fixed assets

Reporting & Fixed Assets

FIXED ASSETS Presented by : Aaron Helfenberger and Karen WorthyReporting & Fixed Assets

Our goal is to educate you on the processes, procedures, and everyday activities of the Reporting & Fixed Assets office.AgendaWhat is a fixed asset and why is it important?

How is a fixed asset acquired?

How do you maintain and dispose of fixed assets? (FORMS)

Annual Inventory

Individual Responsibilities

3What is a Fixed Asset?A fixed asset is defined as University property such as land, buildings, and equipment, with a total cost equal to or greater than $5,000, and a useful life of two or more years.

EXCEPTION: Software must be over $100,000

Examples of Fixed AssetsBuildings

Infrastructure

Art Collections Campus Vehicles

Equipment

Expanded DefinitionTotal Costs = purchase price + other costs incurred to place the asset in its location and condition for useShipping/delivery costsInstallation/set up feesInterest costs, legal fees, etc. incurred during the construction of an asset (i.e. buildings)

DOES NOT APPLY:Service contractsExtended warranties

Maintenance CostsMaintenance costs are expenses incurred to keep assets in normal operating condition and to help maintain the original use of the asset.

Maintenance costs do not extend the life of an asset beyond the expected useful life.

Examples: repairs, replacement parts, painting, service agreements, etc.

MAINTENANCE COSTS = FIXED ASSETCapitalization & DepreciationA fixed asset becomes capitalized when it is recorded on the financial statements as an asset.

A fixed asset is depreciated by allocating the cost of the asset over its useful life.Straight line method (total cost-salvage value/useful life)NOT depreciated: land, certain land improvements, construction-in-progress, works of art/historical treasuresUNC Charlotte Total Assets ($1,444,209,946)Fixed Assets ExpendituresUNC Charlotte Fixed Assets by TypeFacts and FiguresApproximately 4,995 capitalized fixed assets

As of June 30, 2013, total fixed assets were $1,018,489,762 or approximately 71% of UNC Charlottes total assets

University fixed asset expenditures have increased by 85% in the last 5 years

The Fixed Assets officeImplement and follow policies set by the Office of the State ControllerFollow FIT Standards issued by UNC SystemEnsures fixed assets are:properly acquiredaccounted formaintaineddisposed ofPolicy Statement #601.15CONTROL AND MANAGEMENT OF UNIVERSITY EQUIPMENT & OTHER PROPERTYAvailable at http://legal.uncc.edu/policies/up-601.15 (formerly policy # 79)

Highlights:Fixed assets definitions Responsibilities for each level of staff involved with fixed assets Obligated to comply with fixed assets procedures

Supplemental Procedures to Policy #601.15 highlights:Requirements during Annual InventoryProcess for lost and stolen assetsFixed Assets Website

How is a fixed asset acquired?Capital Improvement Projects (Budget Office)

Entering requisitions in 49er Mart

Question # 1The $3,000 repair of the heating element on the pretzel cart is a fixed asset. TRUE OR FALSE

Answer # 1The $3,000 repair of the heating element on the pretzel cart FALSE, IT IS A REPAIR

Question # 2The one year service contract that costs $22,000 for tuning the concert piano is a fixed asset.

TRUE OR FALSE

Answer # 2The one year service contract that costs $22,000 for tuning the concert piano FALSE, IT IS A SERVICE CONTRACT

Question # 3What is not included in the total cost of a fixed asset?

Shipping Installation Extended Warranties

Answer # 3What is not included in the total cost of a fixed asset?

