Asset Management March 8, 2019

Asset Management March 8, 2019

Asset Classification 1. Capital Assets Cost greater than 5,000 Use an expense account code 63xxx 2. Minor Equipment Cost greater than 1,000 but less than 5,000 Use expense account code 62238 3. Sensitive Equipment Cost greater than 100 but less than 5,000 Items at greater risk of theft such as laptops, tablets, iPads, iPods, cell phones, cameras, microscopes, guns, artwork, televisions, musical instruments, etc.

Defining Capital Assets Unit cost of 5,000 or more – What makes up the cost? – Shipping, installation, shipping insurance, initial on-site installation and set up – Do NOT include: maintenance agreements, supplies Complete in itself Does not lose its identity even though it may become a component part of another item when placed in use Life expectancy of 1 year or more

Donated Assets All in-kind donations, regardless of value should be reported to Property Management In-kind donations with value of 5,000 are assigned a tag number and tracked by PM If solicited by MSU and valued in excess of 5,000, the Alumni Foundation must be notified of the donation Appraisal of capital donations from an independent party is needed for IRS purposes 1,000- 4,999 should be added to minor inventory lists and tracked by Department Policies listed at http://www.montana.edu/policy/gifts/

ITF (Intent to Fabricate) The purchase of smaller pieces of equipment / parts that will be built into an asset with a value of at least 5,000 Find the ITF form on the PM website. PM will use the information from the form to track all purchases related to the build. It should be submitted prior to purchases being made so an asset tag # can be assigned and included on all BPAs and Pcard invoices documentation Asset tag # will be assigned, but asset will not show on dept capital inventory until substantially complete PM will contact dept at FYE for updates regarding substantially complete/in use date status

Roles & Responsibilities of Asset Management Procurement Services May assist with purchase of asset Gathers lease information Property Management Adds capital asset to record keeping system, tags asset and makes changes to asset records as necessary Completes inventories of capital and federally owned assets bi-annually Completes audits of grants when requested by OSP Collects inventories of minor and sensitive equipment from departments annually Collects verification of departmental review of capital inventory listing annually Responsible for coordinating/managing disposal of ALL assets with replacement value greater than 25 (E-scrap and Hazardous materials in collaboration with Safety & Risk) Accounting Records depreciation, Construction Work In Progress Reconciles all capital expenses (finance) to capital asset recording system (assets) Department Reviews and reports to PM capital asset listing at least annually, more often if changes, additions, deletions are expected Notifies Property Management of any changes for capital assets (location, contact, ORG changes) Assists Property Management with access to capital items during physical inventory Maintains inventory of minor and sensitive equipment Completes and submits PARR form for disposal of any asset with replacement value greater than 25

Why is it important to review your departmental capital asset listing? Asset Control – Where is the item located? – If not located, where did it go? Sold? Theft? Relocated? Trash? – PM staff required by state law to physically see the asset at least every 2 years. Location updates and contact changes from department help in this process. – All departments will be required to submit verification of their capital property lists to PM by April 26th, 2019 Subject to Legislative Audit Review – State auditors may come to your department to verify physical existence of an asset. – If it is on your list, you need to know where it is when the auditor wants to see it! – We are required to account for the existence and protection of all MSU assets, even those that are fully depreciated; adequate internal control processes Financial Statement Ramifications – Incorrect inventory listing may mean our assets are misstated – Financial audit findings are reported to President, OCHE and Legislative Committee

Minor & Sensitive Equipment Inventory All departments will be required to submit their minor property lists to PM by April 26th, 2019 At a minimum, your listing should contain the following information: – Equipment Tag # (assigned by Dept) – Description of item – Make/Model – Serial # (or other identifying #) – Value/Purchase price – Date acquired – Location (building, room #) – Contact/responsible party Property Management has tags with a fillable number field available for departmental use.

MSU Box for Capital Reports Montana State Box For login and other instructions please visit: www.montana.edu/box. Access your Montana State Box account here: https://montana.box.com For access to capital reports, email Christina at [email protected]

Secondary Tagging Radio Frequency Identification (RFID) – The system uses passive RFID technology The RFID tag only transmits a signal to the RFID reader No signal is generated unless the tag is ‘speaking’ to a nearby reader Barcode, rather than RFID, tags will be used on any sensitive equipment. We do not anticipate any issues or interference with most capital equipment; however barcode tags will be used on those pieces that are unable to utilize the RFID technology.

