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HSC Property Manual - Texas A&M Health Science Center

1. Signature Name Title Signature Name Title at Name Title Sixnyture Name Title Signature Name Title Signature Name Title SECTION V APPROVAL OF DEPARTMENT HEAD amp BUSINESS OFFICER After reviewing this form I certify the information and or changes are correct and may be used as this department s official information structure and authority I have received certification for Disbursement Training Signature of Department Head Director Date Signature of Primary Business Officer Date Page 87
2. Page 4 TAMHSC Property Management Manual Introduction The purpose of this manual is to set forth the overall departmental procedures for property management within The Texas A amp M University Health Science Center HSC It is targeted for individuals in departments whose job it is to perform property inventory management functions It must be used in conjunction with the following manuals The Texas A amp M University System Asset Management Manual http www tamus edu offices budget acct acct assets State Property Accounting Process User s Guide https fmx cpa state tx us fmx spa index ph In the event that this manual or The Texas AGM University System Asset Management Manual are in conflict with the State Comptroller manuals or rules the State Comptroller guidelines shall prevail HSC Property Management Phone 979 436 9230 Fax 979 436 0075 http www tamhsc edu departments finance admin inventory memt html Mail stop 1361 HSC Surplus Office TSRPL Phone 979 436 9231 Fax 979 436 0075 Mail stop 1361 Note There can be exceptions depending on circumstances to some information in this manual This includes completion of property forms If you have questions or concerns please contact HSC Property Management Page 5 TAMHSC Property Management Manual Property Resources Use the following additional resources for property related matters Expense Object Codes for the HSC http a
3. Chapter 8 Misc Property Information c cece ceeec eee e eee e een e nee e nent ee nenenen ees 68 Broken Obsolete Idle Equipment iscsnsssnecrmsnncasenyensewotersanewonmmenanagueanunbedass 69 Found Items that should be Inventoried cece cece cece eee eee ee ea ee eee es 69 Loan Ol PrOpPeTty caw tiassvinastnedanesecotaremuautasauidehupvacdbhovanamungaatonanaauquanhaeents 69 Relocated Property cnvsaniwicntdacaipcavonrdveeienan ten daeeaeausannduanianeadiereseneneuahearde 71 DOLE WANS opacindesrndeaopunenan cd nnadeade tacks E 71 Trust Property wic c scan tatendamapieuens E T A E E R A E 72 How to Update FAMIS FFX Canopy ssessssersserrsrerrsrerrsrrresrerrsrerrerrreere 73 Chapter 9 Property Forms ooer orree EE E A N eee 78 Property Und ORG OT a ost sean r airia net aene E EEEE R oE 80 Report of Missing or Stolen Property sesesssssrsrrsrereersrerrerrerereerereersee 81 Certification of Annual INVEMORY sisicisscccscniioiasqontemnbinnranidamtbenieineianebinanenes 82 Loan of Health Science Center Property sessssersrerrsrrrrsrrrrsrerrsrereerrresre 83 Property Transfers cs iserceqesuasssnwaacanwsntscinupeerlec ada siie a edia 84 Data Disposal Cerin ica WOt cs coniidcanruscnesiokneolasawndianeneniowinorasawniacaarmdentes 85 Property Additions amp Deleon icisaetcns venasdawiuesakibenWenddeanbouesehaenengwasanter ances 86 FD 860 Department Information Designation amp Authority eee 87
4. Transfers Between Texas State Agencies HSC property can be transferred to other state agencies in Texas only if other HSC departments do not need the property for example HSC may transfer equipment to the University of Houston Once the department confirms that the equipment cannot be utilized by other departments at the HSC contact the HSC Property Manager to continue the transfer process 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 HSC department then follow these procedures 1 The receiving department should forward all documentation immediately to HSC Property Management 2 The receiving department should complete the Property Information Sheet for each piece of inventoried property and submit it to HSC Property Management 3 HSC Property Management will assign the asset tag numbers and communicate those to the department According to The Texas AGM University System Asset Management Manual September 2004 If you are the accepting agency of a transfer it is important not to change the original acquisition date acquisition method or dollar amount so that the transfer will clear correctly in the State Property Accounting system Page 67 TAMHSC Property Management Manual Chapter 8 Misc Property Information Page 68 TAMHSC Property Management Manual Miscellane
5. e Short term fabrication less than or equal to 3 months For everything purchased for the fabrication purchasing document creators should use the object code for what the fabricated item will be upon its completion For example if building a computer that will end up being valued at 5 000 or more use capital object code 8435 Computer Equipment for each piece that is purchased to build the computer e Long term fabrication over 3 months For long term fabrications when purchasing items the purchasing document creator should use object code 8733 Construction In Progress CIP Fabrication of Equipment for everything purchased for the fabrication This is important because the 8733 code will not calculate any depreciation for the un built asset In addition using the 8733 code will force the department to input preliminary asset data The preliminary asset enterer should input the condition code of UC Under Construction on Screen 362 Upon the completion of the long term fabrication the department must notify HSC Property Management to change the object code from the construction in progress code to the object code for the completed asset otherwise it will stay on the books as construction in progress and will not accumulate depreciation Once the object code change occurs then depreciation of the asset begins Determining Labor Costs The department should keep track of all labor fabrication costs They will need to send
6. 1 The departmental creator creates a purchasing document for the tires and should use object code 8733 Construction In Progress CIP Fabrication of Equipment 2 On the preliminary asset screens the department will create one asset and assign it anumber using Screen 360 Option 1 The enterer will complete Screen 362 FAMIS will generate an asset tag number in which to add to for all other purchases In this example the asset tag number that FAMIS assigned is 0600004578 3 Next the department purchases the metal hitch The department creator creates the purchasing document for the metal hitch and uses the same object code 8733 Construction In Progress CIP Fabrication of Equipment Page 48 TAMHSC Property Management Manual 4 On the preliminary asset screens the department should choose Option 1 on Screen 360 and add the metal hitch to the asset tag number assigned for the tires which is 0600004578 Note If the asset tag number for the tires is not yet approved by HSC Property Management then other procedures should be followed Learn more about this in Preliminary Asset Entry Training 5 Complete the remaining preliminary fixed asset screens 6 Once FAMIS feeds the assets into the Fixed Asset System of FAMIS FFX HSC Property Management will manually add the metal hitch and all of the other items and values together as they are purchased onto asset tag number 0600004578 The value of the parts for the fabricate
7. Do this by completing the Property Transfers form Indicate on the form the software is obsolete Trust Property Assets Held in Trust according to the State Property Accounting Process User s Guide June 2004 are 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 should be accounted for in SPA the State Property Accounting system Capitalization thresholds do not apply to assets held in trust Departments must record trust property on their inventory To do this submit the completed Property Additions and Deletions form and the Property Information Sheet to HSC Property Management Page 72 TAMHSC Property Management Manual How to Update Inventory Records in FAMIS Canopy One of the best ways to manage the inventory is through the FAMIS FFX System FAMIS is the official Financial Accounting Management Information System at HSC The Fixed Asset System FFX houses all official property information and is used to generate state reports The Financial Record System FRS houses all financial accounting information FFX Screen 535 or Canopy FFX is where the Alt APO may update property information on a daily basis without having to submit paperwork to HSC Property Management If you have questions regarding either application please contact HSC Property Mgmt for training The property offic
8. I hereby acknowledge responsibility for activit y addition I accept designation as Accountable sfe accountability for the assets al liability for loss or damage to these mage resus gntional act or failure to exercise reasonable qi ana for Disbursement Training Signature of Department Head Date X SECTION III DESIGNATION OF ALTERNATE ACCOUNTABLE PROPERTY OFFICER Alt APO Alternate APO Name Title FAMIS ID UIN Phone Number E mail Address I hereby acknowledge designation as Alternate Accountable Property Officer for this department and understand that I am to act on the behalf of the Department Head Accountable Property Officer in his her absence Signature of Alternate APO Date X Page 86 TAMHSC Property Management Manual TEXAS A amp M UNIVERSITY SYSTEM HEALTH SCIENCE CENTER Department Information Designations amp Authority SECTION IV APPROVAL AUTHORITY ON PAPER DOCUMENTS The signers below are authorized to sign on all accounts belonging to the FAMIS department sub department shown in section I of this form The paper documents this form gives authority for include vouchers travel advances fiscal requests purchasing documents IDT s Deposits and A R Setups I have received certification for Disbursement Training and will approve accordingly
9. Management Manual Chapter 6 Property Dispositions Page 53 TAMHSC Property Management Manual Dispositions This chapter discusses how to handle the numerous transactions for disposing of property The types of disposition of property in this chapter include the following e Dismantled for parts cannibalized e Damaged Destroyed e Obsolete e Missing Stolen o Recovered Property o Missing Property that is Never Recovered e Returned Items e Sale of Property e Trade ins HSC Property Management will follow the System State procedures to drop cannibalized damaged destroyed missing and stolen property from a department s inventory when they receive the proper paperwork from the department If research equipment purchased on a sponsored agreement is being disposed of by any of these methods the sponsored agreement should be reviewed to see if permission is needed from the sponsor This review should be performed and documented accordingly in the department files prior to submitting paperwork to HSC Property Management Page 54 TAMHSC Property Management Manual Dismantled Equipment V Employees should notify the Alt APO before cannibalizing equipment y Prior to cannibalization complete and submit the Property Additions and Deletions form to HSC Property Management y After dismantling the remaining parts MUST be sent to HSC Surplus if the dept no longer needs them Complete and submit to HS
10. Page 18 TAMHSC Property Management Manual If HSC Property Management does not receive the certification within one week of the date contacting the dept head then HSC Property Management will notify the HSC Vice President for Finance and Administration Spot Checks HSC Property Management will perform spot check audits of HSC departments During the spot check some of the things they will verify include serial numbers and room numbers They will also ensure that each asset is permanently marked with the correct asset number After the audit is completed either HSC Property Management or the Alt APO will make corrections into FAMIS The HSC Property Manager will send a conclusive report to the Department Head and or Alt APO Securing of Assets and Departmental Audits According to the State Property Accounting Process User s Guide June 2004 Each agency is responsible for ensuring that property is tracked and secured in the manner that is most likely to prevent the 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 whether on site or off site and should be able to locate a given item upon request Page 19 TAMHSC Property Management Manual Chapter 3 Inventory Items and Coding Page 20 TAMHSC Property Man
11. This review should be performed and documented accordingly in the department files prior to submitting paperwork to HSC Property Management See Chapter 9 for a summary of forms to use for the different types of transactions Page 63 TAMHSC Property Management Manual Transfers Between HSC Departments Other than HSC Surplus An HSC department may transfer any equipment that it is not using to another HSC department Follow these procedures when transferring between HSC departments 1 The releasing department should initiate the Property Transfers form 2 The releasing department should complete the following sections and send to the receiving dept e Name of person preparing form e Asset e Description e Serial if applicable e Releasing Department Agency info amp sign 3 The receiving department should the following sections and send it to HSC Property Management 9 0 Property Mgmt inbox in Laserfiche e New Location Bldg Room Other Location e Receiving Department Agency info amp sign 4 HSC Property Management will approve and process the transfer in FAMIS This will remove the asset from the releasing department s inventory and place it on the receiving department s inventory 5 Work with the receiving department to move the equipment Transfers of Computer Equipment Before transferring computer equipment to HSC Surplus or outside the HSC departments are responsible for contacting the HSC Office
12. Used property in poor condition and Required Poor requiring major repairs Badly worn and would still be in doubtful condition of dependability and uneconomical to use if repaired Estimated repair costs from 41 to 65 of acquisition cost ST Stolen Request now UC Under Construction Page 28 TAMHSC Property Management Manual Restriction Codes This identifies any restrictions placed on the use ownership of the asset For example some gifts of property to HSC have restrictions placed on them for tax purposes See code options in the table below Restriction Codes Q a Description Equipment through Texas Surplus Acquisition date 18 months Right to reclaim transfer fund agency Title stays with fund agency federal private Research sales receipts to be deposited to NSF equipment sale Sale receipts to return to federal government Exempt property use on federal fund project Retain amp reimburse federal govt by funded by federal govt based on market value No restrictions Routine code for new purchases Retain equipment 10 years under federal grant Equipment to be used for water research programs Equipment to be used for health reasons Other Research only per funding agency Teaching only per funding agency xH olonia mimio FA OO wy gt Gift gt 5000 if disposed of in less than acquired date 2 ye