Shipping Installation Extended Warranties

Question # 4Which one of these is a capitalized fixed asset?EquipmentLandArtBuildingsAll of the Above

Answer # 4Which one of these is a capitalized fixed asset?EquipmentLandArtBuildingsAll of the AboveFixed Asset Requisition ProblemsProblems with descriptions and quantity

Problems with lack of information in Internal Notes

Problems with account codesExample 1

Poor Requisitions (Example 1)

Problem With Example 1: Unclear Description (GEM e4)

Solution:Enter Laymans Term Description in Internal Notes orattach Internal Document providing information.Example: Electric Vehicle

Reason:Informs Fixed Assets on what the asset is and assigns an identifiable name for Inventory purposes. 49er Mart

Example 1 - Corrected

30Example 1 - Corrected

31Example 2 -Server



Problem With Example 2:Assets are being purchased out of one account when multiple accounts should be used Solution:When purchasing assets, be sure to purchase each asset out of its proper account Reason:When proper accounts are not used, expense accounts are incorrect and financial statements will be inaccurate. Example 2 - Corrected

36Example 2 - Corrected

Example 2 - Corrected

49er Mart

Example 2 - Additional

Example 3Bioreactor




Problem With Example 3:No reference to the related items included in the asset. Non-capital items appear to be purchased out of the incorrect account.

Solution:Reference the items included in the asset.Example: (Items 1-8 all make up one asset - Bioreactor)

Reason:Not referencing all items included in the asset allows the asset to be capitalized below its true value.Example 3 - Corrected

Fixed Asset Account Codes

Account Codes (continued) Maintenance Contracts/Service Agreements: Contracts between the University and a vendor specifying a level of ongoing support for a product or piece of equipment. Maintenance agreements often cover a one-year or longer time period. Account Codes (continued)Support Services: Services purchased from independent contractors or external organizations for professional and consultative personal services. These services are needed for maintenance and/or ongoing operations and cannot be provided by the current staff. Such services are normally procured when there is no maintenance contract or service agreement to fall back on. An example of this type of expense would be payment for support services related to software when there is no maintenance contract or service agreement in place.Account Codes (continued)Repair & Maintenance Services: A one-time or short-term agreement between the University and a vendor to remediate a problem with a product or piece of equipment. Often the agreement rate is based upon an hourly labor charge plus parts and supplies. Both parts and labor are recorded in the same account. Note that repairs are corrective and restorative following wear and deterioration; maintenance is preventive and anticipatory.Account Codes (continued)Software Accounts:

Software is only capitalized if over $100,000. Any software purchased under $100,000 is coded as non-capital.

Account Codes (continued)Software Accounts

Software is only purchased out of a software account if it is software that can be installed and operated on multiple assets, including replacement assets, if the original equipment fails.

If an asset is purchased and software is purchased with the asset that can only operate with the related asset, then the software will be purchased out of the same account as the equipment.Capital Project Account Codes

Requisition Reminders! Enter an understandable asset description

Use the correct account codes for each line item

Utilize Internal Notes to communicate all important asset related information.

49er Mart Requisition

Question # 1You just purchased a microscope for $6,200. Which account code will you use?

942220 PC/Workstation/Printer Non-Capital944540 Science Equipment > 8 year life Capital940501 Office/Reception Capital944010 Science Equipment Non-Capital

Answer # 1You just purchased a microscope for $6,200. Which account code will you use?

942220 PC/Workstation/Printer Non-Capital944540 Science Equipment > 8 year life Capital940501 Office/Reception Capital944010 Science Equipment Non-Capital

Question # 2You just purchased software for an i-Security Server that costs $8,600 and the software can operate on multiple servers. Which account should you use?

942560 SoftwareServers Capital942060 Software-Servers Non-Capital927340 Maint ContractServer Software942040 Software-Mainframe Non-Capital

Answer # 2You just purchased software for an i-Security Server that costs $8,600. Which account should you use?

942560 SoftwareServers Capital942060 Software-Servers Non-Capital927340 Maint ContractServer Software942040 Software-Mainframe Non-Capital

Question # 3You are purchasing a server. Along with this server, you are purchasing a 1 year support agreement for $7,000 to address any complications. Which account code should you use for the support agreement?

928320 Repairs/Maint-Servers920300 Consult Fee Server Support Services942230 Server Equipment Non-Capital927350 Maint Contracts-Servers

Answer # 3You are purchasing a server. Along with this server, you are purchasing a 1 year support agreement to address any complication for $7,000. Which account code should you use for the support agreement?

928320 Repairs/Maint-Servers920300 Consult Fee Server Support Services942230 Server Equipment Non-Capital927350 Maint Contracts-Servers

Question # 4The printer you previously purchased is not functioning correctly now. A service agreement was never purchased for this equipment. Today you called the vendor for technical assistance and were charged $250. What account code should you use?

