Asset Information After Texas A amp M Property Management approves the asset the DPC or personnel with departmental property update access may maintain asset d
150. ser s Guide Updated Aug 22 2014 Texas A amp M Property Management will conduct spot check audits of Texas A amp M departments They will contact the DPC to set up an appointment to begin the audit During the spot check some of the things they will verify include e Serial numbers e Building Room numbers e Each asset is permanently marked with the asset tag number After the audit is completed either Texas A amp M Property Management or the DPC will make corrections into FAMIS Texas A amp M Property Management will also print bar code labels for any assets that did not have them The Texas A amp M Property Manager will send a conclusive report to the Department Head Upper Management Support Ve X Obtaining upper management support is the key to successful inventory management The key to having a successful inventory management program is having upper management support Numerous people are involved in the inventory process and in actually handling equipment Unfortunately many of these people do not have inventory management as their top priority only upper management can make it a priority 96 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 9 Managing the Inventory People need equipment immediately to do their jobs This can mean that they will move equipment without properly tagging it and without notifying the DPC Individuals may grumble when the DPC is performing the
151. signed the department is bound to it Certification Packet Prior to the department s annual certification date Texas A amp M Property Management will email the Annual Certification of Physical Inventory letter to the Department Head and the Certification Packet to the department DPC Figure 2 1 is a sample of the Annual Certification of Physical Inventory letter The packet will include the following information that is discussed in this chapter 1 Annual Certification of Physical Inventory letter with due date 2 Procedures for Annual Certification e Bar Code Scanner performed on Assetworks formerly Incircuit Scan and Validate at http web5 incircuit com sv f p 1001 101 1805213034691833 or Manual inventory method update information in Scan and Validate e TAMU Procedures for Past Due Certifications 3 List of Inventory CANOPY download in Excel sent as an email attachment 4 FDP 402 Certification of Physical Inventory Conducted by Department sent as an email attachment TAMU Departmental Property Management User s Manual March 2015 21 Chapter 2 Property Reporting Requirements Figure 2 1 Annual Certification of Physical Inventory letter x TEXAS A amp M UNIVERSITY 4 Property Management Finanical Management Operations NS i She General Services Complex 979 845 8147 FAX 979 458 4200 MEMO 07 01 2014 To Jones John Professor and Head International Studies Department From Todd Gregory Proper
152. sset tag number to the inventory person immediately so that he she may mark the equipment right away with a permanent marker Since the bar code tag is not available immediately this process helps match the bar code label with the equipment when the bar code labels do arrive This is especially helpful if equipment has already been moved Below is the department s process for tracking computer equipment 1 When purchasing a computer on the preliminary asset screens use the other location field for the person s name that will use it This helps track the computer and if the person leaves then the DPC will know whom to contact about it The departmental creator or preliminary asset enterer writes the asset tag number on the invoice and gives a copy of the invoice to the computer person and inventory person VERY IMPORTANT The computer never leaves the computer person s sight unless the inventory number is written on it with a permanent marker If they let it get away without being marked then it will take too long to track it down They mark the computer on the back of the case on the side and on the metal strip in the back just in case the parts get separated The computer personnel keep track of all asset tag numbers in a database Since laptops can be very hard to manage the computer personnel require that individuals borrowing them complete a loan form 114 TAMU Departmental Property Management Proced
153. stead they have them walk with the DPC during the physical inventory This way the DPCs see all equipment and the managers sign off on it e Prior to the physical inventory have the Department Head send a memo to all employees asking for their cooperation during the process and explain its importance e Some departments do not allow student workers to perform the physical inventory Instead they recommend that the individual in charge of the inventory the DPC conduct the inventory himself herself e Require every supervisor to sign a listing of equipment for his her area annually e Keep all equipment properly marked at all times Mark all non inventory equipment N I to aid in the physical inventory process See Chapter 4 Tagging of Equipment Surplus Property Tips e For surplus equipment place the DPC s name on all equipment Only allow the DPC to take things to surplus and to pick things up from surplus Allow no one else to do this e DO NOT allow dungeons or junk rooms full of equipment in the department Always transfer idle equipment to Surplus Departments may have a short term holding area but no long term storage area A Different Point of View This section contains suggestions from a different point of view These suggestions are being included in this manual because they have proven success in some departments Y The DPC must be made aware of all inventory purchases Unfortunately in some departments the