13. accompany the local law enforcement s report but cannot take its place e Submit a copy of the police report to HSC Property Management otherwise the item will not be disposed from the department s inventory Page 57 TAMHSC Property Management Manual e Ina timely manner the department must submit a completed form Report of Missing or Stolen Property to the HSC Property Manager Only the Department Head may sign this form Any stolen forms received by HSC 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 stolen in their departments The department should keep a copy of the form For both missing and stolen equipment the Department Head must determine if he she feels there was any employee negligence involved in the disappearance of the equipment There is a box the Department Head must check on the Report of Missing or Stolen Property stating his her decision on this matter If the Department Head feels there was employee negligence or cannot rule out that possibility according to the State Property Accounting Process User s Guide June 2004 The Office of the Attorney General may investigate a report received for negligence or theft If the investigation reveals that a property loss occurred through the negligence of a state official or employee the OAG makes a written demand on the official
14. approved documentation for the breakdown of labor costs to HSC Property Management who will adjust the property s value accordingly The documentation should include the asset number and should be signed by the laborer s supervisor and the Accountable Property Officer or Alternate Figure 5 2 is a sample spreadsheet of labor costs Page 47 TAMHSC Property Management Manual If the project fabrication takes place over multiple fiscal years the labor costs need to be reported to HSC Property Management prior to the end of each fiscal year for financial accounting purposes Figure 5 2 Sample Spreadsheet of Labor Costs Department Name Coastal Bend Health Education Center Name Monthly Salary Efforton Trailer Months of Construction Cost Walter Jones 2 500 00 30 4 3 000 John Smith 2 000 00 70 4 5 600 Bill Taylor 1 250 00 50 4 2 500 Tag number 0600004578 Total labor costs 11 100 00 Supervisor X pao a Alt APO X 7 Qan Example for Building a Trailer A department is building a trailer that will take longer than four months to build therefore this is a long term fabrication They buy several items from different vendors at different times Here is a listing of the items purchased e Tires 600 e Wood 500 The sum of e Metal hitch 300 these items is e Nails nuts and bolts 150 6 050 e Frame 4 500 Let s say that the tires were the first items that were purchased Follow these steps
15. camera and the lens are 5 000 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 If the lens is a replacement it would not meet the Capital threshold of 5 000 Therefore it would not be added to the camera and would be coded 5752 Institut Furn amp Equip less than 5 000 00 Add the parts to inventory in the following manner 1 The departmental creator will create a purchase document to pay for the lens The departmental creator should use the controlled object code because the part being added meets the controlled threshold This will force preliminary asset entry 2 The preliminary asset enterer will use Screen 360 Option 1 to add to an existing asset When the parts are replacement parts meeting Capital threshold of 5 000 00 indicate so on the second line of the description This allows the addition of replacement parts to be added to the original component and depreciate correctly with the original asset value If for some reason this was not accomplished using FAMIS then submit the Property Additions and Deletions form to HSC 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
16. equipment HSC is utilizing Also class codes are used for calculating depreciation for capitalized assets In Figure 3 1 Step 2 when the preliminary asset enterer inputs inventory data into FAMIS FRS Screen 362 he she must input the correct class code The 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 by the departmental creator The last two digits are a further breakdown of the object Page 25 TAMHSC Property Management Manual code with additional detail Figure 3 3 illustrates class codes for capitalized computers Figure 3 3 Class Codes for Capitalized Computers 843501 Servers Minicomputers 5 000 843502 Computer Desktop Not Apple 5 000 843503 Computer Desktop Apple 5 000 843504 Computer Portable Laptop Handheld Not Apple 5 000 843505 Computer Portable Laptop Handheld Apple 5 000 Get a complete listing of class codes using FAMIS FFX Screen 581 Using Figures 3 2 and 3 3 if someone purchased a non Apple desktop computer such as a Dell over 5 000 then the object code to use on the purchase document would be 8435 Computer Equipment and the class code on the preliminary asset would be 843502 Computer Desktop Not Apple The preliminary asset enterer inputs all inventory information for the asset on FAMIS FRS Screen 362 This screen is where the department gets the opportunity to t
17. of Information Technology OIT to secure the hard drive To do this contact OIT at 1 800 799 7HSC or helpdesk tamhsc edu After securing the hard drive OIT will complete the Data Disposal Certification form to certify the hard drive has been sanitized This form does need to be submitted to HSC Property Management If the computer is being taken to HSC Surplus take the Data Disposal Certification along with the Property Transfers form and the computer to HSC Surplus Retain a copy of the form with departmental inventory records If the computer is being transferred outside of HSC keep this form on file with departmental inventory records If the department is transferring computer equipment which does not work but does include a hard drive it is still responsible for completing the process discussed above Page 64 TAMHSC Property Management Manual HSC Surplus will not accept a computer without the Data Disposal Certification Transfers to the HSC Surplus Office As a State agency the HSC cannot dispose of assets without following numerous state laws related to the disposal of property such as e Advertising equipment to other state agencies e Advertising equipment to public school districts e Computer equipment sent to TDCJ e Items sold by auction and landfill issues HSC operates the HSC Surplus Office to comply with all of these regulations Departments should transfer all surplus idle or salvage property
18. 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 e Will it become a component part of the existing asset e Will it meet the object code threshold within the fiscal year e Is it an addition or a replacement Page 45 TAMHSC Property Management Manual Constructed Fabricated Property Fabricated Property is property that a department builds from scratch Computers are the most common form of fabricated property Use the following criteria for placing a fabricated item on inventory 1 The completed fabricated item will have a useful life of more than one year and an expected completion value of 5 000 or more including labor costs making the item a capital item or 2 The completed fabricated item is on the listing for controlled items and will have a useful life of more than one year and an expected completion value between 500 and 4 999 including labor costs making it a controlled item Determining the Value for Fabricated Property Departments must keep track of all costs that goes into the fabrication of equipment The following items must all 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 e Labor costs The department should submit the approp
19. of the camera should be added as a new component of the lab equipment 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 Add the camera to the lab equipment s value in the following manner 1 The departmental creator will create a purchase document in FAMIS to pay for the camera and should use the object code of 5781 although the object code for the original system is 8422 The controlled code is used because the amount added for this fiscal year meets the controlled threshold Using this object code will force preliminary asset entry 2 The preliminary asset enterer will use FRS Screen 360 Option 1 to create an asset and add the camera to the lab equipment s tag number The enterer would then complete Screen 362 If for some reason this was not accomplished using FAMIS then submit the Property Information Sheet to HSC Property Management Request an add to cite the asset number and complete all other required information Page 44 TAMHSC Property Management Manual C Example Controlled Asset Controlled Addition There is a 4 000 00 camera purchased in a previous fiscal year and coded 578101 Cameras Video Cameras controlled This year a lens that can only be used with this camera will be purchased and will cost 1 000 00 The lens will be coded 578701 Cameras Video Cameras Although together the
20. property and is therefore being reported as required by Tex Gov t Code Ann sec Our investigation of the circumstances surrounding the disappearance of the state property listed herein indicates that the person s charged with the care and custody of this property was were not negligent to the extent indicated in Tex Gov t Code Ann sec 403 276 a and b 403 276 a and b Date Location Bldg Room X If Recovered Complete this section and forward to HSC Property Management Department Head Signature Other Location Date Department Head Alt APO Signature Page 80 TAMHSC Property Management Manual Certification of Annual Inventory Texas A amp M Health Science Center Property Management As Accountable Property Officer APO or Alternate Alt APO of the following department I hereby certify that a complete physical inventory was conducted for all HSC inventoried personal property to this department All items are accounted for except as noted in the Exceptions section below The asset information is correct or changes have been made All asset numbers are properly affixed and inventory items are clearly identifiable as Property of TAMUS HSC FAMIS Dept Code Department Name Certification of Physical Inventory of Property as of Date Signature of Department Head or Alt APO Date Names of persons who actually conducted the inve
21. the loaned asset on FAMIS FFX Screen 535 or in Canopy 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 Property Officer must update the location again Long Term Loans It is recommended that individuals borrowing equipment be required to periodically bring it to the office so the Alt APO may physically account for it Follow these procedures for long term loans 1 Departments are required to document the loan Departments may use HSC Property Management s Loan of HSC Property form 2 File the original form in the department Do not submit it to HSC Property Management Page 70 TAMHSC Property Management Manual 3 The Alt APO must update the location information for the loaned asset using FAMIS FFX Screen 535 or Canopy For long term loans document the location as follows e Bldg 00001 if the equipment will be moved off campus e Room Home or wherever it will be taken e Other location List the name of user or actual physical street address to help identify 4 When property is returned to the lending department the Alt APO must update the location again 5 It is recommended to have the user complete the Loan of HSC Property form at each annual inventory certification 6 Note During an official audit or inventory spot check loan documentation will be required to have on file in
22. to the Texas A amp M University System Asset Management Manual each state employee is responsible for using state equipment only for state purposes and to exercise reasonable care for its safekeeping At no time should state property be used for personal gain Liability for Property Loss All HSC employees are liable for the State of Texas property that they use According to the Texas A amp M University System Asset Management Manual Department Heads Accountable Property Officers are under financial liability for the loss or damage to items under their control if the loss or damage results Page 11 TAMHSC Property Management Manual from their negligence intentional act or failure to exercise reasonable care to safeguard maintain and service the items According to the State Property Accounting Process User s Guide Reasonable care means that steps have been taken to ensure e acceptable upkeep and maintenance of the asset e security of the asset e the asset can be located at all times and e documentation is retained specifying the person responsible for the asset An example of negligence and not exercising reasonable care is as follows An employee checks out a laptop computer from his department 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 buy a soda He locks his car but someone ste
23. transfer Page 49 TAMHSC Property Management Manual 2 HSC Property Management will send a copy of the letter and an email to the appropriate department The inventory number for the gift will be assigned once the dept accepts the gift 3 The department may either accept or decline the gift e If the department chooses to accept the gift then they should complete and sign the Property Additions amp Deletions form and label the item They should also complete a Property Information Sheet Send completed forms to HSC Property Management HSC Property Management will add the gift to the department s books e If the department chooses to decline the gift then they should return the paperwork to HSC Property Management with a reason for declining the gift Gifts from Other Sources 1 Gifts that meet the State mandated inventory thresholds 500 for controlled equipment 5 000 for all equipment must be assigned an inventory number and be added to HSC s accounting system HSC Property Manager will assign an inventory number and send it to the department that accepted the gift The department should complete and submit the Property Additions and Deletions form to HSC Property Management The gift will not be added to HSC s accounting system until the department has signed acceptance of the item Property donations to HSC need to be accompanied by either a copy of the original invoice or an independent appraisal fai
24. 10 of original cost Controlled Property 10 of original cost Non inventory Property 10 of original cost is able to be determined if original cost cannot be determined current value per internet research by HSC Property Management will be used Page 59 TAMHSC Property Management Manual HSC Property Management can be contacted for examples of Special Sales memos and pricing before submitting the special sales request through the approval process Any computer equipment sold in a special sale must have the hard drive erased by HSC OIT and a Data Disposal Certification form completed and kept with the special sales approval for documentation Trade Ins A trade in is 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 Unless the department informs HSC Property Management of the transaction there is no way for the traded in item to be deleted from the department s inventory and this could lead to the reporting of missing equipment that is not truly missing Follow these procedures for trade ins 1 Submit a completed Property Additions and Deletions form to HSC Property Management for the property being traded in 2 Submit a completed Property Information Sheet for the new asset so that all of the correct information such as serial number etc is recorded Maintaining Equity for T
