Professional Documents
Culture Documents
Office
Department
Asset Custodian
Training
Controllers Office
Capitalized Asset
Management
Introduction
The head of a custodial department
and the Principal Investigator have
primary responsibility for the care,
maintenance, records, physical
inventory, control, and disposition of
inventorial equipment and other
University or extramurally-funded
property. UCOP BUS-29, Section
C
Controllers
Introduction
The purpose of this workshop is to acquaint YOU as asset
custodians with policies and procedures, tools and
resources that are available to you in caring for the
Universitys capitalized assets.
You can thus fulfill the goal of safeguarding the high-value
assets of the University in the best manner possible.
Controllers
Controllers
A couple of definitions
Capital Asset - Any purchase of physical equipment with a
cost greater than or equal to $5000- (including sales tax,
start-up supplies, delivery, and installation) with a useful
life greater than one year.
For example, if you purchase a piece of equipment
for $4800- it will most likely be considered a Capital
Asset after taxes, etc.
Custody Code The custody code is a 4-digit code issued
by CAM at the behest of the department. Each custody
code requires a custodian who is responsible for tracking
the equipment. Departments are required to supply a
custody code number to Procurement Services when a
requisition is created.
Controllers
Controllers
Controllers
Controllers
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Controllers
Property Tag
Controllers
Definitions
For discussion purposes today the
only definitions that will be included
are those required to create an asset
file in PeopleSoft and for reporting to
UCOP. However, the manual lists
many others and the custodians
should be familiar with all of them.
Controllers
Definitions (continued)
- CAAN/Location An up to 8-digit code representing
building AND room. Federal Regulations require both
building and room number.
- Custody Code The custody code is a 4-digit code issued
by CAM at the behest of the department. Each custody
code requires a custodian who is responsible for tracking
the equipment. Departments are required to supply a
custody code number to Procurement Services when a
requisition is created.
Controllers
Definitions (continued)
Inventorial Equipment
A single unit,
freestanding,
non-expendable,
with a cost (including sales tax, delivery, and start up
accessories and supplies) equal to or greater than
$5,000.00.
Property Number A nine-digit number printed onto a
barcode tag that is affixed to the equipment as a unique
identifier.
Controllers
Definitions (continued)
Groupings within the 9 digits
nn+nn+n+nnnn
First two digits year asset was added to
the asset inventory (last 2 digits)
Second two digits UC Campus that
originally acquired asset (e.g. 10=Berkeley;
20=S.F.)
Fifth digit (under UCSF) - 0 for Campus, 3
for Gallo Clinic, 5 for Medical Center, and 9
for Vehicles.
Last four numbers - issued sequentially to
uniquely identify each asset.
Controllers
Definitions (continued)
Manufacturer The company that produces or OEMs the
equipment
Model Number The number assigned by the company to
identify specific versions of equipment.
Description This is a simple one or two-word field to help
the custodian locate equipment.
EQ Code A 5-digit (one alpha and 4 numeric number) code
that is based on the type of equipment and is used by
UCOP to calculate depreciation.
Controllers
Primary Responsibilities
1) Change of Custodian
Custodian Maintenance Form
2) Property Tag
3) EIMR form
All additions to inventory
All removals of equipment
Change of Custodian
Fill out Custodian Maintenance form.
Include all custody codes the change
is applicable to.
Obtain approval (sign off) from the
Financial Administrator or Business
Officer.
Send or email the form with Section
2 completed to CAM.
Controllers
Primary Responsibilities
1) Change of Custodian
Custodian Maintenance Form
2) Property Tag
3) EIMR form
All additions to inventory
All removals of equipment
Property Tag
Controllers
Primary Responsibilities
1) Change of Custodian
Custodian Maintenance Form
2) Property Tag
3) EIMR form
All additions to inventory
All removals of equipment
4) Biennial Physical Inventory
5) Physical Inventory Audit
Controllers
Provided by
CAM
Lets us
know
what you
want to
do.
Item
Descripti
on
1)
Surplus
2)
Transfer
to another
departme
3)
nt Sale
4)
Remarks,
always
include
Signatur
es
Controllers
New Assets
Equipment may be added to a
departments inventory in the following
ways:
- A Purchase Order is processed through
Procurement Services.
- A Lease Agreement > $100,000 total
value
- A department receives a gift (cleared by
Development Office)
- Equipment is transferred from another
institution or UC Campus
- Equipment is borrowed from an outside
institution
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Controllers
Retiring Assets
1)Send to Surplus Sales for public sale
or disposal.
2)Destroyed or cannibalized for parts
3)Stolen. EIMRs reporting stolen
equipment MUST include a police report
number.
4)Intercampus Transfer
- letter from department head
- Other campus EIMR with signature of
recipient campus equipment manager
- EIMR from department
5)Lost
Controllers
Controllers
Primary Responsibilities
1) Change of Custodian
Custodian Maintenance Form
2) Property Tag
3) EIMR form
All additions to inventory
All removals of equipment
Controllers
What Is At Stake?
Federal funding requires system-wide
compliance with their asset management policy
and procedures
Certification as a Federally compliant research
facility is contingent on adherence to established
guidelines
UC Office of the President financial reporting
requires up-to-date inventory information
Campus Facility and Administration (F&A)
rate is affected and
Insurance payments in case of loss, theft, or
disaster hinges on substantiation of location
recorded in the system.
Controllers
PROCESSES
List of Assets
List is arranged first by building code/room number,
then by property tag number and furnished in both
PDF and Excel file formats.
Instruction Sheet
Link to online tools
Tools include schedules, forms, building code lists,
comprehensive information and instructions and
other resources helpful toward a successful
completion.
10/4/2013
Process (continued)
During the inventory process the
custodian should verify the following
attributes which can be changed if
necessary:
Location - Building (CAAN) and room
number
Description
Manufacturer/Model Number
Serial Number (should be provided if not
listed)
Controllers
Process (continued)
Attributes that cannot be changed by
the department are:
- Property Tag Number
- Cost
- Original Dept ID/Fund
Controllers
Primary Responsibilities
1) Change of Custodian
Custodian Maintenance Form
2) Property Tag
3) EIMR form
All additions to inventory
All removals of equipment
PROCESSES
PROCESSES
EPILOGUE
FAQs
Policies
Procedures & Job Aids
Training
Forms
Contacts
http://controller.ucsf.edu/
http://controller.ucsf.edu/
Controllers
http://controller.ucsf.edu/
Controllers
http://cpbc.ucsf.edu/
EPILOGUE
If I cant help,
I will find someone who can.
The End