154. tal Property Management User s Manual March 2015 123 Glossary 124 TAMU Departmental Property Management User s Manual March 2015 Glossary Accountable Property Officer APO At Texas A amp M the Accountable Property Officer APO is the Department Head This is the individual responsible for the physical possession and control of all equipment entrusted to the departments activities Agency Head At Texas A amp M the Agency Head is the President The Agency Head is the Chief Executive Officer of each A amp M System Member Each Agency Head is responsible for the control of and accountability for all equipment possessed by the Member Alternate Accountable Property Officer AAPO Alternate Accountable Property Officers do not exist at Texas A amp M as of September 1 2001 See Departmental Property Contact AMU Number An AMU number is a previously used term for an asset tag number AMU meaning Texas A amp M University Asset Class An asset class is a group of similar assets as designated for accounting and property control purposes Assets that belong to the same class typically share certain characteristics such as the method by which depreciation is calculated Asset Class Code Assets of the same class share similar asset class codes An asset class code is sometimes referred to as an object class code Asset class codes are six digit numbers e g 843502 The first four digits of an asset class co
155. tate official or employee is in a court of appropriate jurisdiction of Travis County Added by Acts 1991 72nd Leg 2nd C S ch 8 Sec 2 30 Amended by Acts 2001 77th Leg ch 1158 Sec 18 eff June 15 2001 12 TAMU Departmental Property Management Procedures Manual March 2015 Delegation of Responsibility According to The Texas A amp M University System Asset Management Manual 06 2014 TAMU President is ultimately responsible for the custody and care of all equipment at Texas A amp M TAMU Property Manager is responsible for the overall equipment management for the Member Department Head Accountable Property Officer Departmental Property Contact rN Head of a State Agency Responsibilities The Texas A amp M University President is ultimately responsible for the custody and care of all equipment at Texas A amp M University The President shall ensure that Texas A amp M maintains adequate inventory controls on personal property and trust property The President designates a Property Manager to handle these activities and informs the State Comptroller s Office of the appointment 6 Fe Property Manager Responsibilities Texas A amp M University s Property Manager is responsible for the overall equipment management for the Member including maintenance and control of the central inventory records The Property Manager has delegated responsibility for equipment to each Department Head at Texas A amp M m
156. te Availability US Related Asset Number ate c Transferred From Asset Tag Number 4420000008 Transferred From Component PURCHASING VENDOR DATA Voucher Number 241312 voice Number XXX3076 Vendor Name endor Number Manufacturer Name APPLE erial Numb r PO7283917 Model Number MD7B9L Modei Year License Plate PO Number XA0006 PU Account 1 215070000005787 Account 2 Quantity Account 3 Unit of Measure Account 4 MAINTENANCE INSURANCE DATA Maintenance Co Renewal Date Contract Number Expires Date Contract Amount 0 00 Last Maintenance ACCOUNTING DATA Total Cost 59 Sponsor Agancy Asset Account 089730 1730 Useful Life 48 Remaining Li Fund Sources ST Purpose Code oooloos 888 888 8888 INVENTORY NUMBERS AFFIXED amp ENTRIES CORRECT SIGNATURE DATE 14 TAMU Departmental Property Management User s Manual March 2015 105 Chapter 9 Managing the Inventory Figure 9 7 TBARO51 Report TEXAS ABM UNIVERSITY 10 24 2014 18 22 EFY 2014 cc 02 Transfers Within System Part as of Month 13 2014 PAGE 1 1 Personal Property LE Sorted by Asset Number i ji ASSET TRANSACTION MM NUMBER DESCRIPTION TOTAL COST OLO OLD NEW NEW DESCRIPTION DEPT SUB DEPT DEPT SUB DEPT 00 0 0736319 01 MOWER 48 YAZHOO 4 500 00 ANSC 08 31 2014 TRANSFER TO ANIMAL GAS MOWER 102 0 0047456 01 COMPUTER PROCESSOR MEETIN 1 179 00 SRPL 08 31 2014 1 27 14 SPECIFICATIONS 02 0 00484
157. the hard drive or any computer has been irreversible erased e The transfer and certification of the erased hard drive can be most efficiently accomplished using the asset transfer module in CANOPY for the item s to be transferred Canopy TDP Drive Condition options o Erased o Not Working not recommended as information may be obtained from the hard drive best to remove and shred the hard drive from non working computers o Removed o Do Not Erase use only when new computer of data software is needed by the destination department e Departments that do not have CANOPY access o FDP 411A Transfer form o FDP 414B Transfer of Computer Equipment Form acknowledging that the department has removed all data from the hard drives must accompany the FDP 411A when computer equipment is transferred to the Surplus Property Office requires the verification that no personal or confidential information intellectual property or licensed software remains on a computer hard drive when disposed from the agency Texas Administrative Code TAC rule 202 78 Removal of Data Processing Equipment See also Chapter 6 Cannibalized Equipment and Surplusing Cannibalized Computer Equipment TAMU Departmental Property Management User s Manual March 2015 81 Chapter 7 Property Dispositions Transfers to the Surplus Property Warehouse e e S Y On Line Transfer Departmental Property TDP Don t keep junk rooms Transfer all idle prope