25. 49 TAMHSC Property Management Manual Joint Purchases between A amp M System Membe s ccc cece sees eee ee eee eee 51 Chapter 6 Property Dispositions yx 2s c2 cus evvanscienacavenageecasneancseeneeesteveneee 53 Dismantled Equipment aieru erties ieta E EEE EEE EAA 55 Damaged or Destroyed Property lt i sa ceisaxscsbevacibawseseapenasauacaseressearusieersetearss 55 Obpsolet Propertysia esene a A ERE AE E RRR 56 Missing or Stolen Propet y cacxtosnnsnucanmneianwetens docponeuenandesiaiwetean n aia 56 Recovered Property ssiiissscrssnsseiersninia laseri iorsreiiera neid ei a oiae 58 Returned IPE NtG 0srcucincagues vive danciyeanmicassansaseutdnsehdonuniannsrrnenemiaahenuecneriwane 59 Special Sale iinosiawiarsiaje irinenn nirai a e aaa anene a eanit 59 Trade TNS caiene o n re E E E E EEEE E 60 Chapter 7 Property ransters cg ooo onicss esa sdsactdnseewssenicsisuesanesteoasanedansdacgeeeedueeta 62 Transfers between HSC Departments does not include HSC Surplus 64 Transfer of Computer Equip mien 4 cucadeciesesceasesnendus ciendennbaneonenescheansanonany 64 Transfers to the HSC Surplus Omics vcs sssrsassessnsve vasa yaenvsadenenadeose ei covayteanene 65 Transfers from HSC Surplus to HSC Departments cece cece eee eee eeee 66 Transfers between Texas A amp M System Membe s ccc ce cec senses een en es 66 Transfers between Texas State Agencies Outside of the Texas A amp M System 67
26. Agency Responsibilities According to the Texas A amp M University System Asset Management Manual the HSC President is ultimately responsible for the custody and care of all equipment at the HSC The President shall ensure that the HSC 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 Property Manager Responsibilities According to the Texas AGM University System Asset Management Manual HSC s Property Manager is responsible for the overall equipment management for the Member including maintenance and control of the central inventory records In other words the HSC Property Manager is responsible for all business processes related to the agency s equipment management At HSC the Office of Finance and Administration employs the Property Manager The goal of HSC Property Management is to foster and enable compliance among HSC departments on all Federal State System and HSC regulations and policies related to all business processes of property management Accountable Property Officers APO Department Head Responsibilities At HSC each Department Head is normally the Accountable Property Officer APO for his her department According to the Texas A amp M University System Asset Management Manual APOs are responsible for the physical possession and control of all
27. C Property Management for signature the Property Transfers Form showing the equipment to be N I non inventory and being transferred to HSC Surplus y If a computer is cannibalized then have OIT complete the Data Disposal Certification also This form must be taken to HSC Surplus along with the signed Property Transfers Form and the dismantled computer equipment Dismantled cannibalized equipment is equipment that is taken apart and the parts are used in other assets For example computer personnel occasionally use parts from older computers to fix other computers in the department When possible drop the equipment from the inventory before dismantling it by submitting the Property Additions and Deletions form to HSC Property Management This will ensure that the dismantled equipment is dropped from inventory before the parts are used for anything else Using this form HSC Property Management will remove the item from the department s inventory therefore making the item and all of its parts non inventoried N I property Surplusing Dismantled Computer Equipment Departments may dismantle equipment before they take it to Surplus and keep the parts that they will use Departments should send all residual parts not needed to Surplus instead of storing them Be sure to complete a Property Transfers form Damaged or Destroyed Property Do not throw damaged destroyed property away Always transfer it to HSC Surplus
28. F2 key on the class field on Screen 362 will bring up a list of all ae class codes select the one you want with an x and press lt enter gt Acquisition Date This is the date the equipment was received In Service Date This is the date the asset began or will begin being used It can be a best estimate It is an important field because the asset s depreciation will be calculated based on this date Page 31 TAMHSC Property Management Manual Figure 3 4 FAMIS FRS Screen 362 consists of two pages continued Below is what Page Two looks like Screen Doc Seq Nbr Page 2 lt lt More gt gt Dept Sub Dept Building Building Campus __ Room Group Code Other Location Ownership Title Restriction I Cd Pct Purpose _ Maintenance Company _ Contract Nbr Renewal Date Contract Amt Warranty Exp Frequency __ Last Maint Date Insured By SELF Insured Value Replacement Cost Inflation Code NO Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Accts Left Right 5 5 5 5 5 5 5 5 5 5 5555 On Screen 362 page 2 pay special attention to the following fields Dept The department code field will default based on the account used to pay the purchase document The default department code may not be accurate If it is not type over it with the department code of the department usin
29. If the equipment is damaged or destroyed whether through misuse or neglect or not then the Accountable Property Officer Department Head must report in Page 55 TAMHSC Property Management Manual writing any damaged or destroyed inventory to the HSC Property Manager immediately Submit the Property Additions and Deletions form to HSC Property Management All damaged destroyed property should then be transferred to Surplus as non inventory N T using the Property Transfers form 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 should be attached depending on whether there was employee negligence and submitted to the HSC Property Manager Obsolete Property Do not throw obsolete property away Always transfer it to HSC Surplus Obsolete property means equipment that is no longer useful due to age or outdated technology HSC Property Management will remove the property from inventory when a Property Additions and Deletions form is submitted by the department The equipment must then be taken to Surplus as non inventory N D by completing Property Transfers form Missing Stolen Property Missing property is property that cannot be located accounted for and the disappearance cannot be explained Never report an item as missing unless it is truly missing and no one knows where it can be located After two years the m
30. Laptop Apple PowerBook G4 The description needs to be concise thus making it easier for all users to identify items on inventory reports Page 30 TAMHSC Property Management Manual Line 2 Use the 2 4 line of the asset description if you need to input additional information Make sure to remove system generated descriptions that do not add value Total Cost This needs to be the full price paid for the asset including invoice price freight charges handling and storage charges installation charges testing and preparation for uses charges etc Do not include extended warranties or maintenance agreements if separately itemized on the invoice Manufacturer Complete with the name of the manufacturer Remember that this is not always the same as the vendor Model number Important field to accurately complete Serial Number This is extremely important information because it is a unique identifier Please verify the serial number by inspecting the actual equipment instead of just the invoice whenever possible Class An asset class is a group of similar assets Assets that belong to the same class code typically share certain characteristics such as the number of years over which depreciation is calculated Class codes are six digit numbers e g 843502 The first four digits of a class code are the object code used on the purchase document The last two digits are a further breakdown of the object code A or
31. Management Manual The Texas AGM System Asset Management Manual September 2004 outlines the policy and procedure for loaning agency property The Property Officer 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 using the Loan of HSC Property form Departments may loan property to another HSC Department or to an employee to be used for official State of Texas business The Property Officer must inform everyone who is loaned equipment of their responsibility and liability concerning using State of Texas equipment Short Term Loans Follow these procedures for short term loans 1 Departments should document these loans Departments may use HSC Property Management s Loan of HSC Property form or create a unique form for the department or create an Excel file to record equipment loans The Excel file is especially effective for tracking laptops being checked in and out of departments 2 File the original short term loan request documentation in the department Do not submit it to HSC Property Management Please note this form is not required for short term loans but is highly encouraged 3 The Property Officer should update the location information for
32. NITOR Inventory Date _ Source Pct 05 100 Next Asset Number Note File Flag N Ente fe d Phe hor o ee P Fr b P hd E RREPERI OEE PRTI ERRI REEE Hmenu Help EHelp Room Numbers e Always keep room numbers on equipment updated This section applies to preliminary asset creators Figure 3 1 Step 2 and the Alt APO or whoever will update FAMIS FFX Screen 535 Figure 3 1 Step 4 It is very important to keep room numbers on equipment current in FAMIS When inputting room numbers into either FAMIS FRS Screen 362 preliminary asset creator or FFX Screen 535 or Canopy Alt APO the room number entered must be an official room number recorded on the bldg room table in FAMIS If you try to enter a room number that is not on the table you will receive an error message Be sure to contact HSC Property Mgmt to update the table For a list Page 34 TAMHSC Property Management Manual of rooms associated with a building see FAMIS FFX screen 543 For example if property is located in room 17B at the Reynolds Medical Building but FAMIS has the room number listed as 017B then it is crucial to input 017B into FAMIS Figure 3 6 illustrates the field on Screen 362 where the preliminary asset creator would input the building and room number Figure 3 7 illustrates FFX Screen 535 where the Alt APO would keep the room number updated after the asset is approved Figure 3 6 Building and Room Number on Scre
33. TAMHSC Property Management Manual AJM HEALTH SCIENCE CENTER TEXAS A amp M UNIVERSITY Property Management Procedures Manual Updated November 2013 Texas A amp M University Health Science Center Office of Finance and Administration Page 1 TAMHSC Property Management Manual This page left intentionally blank Page 2 TAMHSC Property Management Manual Table of Contents Introductio Necesser n a e E E EEATT een 5 Property Resources Traiiinie x25 lt cvsscacaxencusatvnsavexcehss veseseneveteereusexeuveaensntess 6 Chapter 1 Delegation of Responsibility 0 0 cece cence eee n ence eee eeenae 7 Head of State Agency Responsibiesicccssnssrenceasssecerevacsneanssnowavaceuetrevasaxtaice 8 Property Manager Responsi Dilites sien sdecwnsdncuviesaedesanansde vaadenasnvennvnnnenyenwered 8 Accountable Property Officers APO Dept Head c cece cece eee eee ees 8 Alternate Accountable Property Officers Alt APO ccc cece eee ee eens 10 Employee Responsibilities sccsscccn renceresen a ensinei iais 11 Liability for Property LOSS i ssascisiaseonichesswaonraemenes ieguaavenenuesanaueande E iest 12 Chapter 2 Property Reporting Requirements eseeeeseessesesesrsrssssrsrsrsrerstsreseseseseseses 14 Property Reporting Requirements si cnciranionpeeviiceuwsuleaiilenuiomeresenaagienindes 15 Annual Inventory Certification ses sseesssseeesserersrseststsestsrsreerrrsesrsetntste
34. agement Manual What to Inventory Inventory is an itemized list of equipment for which a department is held accountable All items that meet the capital or controlled requirements regardless of the source of funds must be reported as inventory Therefore these rules apply not just to State funded equipment but all equipment purchased by or donated to HSC Capital equipment has a single unit value of 5 000 or more and a useful life of more than one year Capital equipment is inventoried It is also depreciated over its estimated useful life Capital items include all personal property that meet the above criteria Real property has capitalization thresholds assigned by category Certain property that does not meet the capitalization threshold of 5 000 must also be inventoried This group of assets is called controlled equipment These items must be inventoried and tracked due to their high risk nature The specified controlled items cost between 500 00 and 4 999 99 Computers tablets smartphones projectors portable cameras TVs DVD players VCR s camcorders and sound systems are the controlled categories This group of items is inventoried but not depreciated Printers are NO longer considered controlled inventory by the State Comptroller s Office as of Sept 1 2013 Non inventory property is all equipment that does not meet the capital or controlled requirements This property is not assigned asset s and is not
35. als the computer Who is liable The employee would be liable He did not exercise reasonable care He left the computer in plain view If he had locked the computer in his trunk out of sight he would not be liable Communication The HSC Property Manager and Alt APO should form good working relations and procedures with each of the following individuals e Purchaser Individuals purchasing equipment should always inform the Alt APO of any inventory purchase so that proper procedures are followed concerning tagging of equipment object coding etc e Departmental Creator It is critical that individuals who create purchase documents in FAMIS are aware of items considered controlled and capital The document creator begins the process of ensuring that the appropriate items get placed on inventory by simply identifying them with the correct object code at the time of FAMIS entry e Preliminary Asset Enterer may be the same person as the Creator and or Alt APO Page 12 TAMHSC Property Management Manual It is important that the individual who enters preliminary asset data into FAMIS communicates with the Alt APO to ensure that all inventory information gets entered at the department level This includes description serial number location etc 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 Te