928320 Repairs/Maint-Servers920250 Consult Fee PC/Printer Support Services942230 Server Equipment Non-Capital927350 Maint Contracts-Servers

Answer # 4The printer you previously purchased is not functioning correctly now. A service agreement was never purchased for this equipment. Today you called the vendor for technical assistance and were charged $250. What account code should you use?

928320 Repairs/Maint-Servers920250 Consult Fee PC/Printer Support Services942230 Server Equipment Non-Capital927350 Maint Contracts-Servers

Fixed Assets FormsEquipment Disposition/Transfer Form

Fabricated Equipment Form

Off Campus Location Form

Trade-In Form

Transfer Approval Form

Fixed Assets Equipment Disposition/Transfer FormFor assets that are: - Surplused- Stolen (plus Police Report)- Traded-In- Transferred- Lost/Missing (plus statement of attempts to locate) - Custodian name change - Room/building change

Capital Fabricated Equipment Fabricated Equipment is defined as tangible property that is built or assembled from individual parts that have a combined cost of $5,000 or more and a useful life of 2 or more years.Fabricated Equipment FormThis form must be completed when a department begins to build an asset that will be fabricated. It must be forwarded to the Fixed Assets department.

Fabricated Equipment SpreadsheetSecond, the department will keep track of each item that is attached to the fabrication using the Fabricated Equipment Spreadsheet.

Use the Fabricated Equipment account code 944085.

Reference name of the project in the internal note (49er Mart)

Complete and return to us on June 15 for each fiscal year.

Off Campus Location FormTo be used when an asset is located off campusRisk Mgmt signature is only required if department obtains insurance.Examples: Equipment used at the NC Research Campus in Kannapolis Backup servers located in another state

Off Campus Location Form page 2

Trade-In Approval Form4 signatures are required

To be completed in addition to Disposition/Transfer Form

Transfer Between Agencies Approval Form

To be completed in order to transfer fixed assets to and from the University

To be completed in addition to Disposition/Transfer Form

Grant Transfer Approval Form

To be completed with the Transfer between Agencies Approval Form and sent to the Office of Grants & Contracts Administration (formerly Research Cost Management)

Needs Vice Chancellor of Business Affairs approval

Grant PropertyGrant property that costs over $5,000 is bar coded and accounted for by the Fixed Assets department

Purchases of equipment from grant funds must be made under established purchasing policies AND follow the terms and conditions of the grant

If a grant has additional requirements related to its fixed assets, contact the Office of Grants & Contracts (formerly Research Cost Management) to ensure all obligations are met

Under no circumstances can grant property be transferred without the written approval of the Vice Chancellor of Business Affairs

See Policy# 601.12 for more information: (formerly policy # 56) http://uncc.edu/policies/up-601.12

Gift PropertyGift property that costs over $5,000 is bar coded and accounted for by the Fixed Assets department

Acceptance of gifts should be coordinated with the Vice Chancellor for Advancement

Always view the equipment before accepting it

See Policy# 602.2 for more information: (formerly policy # 28) http://uncc.edu/policies/up-602.2

TaggingTag has a bar code and six digit number

Per FIT Standards, assets must be tagged within 60 days of invoice payment date

All fixed assets are physically tagged except for buildings, infrastructure, land, and mainframe software.

Annual InventoryInventory is conducted from August to June

Department liaisons will receive email notification from our office and will have 6 weeks to complete

Check your assets listed before Inventory Control comes to verify them

Custodian is responsible for making all assets available during inventory

Annual Inventory (cont.)Inventory Control department will physically check 100% of departments assets

Strongly recommended that laptops be tracked at the department level

After physical inventory, we will send you an updated list for your department head to sign and return to us within 10 business days.