158. ther In these cases the department must send paperwork to Texas A amp M Property Management who will assign an asset number for the department See Chapters 5 7 and 8 for which paperwork to complete for a particular situation For certain items Texas A amp M Property Management will use sight identifiers when creating tag and asset numbers The sight identifier is the 3 digit of an asset number used to provide sight recognition of an asset attribute within the asset number For example 01A0000086 is an airplane Examples of sight identifiers include the following A Airplane 3 Infrastucture or Facility B Boat or Ship 6 Construction in Progress F Purchased with federal L Livestock funds G Group K Gift Received after June 1989 0 None of the Above P Lease Purchase Asset 1 Land V Vehicle 2 Building M Moves under own power without a license plate Purchasing Card Purchases Asset numbers are assigned through FAMIS on Purchasing Card purchases See Chapter 5 Purchasing Card Purchases for detailed guidelines and instructions E Procurement Purchases Assets purchased through e procurement are assigned asset numbers through FAMIS but will need the department to update the Acquisition and In Service dates Building Room location serial number etc in FAMIS or Canopy 46 TAMU Departmental Property Management Procedures Manual March 2015 Chapter 4 Tagging of Equipment Marking the Equipment
159. tions All sorts are within dept sub dept e Numerically Within Department e Group Code e Building Room e Other Location TBAROO06 Asset Control Sheet The TBAROO6 produces a report of property real and or personal that was approved disposed reacquired and or undisposed during a specified date range sorted by department sub department and asset number TAMU Departmental Property Management User s Manual March 2015 107 Chapter 9 Managing the Inventory Record Keeping Follow the records retention schedule found at http library tamu edu services records management records retention schedule html for keeping paperwork It is recommended to keep a folder for each asset because of the multitude of transactions that can occur on one asset This helps one keep track of the item for repairs transfers etc The folder can be moved to a different location in the file drawer depending on the status of the asset Although some asset purchasing and transaction information is in FAMIS and Financial Management Operations images documentation invoices Property Management forms dealing with assets etc these systems are purged after retention time has been met Below are other suggestions for record keeping e Develop an Inventory Item Record form Record all activity for one asset on the form Keep all paperwork in the same file The form could include the invoice number purchase order number comments section and actio
160. tmental Property Management User s Manual March 2015 99 Chapter 9 Managing the Inventory The DPC or those with Property Update access for the department should use Canopy or FFX Screen 535 to update all fields in the Location Information section i e availability asset condition purpose and location information ona daily basis without having to submit paperwork to Texas A amp M Property Management Figure 9 1 Update Asset information in Canopy Canopy FFX Asset Location Microsoft Internet Explorer provided by Division of Finance G n Y E https ilabl system tamus edu Training canopytwo Modules FF r Location aspx asset 0300052067 File Edit Vie Ortes Tools Help Google 0300052067 v A search ES D d Canopy FFX Asset Location t Video ment Ej Share 7 amp z Sidewiki P Check a Translate SE AutoFill SS gsignIn ES dE Ee es EPA FFX FRS Routing System Campus AMU TRAINING CAMPUS AM Fiscal Year Nj Set CC FY Main Menu FFX Assets Asset Location To Asset Search Asset Location Asset Transactions Send Feedback Asset Status A Location Information POWEREDGE 4600 PER Availability US Condition O1 Purpose 1 Purpose 2 Purpose 3 Purpose 4 Building Building Campus Room User UIN Other Information Description COMPUTER DELL Inventory Date
161. ty Manager Subject Annual Certification of Physical Inventory Equipment We have e mailed the Texas A amp M University departmental inventory certification packet to your Departmental Property Contact DPC Form FDP 402 included in the packet explains the department head responsibilities regarding equipment inventoried on your account The Laws of the State of Texas require that a certification of equipment inventory be submitted annually The due date is forty five 45 days following the date of the equipment listing report The bar code scanner equipment should be returned within the first fourteen 14 days Your certification is due in the Property Management Office of Financial Management Operations mail stop 6000 by 5 00 P M on 08 18 2014 If you have any questions please call the Property Management Office at 845 9436 or 845 8147 22 TAMU Departmental Property Management Procedures Manual March 2015 Conducting the Physical Inventory The State Property Accounting Policy states An agency should assign two or more individuals to conduct the inventory who do not have responsibilities for entering or reporting personal property e Make arrangements to permit thorough physical inventory with minimum disruption e Make arrangements for sensitive equipment requiring special handling to have the custodian present during the physical inventory e Physically locate every piece of equipment o If this is not reasonable for e