36. any form listed in 1 above Relocated Property Communicate to employees that they should not move equipment without sending the Alt APO notification of the location change It is very common for employees to move property from place to place If they do not notify the Alt APO then this could cause problems when the Alt APO performs the annual inventory certification This is a common reason for departments reporting missing property that is not truly missing The Alt APO should make changes in FAMIS FFX or Canopy immediately when an item is relocated Software Purchasing Software According to the State Property Accounting Process User s Guide Feb 2008 departments should inventory purchased software whose unit value cost is 100 000 or greater and has an estimated useful life of more than one year The department should also inventory internally developed software whose unit value cost is 1 000 000 or greater and has an estimated useful life of more than one year Page 71 TAMHSC Property Management Manual Obsolete Inventoried Software Follow these procedures for obsolete inventoried software 1 Submit a completed Property Additions and Deletions form to HSC Property Management They will drop the software from the department s inventory making it a non inventoried item 2 Transfer the non inventoried obsolete software to HSC Surplus with any disks manuals boxes etc that came with the software
37. ars submit IRS form 8282 Page 29 TAMHSC Property Management Manual Figure 3 4 FAMIS FRS Screen 362 consists of two pages Below is what Page One looks like 362 Preliminary Fixed Asset Data Screen Doc Doc Seq ___ Delete Asset _ Page 1 lt More gt gt gt gt Tag Number Add to Existing Asset _ Cmp _ Asset Description Line 2 Total cost Manufacturer Name Model Number Serial Number Class Acquisition Dt In Service Dt Condition __ Availability __ How Tagged __ Related Asset Software Version Historical Indicator __ Depreciation Indicator __ Special License __ Exposure Code __ Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Accts Left Right On Screen 362 page 1 pay special attention to the following fields Tag Number FAMIS will assign a ten digit number to the asset Write this number on an asset tag label blank ones provided by HSC Property Management Place the label on the equipment A barcode label will be sent to the dept after FAMIS month end close Remember assets must get tagged within 10 calendar days of receipt with the following information e 10 digit tag number Property of TAMUS HSC 709 Asset Description You need to change the description that defaults in The description needs to be changed to follow this standard asset type comma space manufacturer space model number ex
38. artment responsible for inputting purchasing document information into FAMIS For inventory purchases the preliminary asset enterer who is the individual in the department responsible for inputting preliminary asset data inputs the data Preliminary asset data is all of the pertinent information related to the property management of the item This includes serial number room number name of user acquisition date etc For all capital and controlled items Page 23 TAMHSC Property Management Manual preliminary asset data is required to pay the invoice In many departments the preliminary asset enterer and departmental creator are the same person Once FAMIS pays the invoice the preliminary asset data electronically feeds from FAMIS FRS to FAMIS FFX and the asset status changes from preliminary to pending HSC Property Management will verify the pending asset and approve it which makes it an official property record Once HSC Property Management approves the asset the Alt APO must maintain asset data such as location information by using FAMIS FFX Screen 535 or Canopy using the asset search and edit feature Throughout the process the asset incurs a different status at each stage They are defined below Preliminary Asset Status When using the on line purchasing module the preliminary asset enterer creates preliminary assets in FAMIS FRS when the asset is received Preliminary assets do not have any official status as t
39. ce you have selected a purpose code input the percentage of time the equipment will be used for that purpose Percentages need to total 100 but can be split up into as many as four different purpose codes i e 25 instruction 25 research 50 administration Page 33 TAMHSC Property Management Manual The preliminary asset data set up on FRS Screen 362 will electronically feed into FAMIS FFX once the invoice is paid Then HSC Property Management will review and approve the asset After HSC Property Management approves the asset in Step 3 of Figure 3 1 the Alt APO should maintain the property control codes on FAMIS FFX Screen 535 Figure 3 1 Step 4 Figure 3 5 shows FFX Screen 535 The Alt APO may change everything on the left hand side of the screen The Alt APO should request FAMIS access Figure 3 5 FAMIS FFX Screen 535 T0013 Please enter desired modifications 535 Departmental Inventory 08 20 01 08 41 FY 2001 CC AM Asset 9400000001 Status A PUTER 486SX W 16 MEG MEMORY AND Alt APO can Availability AV change this side Class 843502 SPA Class Condition 01 Model 4865X Screen Purpose 1 GN Percent 1 100 Serial 555R778D Dara E Acq Date 04 25 1994 a e Owner Title TAMU 4 4 _ Restriction I Tag Number 9400000001 How Tagged BC Location Cost 1850 00 Building 00461 Bldg Campus AM Department CHEM Room Fir 101__ Group Cd KC__ Sub Dept Uther Loc E Description COMPUTER 4865X W 16 MEG MO
40. certified by the departments An asset s value should include all costs required to place the asset into service such as freight installation and other related expenditures incurred Warranties and maintenance agreements should be excluded from this value if they are separately itemized on the invoice Additions to existing personal property that become a 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 Replacement part purchases must meet the capital threshold within the fiscal year to be added to the value to an existing asset If a replacement does not meet the capitalization threshold of 5 000 it is considered non inventory and the value will not be added to the existing asset Page 21 TAMHSC Property Management Manual Always inventory the following e Capital and controlled personal property o Capital items Equipment that cost 5 000 or more o Controlled items Specific equipment that costs between 500 and 4 999 99 e Additions may be cumulative within a fiscal year that meet the class code threshold within a fiscal year Costs required to putting the inventory item into service e g freight installation labor etc Constructed equipment that either meets the capitalization threshold or will be considered a controlled item Do not inventory the following Expenditures that are not required to place the
41. cluding gifts while others require the department to do so including purchases entered into FAMIS by the department Either way once the asset is approved the department should maintain it in FAMIS by using the FAMIS FFX System or the online version of FAMIS known as Canopy FFX access is the same in FAMIS and online in Canopy The Alt APO should request FAMIS Canopy access by completing the FAMIS Access Request form 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 STEP 2 creator creates purchase document in FAMIS FRS when STEP 3 Preliminary asset HSC Property enterer inputs Management approves preliminary asset data the asset in FFX after Alt APO maintains in FRS when the asset the vendor is paid asset in FFX is received order is placed In Figure 3 1 three individuals input inventory information into FAMIS after the departmental creator creates the purchase document in Step 1 They are the following A The department s preliminary asset enterer usually the same person as the departmental creator Step 2 B HSC Property Management Step 3 C The department s Alt APO Step 4 At HSC when purchasing an inventory item the departmental creator creates a purchasing document in FAMIS The departmental creator is the individual in the dep
42. count 1 Account 2 Account 3 Account 4 Total Cost 578801 PO 01 us WR 0500708525 3500137 HEWLETT PACKARD LASERJET 2840 W502171 576660000005788 998 19 INVENTORY NUMBERS AFFIXED amp ENTRIES CORRECT SIGNATURE DATE 01 As of 09 05 2005 Status Date Created Building Room Other Location Acquisition Date In Service Date Last Inventory Date Related Asset Number Transferred From Asset Transferred From Component Invoice Number Serial Number Model Year A 08 22 2005 03600 524 HR OFFICE 08 01 2065 08 03 2005 32 83360 11 CNCCS708K 09 05 05 19 22 PAGE 71 Bldg Campus Cd 23 Group Page 75 TAMHSC Property Management Manual Documentation amp Record Retention It is recommended for the departmental property officer to keep a folder for inventory documentation Laserfiche is a great tool for record keeping because the record retention requirements are built into the system Records should be maintained by the property officer to protect the department The HSC Property Management office also keeps records however the department s should not rely on these records to be their own Below are other suggestions for record keeping e An on loan property file If loaning out property to anyone including other departments on campus make sure to complete a Loan of HSC Property form e An in process file transfers newly acquire
43. d property etc e Adeleted disposed equipment file e An off site file e g research equipment located off campus e A missing equipment file File the records awaiting final disposal after the required two year waiting period e A folder for Surplus paperwork e If the department has inventory on several A amp M System parts then keep it all separate Page 76 TAMHSC Property Management Manual Chapter 9 Property Forms Page 77 TAMHSC Property Management Manual Property Forms Note These forms are samples only Use the following website for the most recent forms for property office use http www tamhsc edu departments finance admin inventory memt html e Property Information Sheet e Report of Missing or Stolen Property e Certification of Annual Inventory e Loan of HSC Property e Property Transfers e Data Disposal Certification e Property Additions and Deletion e FD 860 Department Information Designation and Authority Page 78 TAMHSC Property Management Manual Property Information Texas A amp M Health Science Center Property Management Only complete this form for manually assigned asset s if assets are created in FAMIS FRS 360 362 do not complete this form Check One New Asset ___ Add To Existing Asset Contact Dept Sub Dept Email Phone Asset FAMIS Document Asset Description Cost Manufacturer Model Serial Class Code Acqui
44. d trailer will be 6 050 the sum of the items listed above 7 Throughout the fabrication the department records all labor costs onto an Excel spreadsheet See Figure 5 2 Labor costs must be included in the total value for the property If the project fabrication takes place over multiple fiscal years the labor costs for the current year need to be reported to HSC Property Mgmt prior to the end of the fiscal year for financial accounting purposes For this example labor costs total 11 100 8 Upon the completion of the fabrication the department should submit an notify HSC Property Management to change the object code from 8733 Construction In Progress CIP Fabrication of Equipment to 841506 Trailers Gifts and Donations A donation is a voluntary contribution of resources to a governmental entity by a nongovernmental entity Accept all gifts donations to HSC in accordance with Section 21 99 03 of the Systems Policy and Regulation Manual found at http sago tamu edu According to the Systems Policy and Regulation Manual Gifts include support from private sources bestowed voluntarily and without expectation of any tangible compensation Gifts through The Texas A amp M Research Foundation or Sponsored Research Services The following procedures apply to donations from the Research Foundation RF and Sponsored Research Services SRS 1 A letter is sent from either RF or SRS to HSC Property Management concerning the gift
45. document in FAMIS for the new item then he she should follow these procedures e Inthe notes provide a description of the asset being traded including its inventory number and the trade in allowance e FAMIS will assign an asset tag number using the preliminary asset screens Page 61 TAMHSC Property Management Manual Chapter 7 Property Transfers Page 62 TAMHSC Property Management Manual Property Transfers 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 The types of transfers discussed in this chapter include the following e Transfers Between HSC Departments e Transfers of Computer Equipment e Transfers to the HSC Surplus Office e Transfers Between Texas A amp M System Members e 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 Surplus to HSC Departments If research equipment purchased on a sponsored agreement is being sent the HSC Surplus Office or transferred out of the A amp M System the sponsored agreement should be reviewed to see if permission is needed from the sponsor
46. e condition of the property If all information is correct choose correct on the scanner and continue to the next asset If changes need to be made to the information choose change on the scanner Delete the incorrect information and type in the correction information Be sure to save the changes Once saved go to the next asset HSC Property Mgmt will load the correct assets and all changes from the barcode scanner into FAMIS FFX for the departments No updates to FAMIS FFX or Canopy are needed by the department Return the Certification of Annual Inventory barcode scanner and scanner accessories to HSC Property Mgmt upon completion Be sure to keep a copy of the certification for your records List all items not found on the Certification of Annual Inventory and any additional paperwork necessary to remove items not found from inventory or provide explanations for the reason the asset was not located Documenting the Physical Inventory Upon completion of the physical inventory the department is required to submit a certification to HSC Property Management using the Certification of Annual Inventory see Appendix A for sample forms and the URL for forms 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 Certification of Annual Inventory Transfers For items that are not
47. een donated to HSC and added to HSC inventory it will follow State guidelines related to its disposal 9 HSC Property Management will assume all inventory items donated have title given to the HSC free and clear unless comments are made in the donation letter to the contrary 10 Important Gift information must be provided to Office o Institutional Advancement to be reported on the HSC Gift Report submitted quarterly to the Board of Regents and for guidance regarding gift tax laws possibly related to the gift donation Joint Purchases Between 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 A amp M System Members will jointly pay for equipment For example HSC and Texas A amp M TAMU may jointly pay for a faculty member s research equipment Generally the owner of the equipment is whoever pays the most for the property The property managers from both System Members will determine the ownership Departments involved in the joint purchase should contact their respective property managers to discuss Preliminary fixed assets will be completed like normal for the asset The transfer will occur after the asset is approved on both Members inventories Leased Personal Property According to the State Property Accounting Process User s Guide June 2004 Equipment should be ca
