Fixed Assets is tasked with tracking University equipment from the time it is purchased until it is disposed of in accordance with NCSSPA rules and regulationsThis includes: – Recording/updating identified assets in Banner.– Physically tagging equipment– Reporting results to Comptrollers office– Performing annual inventory spot checks

UNC-Business Process Standards require all universities within the UNC System to follow system-wide Capital Assets Standards.  These include a requirement for the Fixed Assets Office to tag equipment within an average of 60 days. 

The Fixed Assets Office must report quarterly the percentage of equipment tagged within this timeframe.  These results are submitted to UNC – General Administration.  Departments that have a large amount of untagged items could cause the university to be noncompliant with the UNC-BPS Standards.  

Noncompliance will trigger increased monitoring by UNC-GA and will be communicated to the Vice Chancellor level.  Our office will have to provide a detailed explanation and a plan to improve our tagging process. 

Appointments to tag equipment are important to maintain control over the assets of the university.  Please adhere to your tagging appointments and make every effort to have your equipment tagged quickly.

1. Equipment with a purchase (or donation/gift) cost of $5,000 or more and useful life of 2 or more years is capitalized...all University funds

2. EDP equipment (computers/laptops) with a purchase cost of $2,500 or more is tracked...all funds

Note: Departments are responsible for tracking all assets, equipment, and supplies below these thresholds via an internal process

Banner Account Codes – used on purchase orders, and any equipment expenditure

When invoices are paid against a Capital equipment account code, Banner creates an O-tag that is extracted to the Fixed Assets’ System

Fixed Assets reviews PO, invoice, etc. and identifies FA’s.

Tagging appointment is scheduled and location of equipment is verified at that time.

A complete listing of all Banner Account Codes is available via the System’s Coordination website at

http://www.ecu.edu/syscoord/ • ODS Quick Queries

Banner Account DescriptionsFixed Assets provides an Equipment Account

Code listing on our website at

http://www.ecu.edu/cs-admin/purchasing/centralstores/FixedAssets.cfm

Equipment Status Changes

This form is filled out when one department is transferring a fixed asset to another department.

It must be a completed form, with all information and signatures to be valid.

Keep a copy for your records and submit to FA.

If not signed by receiving department, the inventory stays on the originators FYYF139.

If you are transferring to one of your organizations, please e-mail FA.

Appropriate process and paperwork is required to relocate equipment within a department

Step 1: Enter a Work Order Request for Moving Services via the Facilities Services’ WEB Asset/Work Management SystemList each item in detail including quantity and ECU tag #Maintain a copy of your moving request and request #

Step 2: Complete an Equipment/Furniture Relocation Request Form (EFRF); when submitted the EFRF will go to Moving Services and a copy automatically to the Fixed Assets’ OfficeECU tag #, new room #, and building numbers requiredMaintain a copy of your EFRF for your inventory recordsComplete Step 2 even if you do not use Moving Services

to move the equipment These steps will ensure the location of equipment in the Fixed

Assets’ System is changed appropriately and accurately

Permission for removal of University-owned property may be granted only for University business and not for personal use

Going Off-site Equipment Tracking Form should be completed with the appropriate Department Head’s signature Indicates the period of time the property is to be off campus, a

justification, ECU tag number if appropriate, and description of item

If property is to be off campus for over a week, this form must be sent to the Fixed Assets Office for tracking

Annual Off Campus Equipment Tracking Form can be used for equipment checked out on an annual basis (i.e. laptop) This form must be updated before the annual inventory. The

equipment must be returned to campus for the actual inventory.

Used equipment can be offered as a trade-in allowance when soliciting bids or on small purchases

Trade-in must be pre-approved by State Surplus Property Property Trade-In Form and the quote is submitted to

Fixed Assets to initiate the approval process. When approved, it is attached to the requisition when submitted to Materials Management.

Materials Management will need to know up front that the department has equipment they wish to trade in.

The correct account code needs to be used, taking into account the total cost of the item, including the trade-value.

The equipment cannot be released or transferred to the vendor until approved by State Surplus and properly documented by Fixed Assets.

Contact Laura Williams 328-9931/Matt Clark 328-9941

TRADE-IN APPROVAL TO: State Surplus Property Officer, Division of Surplus Property FROM: Laura Williams 252-328-9931 williamsl@ecu.edu ECU Surplus Property DATE: 3/10/2014 RE: Trade-in Approval Request We are requesting approval to trade-in the following item(s):

Description of Item(s) to be traded in: FAS # : Original Purchase price total: $ Date of Purchase(s): Current Condition: Name of Vendor Offering Trade-in Allowance: Description of Replacement Item: Price of Replacement Item Before Allowance: $ Amount of Trade-In Allowance: $ Final Purchase Price: $

Advantage, Justifying Trade-in over other disposal options: ____________________________________________ Date: ___________ Approved

(Authorized Agency Approver) APPROVED DENIED (Reason will be given) ____________________________________________ Date: ___________ State Surplus Property Officer

Contact the proper authorities for any stolen equipment or goods (regardless of cost)Police

ECU Police (on campus)Local Police (off campus)PCMH Security (BSOM)

Campus Attorney SBI report – forwarded to Int Audit

Fixed Assets’ Office Items will be recorded as stolen and removed from departmental inventory records

Transfer outside of ECU◦ Department needs to forward a memo to Fixed Assets

for approval prior to transfer◦ Must be approved by State Surplus Property◦ Transfers are made only to Non-profit or Government

agencies at fair market value Donations / Gifts

◦ Are recorded in the Office of Gift Records◦ Items $5,000 ($2,500 for IT equipment) and a life

expectancy of 2 years will be tagged by Fixed Assets◦ Inventory Control Form is needed by Fixed Assets to

initiate the equipment inventory process

If equipment becomes unserviceable due to obsolescence or excessive repair costs but which still has serviceable component parts that can be used to repair, modify or maintain other similar pieces of equipment, the irreparable item can be cannibalized.