162. upport of Texas A amp M policies through his her actions e Introduce all key players on the team at faculty and staff meetings e Ensure all in attendance realize the importance of completing the job Right the First Time e Let it be known the term Responsible Individual has true meaning in the department Those found not to be responsible are apparently negligent e Hire an individual whose primary job is managing the inventory Designate a DPC whose primary responsibility is inventory management including the coordination of the overall inventory process within his her respective unit and training of unit personnel at key inventory process points e Assign DPC duties at a level of authority sufficient to establish and maintain control over inventory management for the respective unit e Assign equipment custodian responsibilities to key departmental personnel faculty principal investigators lab managers etc to maintain ongoing custodial care of equipment within the unit and hold them accountable e For laboratory equipment place responsibility for equipment on the end user Keep lists on a clipboard by the door in all labs TAMU Departmental Property Management User s Manual March 2015 109 Chapter 9 Managing the Inventory Develop and support departmental procedures for trading repairing and etc equipment Business Operations Managers Computer Managers Departmental Property Contacts Technical Labo
163. ure 3 1 the asset incurs a different status in each stage of the process They are defined below Preliminary Asset Status For users of the on line purchasing module the preliminary asset is created in the Financial Record System FRS of FAMIS with the completion of the PO Preliminary assets have not been paid P Pending Asset Status Preliminary assets become Pending assets when FAMIS generates a voucher for payment of the asset and inventory information automatically feeds from FRS into FFX Texas A amp M Property Management may also create pending assets by directly entering them into FFX A Approved Asset Status Approved assets are officially recognized by Texas A amp M Assets become approved after Texas A amp M Property Management audits and approves them in FAMIS D Disposed Asset Status When an asset is no longer of use toa department they may dispose of it Cannibalizing property is one means of disposal Once all procedures are followed Texas A amp M Property Management will officially dispose of the asset using FAMIS TAMU Departmental Property Management User s Manual March 2015 41 Chapter 3 Inventory Items and Coding Communication with Departmental Enterers Y Teamwork is an important part of inventory management Y The DPC must be made aware of all inventory purchases Y DPCs must communicate with those who purchase inventory and update preliminary fixed assets y If possible it is recommend
164. ures Manual March 2015 Chapter 9 Managing the Inventory 6 Annually they do a software audit and inventory annual certification is required for all assets check for laptops This serves multiple purposes a They check the software that individuals might be installing on state equipment b They get to physically see the equipment c This is a way to keep a control on missing equipment TAMU Departmental Property Management User s Manual March 2015 115 Appendix A Training 116 TAMU Departmental Property Management Procedures Manual March 2015 Appendix A Training Training To aid departments in their property management efforts Financial Management Operations offers numerous training courses Some of the courses are mandatory and some are optional Online Introduction to Canopy FMO Required overview designed to learn the basics of Canopy Either the Introduction to Canopy or the Introduction to FAMIS classes meets your introduction training requirements Access the online training at https apps6 system tamus edu TrainTraq web CourseDetails aspx cnum 21 11617 Online Introduction to FAMIS FMO Required overview to learn the basics of FAMIS Either the Introduction to Canopy or the Introduction to FAMIS classes meets your introduction training requirements Access the online training at https apps6 system tamus edu TrainTrag web CourseDetails aspx cnumz21 1 1 617 For more information concerning FAMIS a
165. x php In the event that this manual or The Texas A amp M University System Asset Management Manual are in conflict with the State Comptroller manuals or rules the State Comptroller guidelines shall prevail Other basic controlling guidance for equipment management includes the following e State Purchasing and General Service Act Article 601b VCTS e Texas Government Code Ann Sec 403 271 Vernon Supp 1997 To make suggestions for this manual or call attention to errors please contact 979 845 8147 email property tamu edu or copy the page with the error note the correction or suggestion and send it to Texas A amp M University Financial Management Operations Attention Property Management 750 Agronomy Rd Suite 3101 College Station Texas 77843 1369 Mail Stop 6000 Property Resources Use the following resources for property related matters e Texas A amp M Property Management o Phone 979 845 8147 o Fax 979 862 4210 o Email property tamu edu o Website http imo tamu edu property o Mail stop 6000 e Texas A amp M Surplus o Phone 979 845 3427 Fax 979 862 5145 O o Website http logistics tamu edu surplus property general information o Mailstop 1130 TAMU Departmental Property Management User s Manual March 2015 7 Property Management Electronic Mail Listserv o http fmo tamu edu listserv for subscription instructions SPA Process Users Guide o https fmx cpa state tx us fmx pubs spaproc Expense Object C