48. ell HSC Property Management about specifics of the asset purchased Figure 3 4 shows pages one and two of FRS Screen 362 In order to complete this screen the enterer will need to know information such as the serial number model number manufacturer not always the same as vendor room number and building where the asset will reside and name of user This detailed information is obtained from multiple sources including the purchaser the Alt APO the invoice and the equipment Property Control Codes Other codes used for state reporting and control purposes include the following Get a listing of these codes by using the help features F2 key in FAMIS e Building Codes This defines in which building the property is located Most buildings at HSC are numbered By keeping the building codes updated on equipment it will be easier for the Alt APO to locate assets during the annual physical inventory certification e Purpose Codes Identifies the function of the asset for example research admin use instruction etc See code options in the table below Page 26 TAMHSC Property Management Manual Purpose Codes Code Description AD Administrative AG Agricultural Services Building AX Auxiliary Enterprises FR Residence Family Apartments GN General IN Instruction LB Library MT Maintenance NI Non Institutional Agency Building PP Physical Pla
49. en 362 F0013 Please enter desired modifications 362 Preliminary Fixed Asset Data Screen BH Doc L100096 Seg Nbr 1__ Dept FISC_ Sub Dept Building 90461 Building Campus Group Code ____ Other Location 08 20 01 08 44 FY 2001 CC AN Page 2 lt lt lt lt More gt AM Room Floor 100__ Figure 3 7 Building and Room Number on 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 we a Acq Date ee J on Owner Title q Restriction Tag Number How Tagged ocation Cost Building 00461 Bldg Campus AM Department Room Fir 101__ Group Cd KC Sub Dept Ather Loc Inventory Detre Next Asset Number Description Source Pct Note File Flag 08 20 01 08 41 FY 2001 CC AM MEG MEMORY AND 843502 SPA Class 4865X 555R778D 04 25 1994 TAMU I 9400000001 BC 1850 00 CHEM COMPUTER 4865X W 16 MEG MONITOR 0S 100 N Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Page 35 TAMHSC Property Management Manual Communication with Departmental Creators Remember e Teamwork is an important part of inventory management e The Alt APO must be made aware of all inventory purchases e Alt APOs must communicate with and educate departmental creator
50. equipment entrusted to their activities Thus the Department Head is ultimately responsible for all property in his her department The Department Head is responsible for the following e Physical possession and control of all equipment entrusted to the activities within his her department Page 8 TAMHSC Property Management Manual e Appointment of a responsible Alternate Accountable Property Officer Alt APO and timely notification to the HSC Property Manager of any Alt APO changes e Verifying that all Alt APOs have attended HSC Property Procedures training and FAMIS training e Ensuring that all dept 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 department e Establishment of inventory management procedures within his her department in compliance with all applicable state regulations System policies HSC procedures e Timely transfer of equipment that is no longer needed within the department to HSC Surplus e Timely notification and report of missing or stolen property to the HSC 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 department e Physical verification of assets assigned to terminating employees to ensure proper reassig
51. ers are responsible for updating the following information not only at annual inventory certification but throughout the year as needed e Condition o What condition is the asset in New acquisitions default to O1 which is excellent condition To see options put the cursor in the condition code blank and use the F2 key Enter e Bldg Required e Bldg CC Required e Room Required o If the room doesn t exist for the bldg contact HSC Property Mgmt e Other Location Optional but highly encouraged o The other location field can help tremendously when trying to locate equipment Many departments insert the user s entire name or use it for secondary locations for example lab 123 Property Officers can also download their department s entire inventory listing by logging into Canopy Select the FFX module and the Search option Type in the four digit dept code then click on the download button The list will download into Microsoft Excel where the property officer can sort Doing this is a great way throughout the year for the property officer to conduct spot checks on their own inventory records The same information can also be found in FAMIS FFX screen 534 by typing in the dept code Page 73 TAMHSC Property Management Manual Monthly Departmental Inventory Reports After each business office month end close HSC Property Management will send each department a set of reports if the dept had activi
52. f missing or stolen property to the HSC Property Manager e Coordination of the physical verification and certification of current inventory on an annual basis each fiscal year e Coordinate tracking and management of equipment that is assigned or on loan at a location outside the department Page 10 TAMHSC Property Management Manual e Ensure physical verification of assets assigned to terminating end users to ensure property reassignment transfer or disposal of all pertinent inventory Change in Alt APO Follow these procedures if there is a change in an Alt APO 1 The department is required to submit the following form to the Office of Finance and Administration scan into Laserfiche 9 0 Property Management Inbox e FD 860 Department Information Designations and Authority 2 All Alt APOs are required to attend HSC Property Procedures Training The departments should maintain certificates in their files to verify that they have met their training requirement o HSC Property Procedures Training explains the Alt APOs responsibilities Alt APOs should contact Property Management to sign up for this training based on the FD 860 submitted o The Alt APO should request FAMIS access by completing the FAMIS Access Request form Employee Responsibilities The Alt APO is responsible for making sure employees within their department are aware of their responsibilities when using State of Texas property According
53. ffice once N2 New Good an item is placed in service it is considered used Therefore code O1 N3 New Fair should be used for new purchases N4 New Poor 01 Used Usable Property that has been slightly or moderately Routine code for Without Repair used no repairs required and still in new purchases Excellent excellent condition 02 Used Usable Used property more worn than O1 but still Without Repair in 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 repairs but is in poor condition and Poor undependable or uneconomical to use Parts are badly worn and deteriorated R1 Used Repair Used property still in excellent condition but Required Excellent minor repairs required estimated repairs would cost no more than 10 of acquisition cost R2 Used Repair Used property in good condition but Required Good considerable repairs required Estimated repair cost of repairs would be 11 to 25 of acquisition cost R3 Used Repair Used property in fair condition but Required Fair extensive repairs required Estimated repair costs would be from 26 to 40 of acquisition cost R4 Used Repair
54. g asset number from FAMIS FRS Screen 361 they should have no problem marking the asset within 10 days upon receipt O It is much easier for the Alt APO to find equipment if it is tagged before it is FAMIS will assign a ten digit tag number on Screen 362 for each preliminary asset created on Screen 360 This number needs to be clearly written on an asset label created by department and the label placed on the piece of equipment as soon as possible Assets must get tagged within 10 calendar days of receipt with the following information e 10 digit tag number e Property of TAMHSC 709 Maintain inventory tags that are neat and orderly If numbers become unreadable they must be remarked At each month end close the Alt APO will receive barcode labels for newly acquired inventory The handwritten typed labels should be removed and replaced with the barcode label immediately upon receipt Follow these guidelines for marking equipment according to the Texas AGM System Equipment Management Manual September 2004 e Mark equipment within 10 calendar days upon receipt 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 Mark every piece of equipment as Property of TAMHSC 709 e Assure that the label can only be removed through considerable or intentional means e Place the label in a highly
55. g the equipment and hit lt enter gt Each HSC department has been assigned a unique department code use or F2 key to bring up the list of department codes Building Input the building number where the equipment is located Most buildings have been assigned a unique five digit number use or F2 key to bring up the list of building numbers This field will default to the building number generally associated with the department code you input above The default may not be accurate If it is not type over it with correct building number for where the equipment is located and press lt enter gt Use bldg 00001 for off campus bldgs that do not have a bldg already assigned Page 32 TAMHSC Property Management Manual Building Campus This is usually 23 or 02 as most building occupied by HSC either belong to HSC or TAMU This field will default from the building number Room Input the room number where the equipment is housed Accurate location information is imperative for inventory management Other Location Use this field to input the name of the user or more information about the location Be sure to use this field if you use bldg 00001 to help identify the true location of the asset Examples are the user s name or a secondary location lab 123 Purpose Code Input the purpose use code of the equipment use or F2 key to bring up the list of purpose codes Purpose Percent On
56. her purchased with HSC funds or donated to HSC is State of Texas property This includes grants and gifts etc Additions and Replacements An addition must meet a class code threshold capital or controlled for the asset within the fiscal year to become a component part of the asset A replacement means the replacement of an internal or external part of personal property that allows the property to complete its normal useful life Generally replacement parts should not be inventoried A replacement part simply replaces a worn out part with another and allows the item to complete its normal useful life A replacement will be added to the asset if the replacement meets the capital class code threshold for the asset within the fiscal year The key to adding to an existing asset via FAMIS is to ensure that the departmental creator is aware of the total additions that will be made to the asset within the fiscal 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 A replacement is added only when it is 5 000 00 or more 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 A Example Capital Asset Capital Addition A 17 000 00 microscope purchased in a pre
57. hey have not been paid P Pending Asset Status Pending assets are created when FAMIS generates a voucher for payment of the asset Preliminary asset information automatically feeds from FRS into FFX HSC Property Management may also create pending assets by directly entering them into FFX A Approved Asset Status Approved assets are ones officially recognized by HSC An asset becomes approved after HSC Property Management audits and approves it in FAMIS D Disposed Asset Status When an asset is no longer of use to a department they may dispose of it HSC Property Mgmt must be contacted to dispose HSC property Once all procedures are followed HSC Property Management will officially dispose of the asset in FAMIS FFX 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 Page 24 TAMHSC Property Management Manual HSC keeps track of inventory in FAMIS by using object codes When inputting purchase information into FAMIS the proper coding of assets is extremely important For example if the departmental creator uses a non inventory code for an inventory item then this could keep the asset from being placed on inventory The inventory object codes fall into these ranges co
58. in situations do not allow for the department to enter inventory information into FAMIS to retrieve an asset number Situations such as these may include receipt of a gift or donation among others In these cases the department must send paperwork to HSC Property Management who will assign an asset number for the department Tagging the Equipment The Ten Day Rule according to the Texas A amp M System Asset Management Manual September 2004 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 State and System policy require it Second if equipment is not tagged it will be very difficult for the Alt APO to locate or identify these items during the annual inventory process Departments should develop procedures to mark equipment immediately In addition it is recommended that the Alt APO is notified before equipment is delivered to the end user to ensure that it is properly marked Page 39 TAMHSC Property Management Manual given to the user Since departments can easily retrieve a ta
59. ined missing during the physical inventory then follow these procedures in addition to those listed above e List each missing item on the Certification of Annual Inventory e Submit the Report of Missing or Stolen Property to HSC Property Management for any asset that has not been reported before It is not necessary for departments to submit a missing report each year for the same piece of missing equipment however continue to list it on the inventory certification each year until it is disposed from inventory 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 Report of Missing or Stolen Property and a copy of the report from a local law enforcement agency to HSC Property Management before the stolen asset will be disposed from the department s inventory Once all of the paperwork is received stolen assets will be dropped from inventory immediately For stolen equipment follow these procedures e The department must notify HSC Management within 24 hours after identifying missing stolen equipment to comply with The Texas AGM University System Asset Management Manual September 2004 e Notify the local law enforcement within 48 hours after identifying the theft If the loss occurred on campus then notify the University Police Department immediately also Building security does not qualify as law enforcement Their report can