Computers cannot be cannibalized.

Tracking Inventory

The University is required by the State to take an annual equipment inventory

Each department is accountable for their inventory and is responsible for verifying their inventory and reporting any changes or corrections to Fixed Assets

Fixed Assets will post annual inventory reports in October each year via E~Print

To access E~Print, permission must be granted via the Banner Security Request Form on OneStop

These are the two reports that you will need, FYYF139 and FYRF135. Not every organization has a FYRF135 Lost Inventory. Click on the PDF icon.

This is what the FYYF139 will look like when brought up.

Scroll down until you find your organization(s).

Click down until you see the last page of your organization.

Always make sure you get the signature page.

The department should physically locate each piece of equipment on the list.

Updates or additions need to be written in red. Common changes would be to condition, location, adding the serial or model number and est. useful life.

Est. Useful life can never be less than 2 years. So please think of 2 as zero.

If a fixed asset is on your inventory that should have been removed due to any of the circumstances that we have covered, provide a copy of the paperwork.

ASSET NUMBER

Never less than 2 years.

Equipment remains on Lost Inventory for 2 years

A reasonable explanation must be submitted to justify why a piece of equipment is considered lost.

If an item is found, please note it on the paperwork and it will be spot checked to verify the status and updated in Banner.

This report is submitted to Internal Audit Vice Chancellors are notified of any lost

equipment

Fixed Assets Inventory Verification Guidelines for Departments are available on the Fixed Assets

Home Page at http://www.ecu.edu/cs-admin/purchasing/

centralstores/FixedAssets.cfm

Administrative Heads of each unit are responsible for the custody and proper care of equipment within his/her unit

Each unit’s inventory is subject to audit by◦ NC Dept. of State Auditors◦ Internal Auditors◦ Fixed Assets Office Spot Inspections

All material, equipment, or supplies purchased with any University fund is the property of the State and must be accounted for and disposed of in accordance with NCSSPA guidelines.

Departments are accountable for all inventory

Fixed Assets tracks, records, and reports capitalized inventory

Departments are accountable for all equipment and goods under their control that do not meet the $5,000 tagging threshold (or $2,500 for EDP equipment)

Departmental inventory reports are to be maintained and updated annually

Internal inventory is subject to audit Internal reports are not submitted to Fixed

Assets

Property Equipment Tracking System is in place to provide a method of turning in items to Surplus.

When entering an item that is a FIXED ASSET take care to include the ECU tag number and a serial number.

Every item receives a PETS tag, which is a bar code label. Do not put in multiples, use the clone option.

Keep a copy of the DR for your records. This tag provides a means of tracking the item

until it is disposed of. Remember, ALL material, equipment or supplies

purchased with ANY University fund is the property of the State.

“The way an Agency treats it’s surplus is an indication of what type of group it is.”

Robert RiddleNC State Surplus Property Officer

When items have moved to the Surplus Warehouse via Moving Services, they are checked in by scanning the PETS label, or M-tag.

Fixed Assets are identified, then transferred to Surplus in Banner.

It is at this time it is decided what category the surplused item falls into and which disposal method will be used.Recycle-Metal or PowerhouseBack on Campus (includes supplies):

Staff/Faculty & Non-Profits.NC State Surplus Bid Site: Non-profit and PublicSurplus Retail Sale: Public Sale

ECU Surplus Property is located at 1104 Clark Street Building 214D. This is on the corner of 10th and Clark.

Departments can view Back on Campus items.

Open from 8:15-11:45(lunch) 1:15-3:00◦ The exception to this is on the 1st Thursday of the

month. Closed for the cash sale all day. You do not need an appointment.Once you have chosen the items, place a work

order with Moving Services. Please remember that this is a non-conditioned

building, so dress appropriately.

One of the methods that we use to recycle items no longer needed on campus is through the NC State Surplus Property Agency bid website.

www.doa.state.nc.us/ssp/ ECU Surplus usually has 8-10 bids open at

all times. Bid items are often items that would not

easily sell on the retail section.

Sales are conducted the first Thursday of each month.

Employees cannot purchase merchandise for University use.

Preview of available items is held on the Wednesday prior to the sale

Thursday: 8:30am-11:00am Cash Only/All items sold “as is”/No

Returns/First come, First served basis.

Fixed Assets Website

http://www.ecu.edu/cs-admin/purchasing/centralstores/FixedAssets.

cfm

Please contact us Laura Williams at 328-9931/

williamsl@ecu.edu Matt Clark at 328-9941

/clarkm@ecu.edu fixedassets@ecu.edu

Thank you for attending

We welcome your feedback and input