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  October 28, 2011
      10:30 AM
Mechanical Engineering
     Room# 218



   Please sign in
                         1
Debra Fondino, Associate Director,
       University Services
    Alex Campos(Accountant III)
   Deborah Jones(Accountant III)
      Christine Heinemeyer
        (Fiscal Services Tech)

                                     2
         University Services
      1128 University Blvd. NE
            MSC12 7020
          Phone: 277-7715
            Fax: 277-9286

E-mail: UNMInventory@salud.unm.edu


  Web: www.unm.edu/~plantfun
                                     3
                  Letter from Ava Lovell
                  Letter from President Schmidly
                  Inventory Certification Form
                  Inventory Reports
Please go to our website at: http://www.unm.edu/~plantfun to access the
following forms and helpful documents:
                  Inventory Contact Form
                   Guidelines on Inventory Adjustments
                   Account Code Definitions
                   Equipment Account Code Decision Tree
                   Banner Tutorial – FOIDOCH
                   Asset Adjustment Form
                   Request for Deletion of Assets Form
                   Employee Equipment Checkout Form
                                                                   4
   As of October 26, 2011

   Separate report for each org. code

   Certification
     Signature of Dean, Director, or Chair
     Return to Inventory Control



                                              5
 Complies with state/federal regulations
 Verifies existence and condition of
  equipment
 Provides opportunity to make corrections
 Ensures accuracy of UNM inventory records




                                          6
   Life > 1 year
   Movable
   Cost > $5,000
   Computers
     Purchases after 6/30/05- all computers,
      regardless of cost (will show $0 value)
     Remain on inventory if > $1,000 and
      purchased before 7/1/05.



                                                7
Definition
     Sub-Account 3189 – Computers: CPU/System,
      Desktop, Laptop , iPad, Server < $5,000

     Sub-Account 3150 - Monitors, keyboards, or
      other accessories (these items are NOT tagged)

     Sub-Account 9020 - capitalized computer
      equipment >$5,000


                                                       8
     Locate   all items and visually inspect




Make corrections as needed in
assigned fields noted in red.
If asset is NOT located, enter
information in the memo
column and attach adjustment
form.
                                                9
   CHK-Item is checked out to an employee
    (Must use Employee Equipment Checkout Form to change!)
   VEH-Vehicles only
   MOD-Modular Furniture located in several
    rooms
   NEW-No room number supplied yet




                                                             10
Three main adjustment forms and
guidelines are available at:
http://www.unm.edu/~plantfun/forms.html

     Asset adjustment form
     Employee equipment checkout form
     Request for deletion of assets form




                                            11
   Additions
   Transfers
   Fill out
    completely
   Obtain all
    signatures!




                  12
Use Employee Equipment
   Checkout Form


 Must be UNM employee
    Full name as appears
     in directory
     (w/middle initial)
    Use Banner org. code

    Tag#

    Signature of borrower
     and Dept. Chair         13
Complete bottom
  portion of form on
  return
    Building number

    Room number

    Signature of Dept.
     chair

                          14
   Must be UNM titled to dispose of




   Non-UNM titled (Loaned)
     Receive title from agency
     Alex Campos 7-0252
    ACampo02@salud.unm.edu

                                       15
               Destroyed, discarded or missing equipment?

   Fill out form
    completely
   Attach
    explanatory
    memo and any
    additional
    documentation
   Obtain signature
    on BOTH memo
    and form!!
                                                            16
Trade-ins
      Use Request for Deletion of Assets form
      Document text on PO & in body
      Include copy of PO, PR, credit memo,
       discount with RDA



                                           17
Stolen
 Use Request for Deletion of Assets Form
 Police report
 Tag# and/or Serial#




                                            18
If previously sent to Surplus but still on inventory,
 send in copy of form signed by Surplus Property
NEW interactive
form!




                                                        19
                     Additional information




           * Acquisition cost of $10,000 or more
           * Purchased within the last three years
           * Net Book Value (NBV) is greater than $1,000


Ex) If equipment item has NBV greater than $1,000 and department
wishes to dispose of it because it is too costly to repair, a copy of the
repair estimate should be attached to the justification memo.