60. issing asset will be disposed from the department s inventory but only if the department has submitted the proper paperwork to HSC Property Management Report of Missing or Stolen Property For missing equipment follow these procedures e The department must notify HSC Management as soon as possible after identifying missing stolen equipment e Ina timely manner the department must submit a completed form Report of Missing or Stolen Property to the HSC Property Manager Only the Department Head may sign this form Any Missing Stolen forms received by HSC Property Management without the Department Head s signature will be returned This policy provides the extra assurance that Page 56 TAMHSC Property Management Manual Department Heads are aware of the property reported missing or stolen in their departments The department should keep a copy of the form e The following investigative steps must be taken to complete the form e Physical search of the last known location of the equipment e The person who was responsible for the equipment is questioned e Any leads from the previous steps must be followed up on and e The Department Head or Alt APO should contact departmental employees to solicit help an email is fine in searching for the equipment just in case someone has information regarding the missing equipment for example someone may have simply moved the equipment without telling the Alt APO If equipment is determ
61. item into service Replacement parts unless they meet the capital threshold Extended warranties should not be included in the asset cost They are considered an optional purchase and are not necessary to put the asset into service Maintenance and repair object codes should be used for them Maintenance agreements These are expenses so maintenance and repair object codes should be used for them The following thresholds apply to HSC property Asset Category Threshold Land land improvements Capitalize All Buildings building improvements 100 000 Facilities amp other improvements 100 000 Infrastructure 500 000 Capital Personal property equipment 5 000 Controlled Personal property equipment 500 Library books materials collections 5 000 Works of art historical treasures Capitalize All Software developed for internal use purchased software 1 000 000 100 000 Leasehold improvements 100 000 Page 22 TAMHSC Property Management Manual How Inventory Gets Into FAMIS FFX FAMIS Financial Accounting Management Information System is the official accounting system at the HSC The Fixed Asset System FFX of FAMIS houses all official property information and is used to generate state property reports The Financial Record System FRS of FAMIS houses all financial accounting information Some situations require that HSC Property Management create an asset in FAMIS in
62. ity The Alt APOs will only be responsible for exercising reasonable care and will not be held ultimately responsible for the department s equipment The Alt APO is the Department Head s right hand person for handling property management issues Others may assist the Alt APO in property management efforts but HSC Property Management will use the Alt APO as the department s primary property contact The Alt APO may sign the following property forms Certification of Annual Inventory Loan of HSC Property Property Transfer and the Property Additions and Deletions The Alt APO may NOT sign the Missing or Stolen Property form Only the dept head can sign this form The Alt APO is responsible for the following e Assisting the Department Head in the execution of daily ongoing property management functions for their department e Coordinating the training of all employees within the department to ensure awareness of their respective responsibilities for property processing and or custodianship e Ongoing maintenance of property records for the department e Ongoing application of inventory management procedures within the department in compliance with all applicable state regulations System policies and HSC procedures e Ensuring timely documentation preparation and transfer of equipment that is no longer needed within the department e Coordination with the Department Head and end user to ensure the timely notification and report o
63. located due to a transfer that has not been recorded list the asset and attach a copy of the Property Transfers form signed by both departments New additions List any assets that were acquired after the TBAR004 report was sent to the department Missing Stolen assets List each missing stolen item Complete and attach the Report of Missing or Stolen Property form unless this form was submitted in a previous fiscal year then just list it as still missing Recovered assets These include assets previously recorded as missing or stolen even if they have been deleted from inventory that have now been Page 17 TAMHSC Property Management Manual located If assets are recovered list each item Complete the bottom of the original Report of Missing or Stolen Property form and submit it with the Certification of Annual Inventory Non inventoried property that should be inventoried If property is located that is not on the inventory listing but should be list the items Submit the Property Additions and Deletions form and Property Information Sheet Removals If an asset that should have been removed from the inventory is showing on the inventory listing then complete the proper paperwork to dispose the asset Complete the paperwork that matches the type of transaction that occurred A common situation is when inventory items are returned to the vendor but not taken off of the department s inventory The proper procedure here
64. ment Manual 4 Trash candy wrappers used Styrofoam cups etc 5 Non commercial recordings documentation VHS tapes CD s slides manuals etc dispose these through record retention guidelines To transfer equipment to the HSC Surplus Office follow these procedures 1 All HSC depts transferring property to HSC Surplus must complete the Property Transfers form 2 The releasing department should complete the Property Transfers form TSRPL is the dept code for the receiving dept HSC Surplus 4 If requesting surplus pickup please contact the HSC Inventory Officer to discuss Pickups are on a case by case basis 5 On the transfers form the releasing department should complete the following e Name of person preparing form e Asset for inventoried items For non inventory items put N I e Description e Serial required for computers even if N T e Receiving department agency info amp sign 6 If transferring a computer submit a completed form Data Disposal Certification to Surplus This form is completed by HSC OIT 7 Forward the Property Transfers form to HSC Property Management by scanning into Laserfiche inbox 9 0 Property Management 8 HSC Property Management will transfer the inventory items from the releasing department s inventory upon receipt of the assets at the surplus office p Transfers from HSC Surplus to HSC Departments HSC departments can also shop at the surplus office If your department
65. n Research Foundation If Other Name amp Address of Donor L Trade In FAMIS Document New Inventory O Drop Request Dismantled for parts Explanation O Other Explain Reminder Follow Surplus procedures for any unused parts not kept in the department Asset Number Description Acquisition If Trade In or Sale As e If Trade In or Sale Date Trade In Allow Sale Loss or Gain qo Department Name Dept Subdept Code APO or Alt APO Signature HSC Property Manager Signature Date Date Page 85 TAMHSC Property Management Manual TEXAS A amp M UNIVERSITY SYSTEM HEALTH SCIENCE CENTER Form 860 Department Information Designation amp Authority THIS REQUEST IS TO Set up a new department or subdepartment Complete sections I II IIL IV amp V Change department information Complete sections I amp V Change Department Head Complete sections I II amp V Designate or change Alt APO Complete sections I MI amp V Update signature authority on paper documents Complete sections I IV amp V SECTION I DEPARTMENTAL INFORMATION Department Code Mail Stop Sub Department Code Department Name Department Head Name Title UIN Phone Number E mail Address SECTION IT ACKNOWLEDGEMENT BY DEPA
66. nment transfer or disposal of all pertinent inventory Distribution of Agency Procedures The Department Head is responsible for ensuring that employees are aware of their responsibilities for property According to the Texas AGM University System Asset Management Manual Accountable Property Officers are also responsible for ensuring employees are aware of their responsibilities for property They should develop procedures in their department to ensure that all employees are aware of their responsibilities The Department Head must also make certain that each Alt APO has attended HSC Property Procedures Training offered by HSC Property Management Change in Department Head APO Follow these procedures whenever there is a change in Department Head 1 The department is required to submit the following form to The HSC Office of Finance and Administration scan into Laserfiche 9 0 Property Management Inbox e FD 860 Department Information Designations and Authority Page 9 TAMHSC Property Management Manual 2 HSC Property Management recommends the following optional procedure e Have a physical inventory performed to ensure continual care of property and assign specific accountability for personal property Alternate Accountable Property Officer Alt APO The Department Head may designate an Alt APO to perform daily property activities but this does not relieve the Department Head of any responsibil
67. nt PS Public Service RE Research RP Rental Property For Profit SR Residence Single Dorms e Availability Codes This indicates whether the asset is in use available for use or not usable For example laptop availability codes can be changed if it is available for use at the office or if it is being loaned to someone See code options in the table below Availability Codes Code Description Comments AV Available but not idle Available for use BLANK Undetermined Try to avoid using this code EX Excess Property Transfer to Surplus LN On Loan to Another Department Document the loan in writing MS Missing Unable to Locate Notify HSC Property Mgmt RE Restricted Single Purpose SH Shareable Upon Request Available for loan ST Stolen Notify HSC Property Mgmt and send police report US In Use Full Time Routine code for new purchases e Condition Codes This defines the condition of the assets for example excellent good poor etc The Alt APO can look in FAMIS and know the condition of an asset at any time See code options in table below Page 27 TAMHSC Property Management Manual Condition Codes Code Description Definition Comments MH Missing Hold for Assigned by HSC Deletion Property Manager MN Missing Negligence N1 New Excellent NOTE Codes N1 N4 are not used Per State Auditor s o
68. ntory Exceptions Give complete details of all exceptions Exceptions are defined as any asset not located or additional inventoried property in the possession of the department at the time of the certification Attach the appropriate documentation for each exception Asset Asset Description Value Explanation Comments Page 81 TAMHSC Property Management Manual Loan of TAMUS Health Science Center Property Texas A amp M Health Science Center Property Management This completed and signed form documents the loan of the following property Asset Description Please include serial number if applicable This is a check one __ Short term loan less than 30 days To be returned on or before __Long term loan greater than 30 days To be returned on or before L understand that I am responsible for the property listed above while it is on loan to me I will exercise reasonable care of this equipment and safeguard it against theft damage and misuse I will use this equipment only for activities benefiting TAMUS Health Science Center I will return the property by the date listed above or upon separation from the TAMUS HSC X E Signature Date Approval of Loan Department Head Alt APO Printed Name Department Head Alt APO Signature Date Do not submit to HSC Property Management Please retain for your departmental inven
69. ntrolled assets 5775 5799 and capitalized assets 8000 8999 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 to use on the purchase document would be 8435 Computer Equipment Figure 3 2 Sample of Capital Inventory Object Codes 8421 Office Furnishings and Equipment 5 000 8422 Medical Scientific and Lab Equipment 5 000 8435 Computer Equipment 5 000 8445 Telecommunications Equipment 5 000 Get a complete listing of object codes using FAMIS FRS Screen 806 In Figure 3 1 Step 1 when the departmental creator creates the purchase document he she must use the correct inventory object code This will force the department to input preliminary asset data ensuring that the item does get added to the department s inventory If the departmental creator fails to use an inventory object code then there will be no way for the department to input preliminary asset data into FAMIS This could cause numerous problems Therefore it is crucial that the Alt APO departmental creators and preliminary asset enterers understand which purchase items to inventory and what to code them 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 HSC uses class codes Class codes tell the State of Texas exactly what kind of
70. of non inventory property is not required but can be valuable at annual inventory time during audits and can help prevent pilferage Suggested methods to mark equipment when an asset label is not a valid option include the following e Heavy duty engraver e A black silver or white permanent marker Tagging Non Inventory Property According to the State Comptroller s Office the only items that must be tagged are inventory items Tagging of non inventory property is not required However marking certain non inventory items helps the individual who performs the annual physical inventory to identify items with sight recognition They can identify items that do not and should not appear on the inventory listing even though it might look like they should In these cases HSC Property Management recommends labeling the equipment with the following information e Property of TAMHSC 709 e Non Inventory Asset e FAMIS Document Page 41 TAMHSC Property Management Manual Chapter 5 Property Acquisitions Page 42 TAMHSC Property Management Manual Acquisitions This chapter discusses how to handle the numerous transactions for acquiring property Acquisitions discussed in this chapter include the following e Additions and Replacements e Constructed Fabricated Property e Gifts and Donations e Joint Purchases between Texas A amp M System Members e Leased Personal Property All of the property that is eit
71. operty Management enter O crucial that all information in FAMIS concerning property is correct at all times HSC must maintain a detailed property listing in FAMIS for audit purposes federal regulations and other regulatory requirements As an institution of higher education the HSC is no longer required to report inventory in detail only summary reports of the agency s inventory using reports generated from FAMIS the accounting system used at the HSC and most Members of The Texas A amp M University System Class codes used on equipment for example tell the types of assets owned by the HSC The condition codes tell the current condition of the assets e g excellent or poor It is important that the departments keep all property information current in FAMIS so the reports are accurate Department Property Management Goal Each department should have property management controls in place to ensure that all assets can be accounted for and accurate location data is in FAMIS at all times All assets must be reviewed at least annually HSC Annual Inventory Certification Certification Date Each department must conduct a physical inventory annually and submit a report to HSC Property Management Meeting the inventory deadline is crucial so the HSC can comply with the State Comptroller deadline HSC conducts annual physical inventory throughout the fiscal year using a barcode system Depts are allowed to choose the