Surplus Property/Disposals Starts with a PARR form: Applies to any item on campus with a value greater than 25 Disposal can mean: sales, cannibalization, junk/broken, transfers (internal and external), tradein

Surplus Property/Disposals An index number must be included when you submit the form. If PM is taking your items to our storage you will not be charged. If the item is to be recycled, Facilities will charge your index for the disposal.

Surplus Property/Disposals New PARR form generates a helpdesk ticket, similar to what UIT Helpdesk uses You will receive an email confirmation that your ticket has been submitted Property Management will use the ‘notes’ function to keep you informed on the progress of your request Property Management will code your request as ‘resolved’ once E-scrap or Facilities has been notified. Please do not respond ‘no’. Wait until the asset has been removed/relocated, then confirm ‘yes’. PM has no way of tracking E-scrap or Facilities work order progress. Your confirmation ‘yes’ will close the ticket.

Dealing with Transfers of Capital Transfers between departments – Department getting rid of item completes the PARR form – Property Management will make the org change to the asset in the system Transfer caused by Professor/PI leaving MSU for another university – Contact Property Management. New process is being developed and will be communicated by OSP soon – Items on a grant may be transferred if OSP approves – Most MSU owned assets will not transfer, that includes items purchased with IDC funds

Dealing with Trade - Ins Complete PARR form, choosing ‘trade-in capital asset’ from drop down list Send a copy of invoice, showing the transfer credit to Property Management for deletion of asset Make note of transfer on new purchase paperwork (BPA or Pcard). Invoice should show transfer credit. Not allowed for vehicles

Property Management Surplus Items are retained for MSU redistribution for at least a period of two weeks. Then they become available to other state agencies, schools, charitable organizations, etc. before being available for public sale.

Surplus FAQs We don’t need this office chair/filing cabinet/ bookcase anymore. Can someone from the office/a student/the PI take it home? No. All MSU assets must be offered for another business purpose before they are made available for sale/giveaway to anyone for personal use. Some items with a high demand on campus are held for longer periods of time.

Surplus FAQs This computer equipment is still good, we just don’t want it. Are you just going to throw it away? No. The E-scrap program also looks to redistribute computer equipment that is still functional and useful.

Surplus FAQs I sent my PARR form in yesterday. When are you coming to take this stuff? Property Management will contact you to make arrangements to view the item(s), to decide if it is something that will be kept for surplus or recycled. PM will contact Facilities Services to have the item removed, either to our storage units or to recycling. PM is not permitted to remove items from departments. And please remember we are only a staff of 2! If you know you need to free the space quickly (to accommodate delivery of new furniture, for example) please note that on the PARR form. We will make every effort to work with your schedule.

Surplus FAQs How much is this going to cost my department to remove surplus items? Facilities Services bills at an hourly rate. Charges depend on the number of items moved, but usually the charges are minimal. If you have a larger number of items to move, you can contact Facilities directly for an estimate.

Surplus FAQs How does my department get surplus? See something you like on the surplus website? Call or email Property Management! We can meet you at storage to look at items in person. Facilities Services must move most items to your campus location.

Surplus FAQs We have some specialized lab equipment that is still pretty valuable and we’d like to sell it ourselves. Can we do that? Yes, but. A PARR form is still required and must be approved by PM before any sale arrangements are made. Property Management will work with you to determine the best means to sell (state auction site, MSU website, your contacts with potential interested parties). PM requires a copy of the sales receipt to include with the disposal records and a special revenue account code (53985) must be used to record the proceeds from the sale in Banner.

Find more info here: Visit our website: http://www.montana.edu/ubs/propertymanagement/index.html Office of Audit Services Information available at http://www.montana.edu/audit/guidance.html

E-scrap info here: Visit the website: http://www.montana.edu/wwwsrm/escrap/index.html

Relocation Information Relocating a department requires the coordinated efforts of several MSU support areas. Office of Facility Services: Work Control, 994-2107 Logun Norris, Recycling Coordinator, 994-6871, [email protected] Sustainability & Recycling: Sustainability Office, 994-6873, [email protected]

Contact Information Property Management: Kristin Harbuck, 994-5504 [email protected] Zachary Martinez, 994-2643 [email protected] Property Management Supervisor/General UBS questions: Christina Fournier, Financial Manager, 994-3653 [email protected] or [email protected] E-scrap Coordinator: Shay Halverson, 994-5678 [email protected]

Upcoming! Year-End Information - due to PM by April 26th – Annual capital inventory verification – Minor/Sensitive inventory submission