                                                                            20
Surplus Property Department
   Phone: 277-2923
   Fax: 277-1130
   Website:
   www.unm.edu/~univserv/surplus.html



                                        21
 FFIMAST–inquire by tag#




Users must have Department General Inquiry Security Role
                                                           22
 FOIDOCH–inquire by doc or tag#




                                   23
Procurement Information on third block of FFIMAST




                                                    24
Funding Source available on the fourth Block of
 FFIMAST




                                                  25
   Reference for accurate account coding
    of physical equipment
   Account Code Definitions:
    http://www.unm.edu/~plantfun/guidelines.html

   On Inventory Control’s website:
    http://www.unm.edu/~plantfun/guidelines.html




                                                   26
   Inventory Control has several Q&As on Fast
    Info currently including:

     How to receive a license plate for vehicles and
      trailers (Fastinfo# 3584)
     Account code definitions (Fastinfo# 1231)
     P-Card purchases (Fastinfo# 3581)
     Loaned equipment (Fastinfo# 3583)




                                                        27
   Web-form automatically sends info. to Inventory Control
    http://www.unm.edu/~purch/pcardtrain/computer.html

    P-Cardholders must complete this form when purchasing
    a computer or server




   Any problems or questions with form, Contact Purchasing at 277-2036




                                                                    28
   Inventory Control requires the following information:

       Complete and submit a separate form for all computers and servers
       Provide ”S” document number generated AFTER PCard charge has
        posted in Banner.
       Retain a copy of the form before clicking “Submit”

    NEW: Send a copy of the detailed invoice to fax# (505) 277-9286 or
     email a scanned copy to UNMInventory@salud.unm.edu




                                                                     29
   State of NM Higher Education Department
    (HED) Procurement Code requires that any
    SINGLE PIECE of equipment whose purchase
    price is > $10,000 must be charged to a plant
    fund index

   Departments must use plant fund index
     Funds have “P” in Description
         For example, 2PXXX, 3PXXX, etc.
     Program code for the index will be P501
     Find index in E-Print – FGRACCI or
      FTMACCI
     Contact Credit, Collections & Merchant
      Services at 277-7713 if you have any
      questions
                                                    30
Source:
    Purchased with Agency Funds
    Physically furnished
      Title retained by agency
      Regardless of cost, all government property will be
       tracked
      Blue tags for U.S. Govt. equipment
      Account code# 9040
      Notify Alex Campos 7-0252
      ACampo02@salud.unm.edu




                                                             31
These assets need to
   be transferred
        to…




                        As soon as decision to transfer is made – contact
                         Alex Campos at 7-0252 or
                       ACampo02@salud.unm.edu
                        Provide a complete list of items to be transferred
                         including:
                            Asset number
                            Description
                            Serial number
                            Manufacturer
                            Original Cost
                            Grant number, if applicable
                            Non-tagged items

                                                                              32
   Keep a copy for your records
   Submit via e-mail or Campus mail
   All certification sheets must be signed
       PDF or mail

   New inventory contact, use Inventory Contact
    form
   Attach all adjustment forms with backup
    documentation and appropriate signatures!
   Follow-up Inventory Reviews
   Due Date:
        Friday, December 9, 2011
                                               33
   In person
     University Services, 1128 University Blvd. NE
     Office hours: 7:30 am to 4:30 pm
     Closed for lunch 12:00 to 1:00 pm
        Note: MS 11:30-12:30
   Campus Mail
     MSC12 7020
   Fax
     277-9286


                                                34
Beginning in FY 2009, if an equipment
inventory report is not submitted within 30
days of the due date, January 9, 2012 the
Department’s Dean, Chair, or Director will
be notified that Inventory Control will
contact an outside inventory firm to perform
the Department’s inventory.



                                               35
The cost of this inventory will be $35-$40/per
 hour and the Department will bear all costs
 of this outside inventory firm. The
 department’s accountant will simply
 “Request A New PR” on-line at
 www.unm.edu/~univserv/.
 The Department will also be expected to
 provide a staff member to assist the outside
 firm in the completion of the inventory.


                                                 36
Call 277-7715 or e-mail
UNMInventory@salud.unm.edu for an
extension before the due date




 December 9, 2011


                                    37
   Here’s your opportunity to ask questions –
    don’t be shy 
   E-mail us at
    UNMInventory@salud.unm.edu
   Call us at 277-7715



                                                 38

				
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