72. or employee for reimbursement of the loss Recovered Property Occasionally stolen or missing items are recovered The department should have a copy of the Report of Missing or Stolen Property that they submitted to HSC Property Management reporting the missing stolen property To report the items as recovered complete the bottom portion of this copy and submit it to HSC 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 Report of Missing or Stolen Property to HSC Property Management Missing Property that is Never Recovered Missing property that is not recovered will remain on the department s inventory for two consecutive fiscal years two annual physical inventories in the missing hold status condition status MH Upon termination of the second year if the proper paperwork is on file with HSC Property Management they will change the condition status to MS missing deletion request This notifies the State that it has met the 2 year requirement and is being deleted as missing Thus it is not necessary for departments to submit a missing report each year for the same piece of missing equipment however they should continue to report it on the Certification of Annual Inventory each year Page 58 TAMHSC Property Management Manual Returned Items For any inventory items that are returned to
73. ous Property Transactions If ever in doubt contact HSC Property Management The types of miscellaneous property transactions in this chapter include the following e Broken Obsolete Idle Equipment e Found Items that Should be Inventoried e Loan of Property e Relocated Property e Software e Trust Property Broken Obsolete Idle Equipment Never throw away equipment or store it at the department Always transfer unused property to HSC Surplus even if it is broken If property is broken worn out obsolete or idle then transfer it to HSC Surplus using the Property Transfers form Found Items That Should Be Inventoried If someone finds property that should be inventoried but is not then submit a Property Additions and Deletions form and the Property Information Sheet to HSC Property Management so that the equipment can be added to the department s inventory The voucher number should be provided if available Found items might include those that were purchased using a non inventory expense object code when they should have been coded capital or controlled Loan of 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 is still responsible for it Page 69 TAMHSC Property
74. pitalized 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 Page 51 TAMHSC Property Management Manual 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 Once a department enters into a capital lease purchase the entire amount of the leased purchase equipment is assigned an asset number using the purchase document number instead of a voucher number for the reference For payments on the lease purchase the department should use 8345 or 8350 as the object code depending on the type of equipment being leased 8345 is for leased software 8350 is for all other types of leased equipment Either use the preliminary asset screens to establish an asset tag number at the time the payment is processed or submit the Property Information Sheet with the Property Additions and Deletions form to HSC Property Management Also submit a copy of the lease agreement to HSC Property Management Page 52 TAMHSC Property
75. plans to acquire items contact the surplus office first to see what is available All property is available at no cost to HSC departments Departments may also provide a wish list to the HSC Inventory Officer The inventory office will watch for the items on the dept s list and contact the dept s property officer if the items are received at surplus HSC Surplus will prepare a Property Transfers form for the items chosen from the surplus The receiving department s Department Head or Alt APO must complete the new location information for each asset and sign the form before the items may be moved from the surplus office Page 66 TAMHSC Property Management Manual Transfers between Texas A amp M System Members It is common for Texas A amp M System Members to transfer property to one another for example Texas A amp M might transfer some inventoried property to the HSC Each Texas A amp M System Member s fiscal office must properly process the paperwork otherwise the record of the transfer cannot be made The Property Transfers form will be initiated by the releasing A amp M System Member Once the releasing and receiving Members have completed and signed the form the transfer can occur When transferring between System Members it is critical to place the other member s campus number so that HSC Property Management can easily identify the other member s Property Manager that they need to contact
76. pps system tamus edu objcodes FAMIS Departmental Fixed Assets User s Manual http www tamus edu offices famis usermanuals Property Training To aid departments in their property management efforts HSC Property Management offers the following training courses Contact HSC Property Management to schedule HSC Property Procedures This training is required for HSC Alternate Accountable Property Officers Alt APOs It is also recommended for others in the department who assist the Alt APO with property responsibilities This training explains the property officer s responsibilities in performing the annual inventory certification completing property forms surplus process etc It also includes training for the Fixed Assets module of FAMIS and Canopy for asset inquiries and updates Preliminary Fixed Asset Entry For anyone who inputs preliminary asset information on the purchasing document into FAMIS you can request individual training or use the instructions provided in this manual They explain how to enter inventory information into FAMIS at the departmental level before an invoice gets paid using FRS screens 360 362 Page 6 TAMHSC Property Management Manual Chapter 1 Delegation of Responsibility HSC President HSC Property Manager Department Head APO Alternate Accountable Property Officer Employee Page 7 TAMHSC Property Management Manual Delegation of Responsibility Head of a State
77. r market value determined by an internet search is acceptable as well If the donation is taking place in the same fiscal year as the item s purchase then it will be added at the acquisition cost based on Donor provided copy of invoice Otherwise it will be added at fair market value based on either an independent appraisal provided by donor or as calculated by HSC Property Management using straight line depreciation of the original acquisition cost based on Donor provided copy of invoice the age of item and the asset s useful life using State published useful life schedules Donated gifts will be reported to the TAMUS Board of Regents at the values assigned in the above step on the gift report reported each quarter If a donation is a split purchase between HSC and the Donor the item should be donated to HSC in the same fiscal year whenever possible for depreciation and State policy purposes Page 50 TAMHSC Property Management Manual 7 HSC Property Management will assume the Donor s gift is not being claimed as a gift on the Donor s taxes unless an IRS 8283 Form is attached Therefore HSC will not follow gift tax rules for the disposition IRS 8282 of the item if it is kept less than 2 years An appraisal must accompany the paperwork if the donor wishes to receive a tax deduction Questions regarding gift tax laws should be directed to the Office of Institutional Advancement 8 Be aware that once an item has b
78. rade 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 According to the State Property Accounting Process User s Guide June 2004 in regard to the trade in of assets Similar assets To record an exchange of similar assets agencies must use a book value basis for the assets surrendered or acquired when e Assets are exchanged and no monetary consideration is paid or received the cost of the asset acquired is recorded at the book value of the asset surrendered Page 60 TAMHSC Property Management Manual e Monetary consideration is paid the new asset must be recorded at the sum of the cash paid plus the book value of the asset surrendered Dissimilar assets To record an exchange of dissimilar assets e Record the fair value of the asset being traded and the resulting transaction for acquiring the new asset e Ifthe asset is being purchased with cash record the transaction for the new asset as cash paid plus the fair value of the asset surrendered Asset Numbers for Trade Ins When the departmental creator issues a purchasing
79. rerernentstsreeeee 15 SPOR Necko rerna E a E E E E AO ER 19 Chapter 3 Inventory Items amp Coding eeeeeeeeeseeeeesesesrsrsrsrersrsrsrsrsrsrstststsrststneesnesesesesese 20 What to Inventory amp Inventory Thresholds sessssersseerserrsrerrereresrereere 21 How Inventory Gets Into FAMIS FRX isisccsesscccensateos siventtanseavansnavatesssaeenv tats 23 Object Codes amp Class CodeS crc cuanauaaseensagraanes interiit orr A EROE TEVA SEENE 24 Property Control CodeS s sisssiiisrrinirirnirirc seian iirarrociii iinun iari 26 Preliminary Fixed Assets FRS Screen S62 vain scxsesdateaneervinasednseevandaeaanseseinnd 30 Chapter 4 Property Tae gc cocdciciec dx gatcederndsauediaaieadduericeterweduundeaaoewssteetats 37 FAMIS Assigned Inventory Numbers ssesssrssserereersrrererrrrsrrrrsreresrsreer 38 Manual Requests for Inventory Numbers sesessersssersrerrsrrrrsrerrererrsrreerss 39 Tagging the Equipment Ten Day Rule iiccsssisconsvssecsseessrvensedenneenyteeevense 39 Chapter 5 Property Acquisitions xs2s5 css usc wancceenueaeuseeiiaeenw tae soseeeeuseanpa anes 42 Acquisitions NEW PUnChASES os usinwscsivcnsyisdomsvexavenuassiylndwayasanashvwnven tents dees 43 Additions dB Gplacements sj cc lt 0vcexct orvuresceatesenareweeeararvoexecanenncgieveueataxessew 43 Constructed Fabricated Property vuxccswosvenctues nabeswevseeaweetei oy vanneeieeeeaseas 46 Gifts and Donations seier sii anea EEEE EANES EEA EENE EEA EEEE
80. riate back up documentation receipts etc to HSC Property Management for inventory Obtaining an Asset Tag Number for Purchases Used for Fabricated Equipment If the department will purchase all items for the fabrication then they should use the preliminary asset screens to assign the asset tag number and to add all items together to that asset tag number This allows all values to be added together into the one asset tag number If for some reason the department is unable to enter into the preliminary asset screens then they should submit the Property Information Sheet to HSC Property Management Obtaining a Asset Tag Number for Gifts Used for Fabrication If anything is donated to be used for the fabrication then the department must also follow the procedures for accepting gifts Submit the Property Information Sheet and Property Additions and Deletions form to HSC Property Management The department should note this as an add to for fabricated equipment HSC Page 46 TAMHSC Property Management Manual Property Management will create the inventory number for gifts and communicate the number to the department 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 long term fabrications Use the following criteria for object codes for fabricated property
81. s and preliminary asset creators e If possible it is recommended that the Alt APO input the preliminary asset data It is recommended that the Alt APO input preliminary asset data If this is not possible then procedures should be established with the departmental creator to inform the Alt APO of all inventory purchases The Alt APO should educate the creator on what should be inventoried and which object codes to use Also the Alt APO should communicate with the departmental preliminary asset creator to ensure that correct property control information is entered onto the preliminary asset screens Page 36 TAMHSC Property Management Manual Chapter 4 Property Labeling Page 37 TAMHSC Property Management Manual Assigning Asset Numbers FAMIS Assigned Asset Numbers It is crucial that the departmental creator knows which items should be inventoried and which object codes to use If they fail to use an inventory object code then FAMIS will not recognize the purchase as something to be inventoried An asset number is a 10 character number used to uniquely identify an asset within FAMIS A tag number is the 10 character asset number used to physically mark the asset In almost all cases the tag number and asset number are identical and the terms are used interchangeably Figure 4 1 illustrates the process for assigning asset numbers for on line purchases In Step 1 the departmental creator create
82. s the purchase document in FAMIS and uses an inventory object code If the creator fails to use an inventory object code then FAMIS will not recognize the purchase as something to be inventoried In Step 2 the preliminary asset creator would input all property control data using FRS Screens 360 362 as long as an inventory code was used in Step 1 In Step 3 FAMIS will assign tag numbers immediately after the preliminary asset enterer inputs all required data In Step 4 after FAMIS assigns the tag number departmental personnel with access to Screen 361 may view it Figure 4 1 Assigning Asset Numbers for On Line Purchases Step 1 Step 2 Preliminary Step 3 FAMIS Step 4 Tag number Departmental asset enterer inputs assigns asset tag may be viewed creator creates y preliminary asset number C using FRS Screen purchase document data in FRS when 361 in FAMIS FRS when the asset is received order is placed Page 38 TAMHSC Property Management Manual Figure 4 2 is a screen shot of FRS Screen 361 showing the tag number The purchase document number i e L100096 below must be known Figure 4 2 Screen 361 Tag Number z remebeearoceed to screen 362 361 View Preliminary Assets 08 20 01 08 48 FY 2001 CC AM Screen H Doc 1100096 Pg 1 of 1 Viewed Pg s Seq Add Sel Nbr Tag Number To Total Cost Description Cmp 0001 000005824 0mm 2262 00 COMPUTER PENTIUM PROCESSOR Y Manual Requests for Inventory Numbers Sometimes certa