166. xample if the equipment is in the ocean then the custodian of the equipment should sign a statement verifying the equipment information o If an employee is using a laptop at home then it is recommended that the individual bring the item to the office to be verified o Inventory includes all inventory items for a department not simply those included on f the inventory lists provided by Texas A amp M Property Management If property is found that should be on the inventory but is not then they should follow procedures for adding the items to inventory See Chapter 8 Found Items that Should Be Inventoried Inventory Methods Departments may either verify the inventory by using 1 Inventory software and bar code reader preferred or 2 Manual method updating the inventory list on the Scan and Validate website Important Do not update asset information on FFX screen 535 during the inventory period Use Scan and Validate for all updates When your departments Scan and Validate information is downloaded at the conclusion of your certification it will overwrite any manual changes made in FAMIS TAMU Departmental Property Management User s Manual March 2015 23 Chapter 2 Property Reporting Requirements Method 1 The Scan amp Validate Bar Code Scanner Process e Palm Sync Scan amp Validate program will be loaded on Department s computer e Cradle and scanner will be set up and plugged into an electrical outlet
167. y 21 05 01 found athttp tamus edu offices policy According to the Texas A amp M University Rule 21 05 01 M1 Gifts include support from private sources bestowed voluntarily and without expectation of any tangible compensation Gifts Through the Texas A amp M Foundation The Texas A amp M Foundation and TAMU Property Management will process paperwork for gifts through the Texas A amp M Foundation According to the Texas A amp M Foundation website at http txamfoundation com On Sept 12 1953 a group of 21 Texas A amp M former students and regents gather to officially create an organization they have long discussed Utilizing the Texas Trust Law the Texas A amp M College Development Foundation is formed with an initial 100 in assets The Texas A amp M Foundation acknowledges gifts to Texas A amp M University by sending a receipt to the donor They also send information to Texas A amp M Property Management so that they may add any inventory items to Texas A amp M s books Texas A amp M Property Management will create an asset tag number for any inventory items and send the bar code label to the department who accepted the gift They will book the gift at the fair market value for the item at the time of receipt Gifts Through the Research Foundation Y FDP 414 Property Additions and Deletions Y FDP 4 Equipment Information Sheet Y Appraisal for gifts over 5 000 According to the Research Foundation s website at htt
168. year If the total will meet the class code threshold then all additions will be coded with the appropriate object code for the addition and entered as an Add to Existing Asset on the Preliminary Fixed Assets screens If this is not done then submit the required paperwork to Texas A amp M Property Management Below are examples of additions In each example the addition should be added to the value of the existing item Instructions for doing so are included Example Capital Asset Capital Addition A 7 000 00 asset from a previous year is being upgraded The parts will be on different purchase orders but will add up to 5 500 00 All will be coded capital and added to the original asset as a component This example meets the following criteria 1 It will become a component part of the existing item 2 It meets the threshold within the fiscal year Add the parts to inventory in the following manner y Preliminary Asset Screens or Y FDP 414 Property Additions and Deletions The departmental creator would check Add to Asset Number and provide the existing asset number If for some reason this was not accomplished using FAMIS then submit the FDP 414 Property Additions and Deletions to Texas A amp M Property Management A Example Controlled Asset Controlled Addition There is a 4000 00 camera purchased in a previous fiscal year and coded 578101 Portable Cameras controlled This year a lens that can only be
169. yed or damaged through the negligence of any state official or employee the head of the agency or property manager shall report the loss destruction or damage to the comptroller and the attorney general not later than the date established by the comptroller If the head or property manager of a state agency has reasonable cause to believe that any property in the agency s possession has been stolen the head of the agency or property manager shall report the theft to the comptroller the attorney general and the appropriate law enforcement agency not later than the date established by the comptroller b The attorney general may investigate a report received under Subsection a c If an investigation by the attorney general under Subsection b reveals that a property loss has been sustained through the negligence of a state official or employee the attorney general shall make written demand on the official or employee for reimbursement of the loss TAMU Departmental Property Management User s Manual March 2015 11 Chapter 1 Delegation of Responsibility d If the demand made by the attorney general under Subsection c is refused or disregarded the attorney general may take legal action to recover the value of the property as the attorney general deems necessary e Venue for all suits instituted under this section against a s

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