83. side of the HSC to another state agency to an outside entity or individual or to the Texas A amp M HSC Surplus Office The hard drive s software will be deleted by low level re initializing the drive or by using a utility to recover software or other data from a hard drive and is intended to assure that neither licensed nor confidential information is inadvertently turned over to unauthorized persons when computers are transferred or sold If you have any questions regarding this policy or the procedures described please contact the HSC Help Desk at 800 799 7472 I the undersigned certify that the computer equipment identified pa does not contain a hard drive or contains a hard qrt ha iher does not work bly erased of all software and data as indicated Order Number FAMIS Departma Asset Number Does Not Work No Hard Disk Drive Hard Disk Drive Erased OIT Release of equipment The above equipment was released as indicated to the individual below Recipient s Printed Name Date Recipient s Signature Page 84 TAMHSC Property Management Manual Property Additions and Deletions Texas A amp M Health Science Center Property Management Reference To be completed by the HSC Property Manager Additions Deletions L Gifts amp Other Additions L Gift Other _ Sale Date of Approval Letter If Gift 1 HSC Foundatio
84. sition Date In Service Date Availability Condition FAMIS Dept Code Building Number Room Number Other Location Comments Submit completed form to HSC Property Management Page 79 TAMHSC Property Management Manual Report of Missing or Stolen Property Texas A amp M Health Science Center Property Management Department Sub Department Code Asset Asset Description Acquisition Cost Date of Discovery Names s of last person s in custody of asset _ Date Serial Acquisition Date Missing or Stolen Circle One Please explain If Stolen Original police incident report must be attached If Missing The following investigative steps must be completed Question last person s in custody of asset Follow up on any leads If informed that asset APO or Alt APO contacts d takes corrective actions to ent Head Signature To be Completed by Depart Physical search of last known location and surrounding area NN CNA Date Completed WWG N partment Please check one box If applicable indicate unable to determine here O Our investigation of the circumstances surrounding the disappearance of the state property listed herein indicates reasonable cause to believe that the loss destruction or damage to this property was through negligence of the person s charged with the care and custody of this
85. the vendor always submit the Property Additions and Deletions form and a copy of the credit memo to HSC 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 Special Sales Occasionally a special sale may be necessary Special sales may only occur with permission from HSC Vice President for Finance and Administration It must be in HSC s best interest benefit to sell items through a special sale The HSC would generally not want to sell property if the property could be used elsewhere at HSC Follow these procedures for special sales The department must request permission to sell the property through the following individuals Department Head Dean if applicable Director of Purchasing Property Manager Associate Vice President for Finance and Administration Controller and the Vice President for Finance and Administration All requests for authorization for sale must include the asset number description date of acquisition condition inventory value for each item of property and reason for the sales request If the Vice President for Finance and Administration approves the sale then complete the Property Additions and Deletions form Sales price is determined by the HSC as follows Capital Property Current book value original cost accumulated depreciation if fully depreciated
86. time of the year which works best for inventory certification Conducting the Physical Inventory The State Property Accounting Office recommends that a team of two or more responsible individuals who have no normal responsibilities for the reporting of personal property conduct the physical inventory Make arrangements to permit Page 15 TAMHSC Property Management Manual orderly and thorough physical inventories with minimal disruption of normal activities Also make arrangements for sensitive equipment requiring special handling or in secure locations to have the custodian present during the physical inventory The team should physically locate every piece of equipment Items that have been loaned to a school district or hospital etc need to be physically seen every year also If this is not possible for example if the equipment is in the ocean then the custodian of the equipment should sign a statement verifying the equipment information If an employee is using a computer at home then it is recommended that the individual write down the serial number and HSC asset number to bring to the departmental inventory team Inventory includes all inventory items for a department not simply those included on the inventory lists provided by HSC Property Management It is important to note that inventory includes all inventory items for a department not simply those included on the inventory listing provided by HSC Propert
87. to HSC Surplus This includes all property inventoried and non inventoried Surplus is any piece of property that the department does not need or use Idle equipment should also be transferred to HSC Surplus where it is made available to other HSC and A amp M System departments Salvage property is broken or dismantled equipment Remember if any inventory item is missing a vital component follow procedures for dismantling equipment Doing this updates the status from inventory to non inventory Damaged or obsolete equipment that is still on a department s inventory list needs to be removed from inventory prior to transferring to HSC Surplus HSC departments are responsible for transferring property to the HSC Surplus Office This includes scheduling with the HSC Surplus Office for drop off pick ups and costs If the property contains or has contained hazardous materials the HSC Environmental Health amp Safety Office must be contacted to clear certify the property The HSC Surplus Office will not accept property of this type without safety clearance Freon must also be removed before moving property to surplus Check with the surplus office before transferring artwork of any kind The following items cannot be disposed of through the surplus office if in doubt ask HSC property management 1 Syringes 2 Liquids creams any hazardous materials used in equipment 3 Glassware unless household Page 65 TAMHSC Property Manage
88. tory records Page 82 TAMHSC Property Management Manual Property Transfers Releasing Agency Reference No Texas A amp M Health Science Center Property Management including transfers to HSC Surplus Receiving Agency Reference No Name of person preparing form Name Phone Number and Email Only complete this section if transferring b w HSC depts or A amp M System Members Rec Agency New Location Asset Bl om Other Location Information from FAMIS FFX 535 or Canopy Asset Number Description Serial RELEASING DEPARTMENT AGENC RECEIVING DEPARTMENT AGENCY Campus Code ampus Code FAMIS Dept Code Department Name FAMIS Dept Code Department Name Signature of Department Head Alt APO Date Signature of Department Head Alt APO Date Signature of Property Manager Signature of Property Manager Member amp Agency Number Member amp Agency Number Page 83 TAMHSC Property Management Manual TEXAS A amp M It Jj HEALTH SCIENCE CENTER Data Disposal Certification Texas A amp M Health Science Center Office of Information Technology The Texas A amp M Health Science Center is required to certify that all data contained on the hard drive of any computer such as desktop laptop server or any other storage device has been completely erased before the computer is transferred or sold whether to a department out
89. ty in FAMIS FFX occur during the preceding month The report sent to departments is the TBARO06 Asset Control Sheet See Figure 9 5 The TBAR006 Asset Control Sheet generates if a department purchases acquires or disposes of equipment It is also used to attach barcode labels to for new purchases to send to the departments for application The TBAR006 reflects the information that is in FFX in regards to the asset Upon receiving one or all of the reports the Department Head or the Alt APO should do the following e Confirm the accuracy of the report Most importantly for new equipment the Department Head or Alt APO must ensure that the asset number on the TBARO06 matches the asset number marked on the actual asset Also verify the serial number and the location data e If no errors are found then no further action is necessary e If errors are found then notify HSC Property Management Page 74 TAMHSC Property Management Manual TBARO06 Report Figure 9 5 TBAROOS FY 2005 CC 23 Asset Number Asset Description LOCATION DATA Department Alt APO Name ARM SYSTEM HEALTH SCIENCE CTR Asset Control Sheet August 2005 05 0 0708525 Component PRINTER HP LASERJET 2840 COLdR 0535 Sub Dept MCBAIN MARY PROPERTY CONTROL DATA Class Acquisition Method Condition Availability How Tagged Tag Number PURCHASING DATA Voucher Number Manufacturer Name Model Number License Plate PO Number PO Ac
90. vious year is being upgraded The 6 000 00 part will be on different purchase order because it s purchased in the current fiscal year The part will be coded capital and added to the original asset as a component Page 43 TAMHSC Property Management Manual 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 1 The departmental creator will create a purchase document to pay for the part The departmental creator should use the capital object code because the part being added meets the capital threshold This will force preliminary asset entry 2 The preliminary asset creator will use Screen 360 Option 1 to add to an existing asset When the parts are replacement parts indicate so on the second line of the description This allows the addition of replacement parts to be added to the original component and depreciate correctly with the original asset value If for some reason this was not accomplished using FAMIS then submit the Property Additions and Deletions form to HSC Property Management B Example Capital Asset Controlled Addition A camera costing 2 500 is added to and can only be used with a 10 000 piece of lab equipment that is currently on inventory from a previous fiscal year The 2 500 meets the controlled threshold within a fiscal year Therefore the value
91. visible area making it easily accessible during the physical inventory For consistency and convenience in conducting physical inventories and audits the number should be placed 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 in order to view the number Hard to Tag Property For equipment that is too difficult to tag HSC Property Management suggests these procedures Page 40 TAMHSC Property Management Manual e If the item will be used with more than one specific instrument it must be assigned its own inventory number Keep each piece of equipment in a special container with the following information affixed to the container o Inventory number o Item description 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 e When it is necessary to move the equipment to another location establish checkout procedures e Labels can also be kept in a folder with equipment information by the dept s property officer This suggestion is often used for animal cages that are cleaned in high temperature washes that the label cannot withstand e The tagging
92. would be to submit the Property Additions and Deletions form to HSC Property Management What to Turn In to HSC Property Management Upon completion of the physical inventory the department should turn in the following to HSC Property Management 1 2 3 4 Certification of Annual Inventory signed by the Department Head or Alt APO The barcode scanner and all scanner accessories If any items should not be on the inventory listing then complete the proper paperwork to remove the item from inventory If any items are found that should be inventoried and are not on the inventory listing then complete the proper paperwork to add them to the inventory Past Due Certification Procedures Meeting the departmental deadline is critical so that HSC can meet the deadline set by the State Comptroller s Office Extensions are not typically granted after August 31 since HSC Property Management must submit the entire agency s inventory report to the State Comptroller s Office no later than 20 days after the last day of the fiscal year If HSC Property Management does not receive the department s inventory certification by the original due date then they will contact the department s property officer to inquire as to the status of the inventory HSC Property Management may grant an extension If HSC Property Management does not receive the certification by the extended due date then the department head will be contacted
93. xas 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 Computer Personnel Office of Information Technology Since computer equipment moves from person to person so frequently the Alt APO should establish close relationships and procedures with computer personnel The Alt APO should also educate them on surplus procedures and the importance of keeping the location information updated in FAMIS at all times Receivers The individuals who receive equipment should always notify the Alt APO the day it arrives so that it may be permanently marked within 10 calendar days upon receipt End Users End users should know who the Alt APO 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 Alt APOs 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 Page 13 TAMHSC Property Management Manual Chapter 2 Property Reporting Requirements Page 14 TAMHSC Property Management Manual Property Reporting Requirements into FAMIS is used to create the financial reports for many requestors It is At HSC the information departments and HSC Pr
94. y Management Therefore when performing the physical inventory if the team finds property that should be on the inventory but is not then they should follow procedures for adding the items on the inventory Inventory Method Departments must verify the inventory by using the TBAR004 inventory listing in conjunction with the barcode scanner The report is loaded into the barcode scanner Follow these procedures to verify the inventory 1 Scan the barcode label using the scanner and compare the asset s actual information with the scanner s information As the team conducts the certification they should always verify the information listed below The accuracy of this information is crucial for HSC s reporting of inventory e Asset Number Ensure that all equipment is tagged properly and that the tag number on the equipment fits the description on the inventory list e Asset Description The first word in the descriptions should be the asset type i e computer printer microscope etc e Serial Number Verify the accuracy of all serial numbers The serial number is an extremely important piece of information because it is a unique identifier Page 16 TAMHSC Property Management Manual e Model Number Verify that the model number on the list matches the number on the equipment e Location includes building room and other location Verify the location and make any necessary changes e Condition Evaluate th

HSC Property Manual - Texas A&M Health Science Center

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HSC Property Manual - Texas A&amp;M Health Science Center

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HSC Property Manual - Texas A&M Health Science Center