Department Inventory Report2012-2013 InventoryPrinted name of Inventory Clerk:ORG Code:12800Round:Printed name of Department Contact:Ron GreerInventory Key:Department Name:Receiving & StoresAug Rnd 1 F = FoundDepartment Contact:Ron GreerBy Signing, I confirm that there are no changes to the listed assets other than those noted on this form NF = Not FoundPhone Number:(704) 687-0369Signature of Department Contact: S = Surplus (requires Disposition Form)[email protected] Required to be obtained by Inventory Control prior to leaving the department ST = Stolen (requires Disposition Form# of Assets:15Total Inventory Value:$243,625.93 and Police Report)Result of Physical Inventory (see key at top right)CORRECTIONS Noted Below (when applicable)Information Currently in Fixed Asset SystemLocation should beCustodian Name should beOther Changes as Noted (Including Clearer Description)... [For example: "MFKR s/b Kawasaki & serial # s/b QB0744-832]Asset #LocationDescriptionMFKRSerial #ModelAcquis- ition DateAcquisition CostCustodian NameCustodian Status000051627RS0000Utility Vehicle Club CarCLBCAR9534454852(S-2)1995/04/066,825.04Greer, Ronald P.EMPLOYEE000054947RS0000Van Ford MinivanFORD1FTDA14U2TZB35238(74403-R) Aeros1996/05/2915,850.09Greer, Ronald P.EMPLOYEE000065038RS0000Pickup TruckDODGE RAM1B7HC16Y31S7518071500 (PM 4241)2000/05/2214,474.41Greer, Ronald P.EMPLOYEE000067930RS0000Pickup Truck 1 Ton Cab W/Lift Gate &RailsDODGE3B6MC36511M540652(PM-6368) RAM2001/03/1223,645.12Greer, Ronald P.EMPLOYEE000072643RS0000ForkliftTOYOTA674617FGU252003/02/2524,152.03Greer, Ronald P.EMPLOYEE000077729RS00002005 Pickup TruckFORD1FTYR10DX5PA56298(7505) RANGER2005/01/2810,500.00Greer, Ronald P.EMPLOYEE000078477RS0000Pickup TruckFORD1FTRF12W85NB60974F150 PL 98352005/05/2013,782.00Greer, Ronald P.EMPLOYEE000080241RS0000Tiger Star Cargo VanTigerLS4BAB3D06GI22651(S-10) Star Va2007/04/3014,947.00Greer, Ronald P.EMPLOYEE000080790RS0000Box-Style Diesel Powered TruckSterlingJLSBBE1S17K000757(PK-6536)2008/03/0633,158.00Greer, Ronald P.EMPLOYEE000081220RS0000Commercial Grade Utility Vehicle (T-Mag)MagLKHNC1CH69AT10357(RS-1) T-Mag2009/05/138,724.00Greer, Ronald P.EMPLOYEE000081221RS0000Commercial Grade Utility Vehicle (T-Mag)MagLKHNC1CH89AT10358(RS-2) T-Mag2009/05/138,724.00Greer, Ronald P.EMPLOYEE000081222RS0000Commercial Grade Utility Vehicle (t_mag)MagLKHNC1CHX9AT10359T-Mag (RS-3)2009/05/138,724.00Greer, Ronald P.EMPLOYEE000081223RS0000Commercial Grade Utility Vehicle (T-Mag)MagLKHNC1CH69AT10360(RS-4) T-Mag2009/05/138,724.00Greer, Ronald P.EMPLOYEE000082151RS0000Commercial ForkliftHYSTERP005V03624JH90FT2011/01/2839,848.00Greer, Ronald P.EMPLOYEE000082880RS0000Kawasaki Mule 4000 2 Passenger Utility VehicleKAWASAKI1AFCP16CB502825MULE 40002012/05/3011,548.24Greer, Ronald P.EMPLOYEE

Final Inventory Report (needs signature!)

Missing AssetsA missing asset list is compiled during the Annual Inventory.

The Fixed Asset department will email departments a list of assets that were missing.

University departments confirm if assets have been found or not.

Inventory Control re-verifies any assets that have since been found.

Final missing assets are forwarded to the Vice Chancellor of Business Affairs, Department Heads, and Internal Audit. They are also included on the State Bureau of Investigation Report.Department Head ResponsibilitiesTake adequate precautions to ensure that arson, damage, theft, embezzlement, or misuse of any asset is prevented.

Comply with University, State, and Federal policies and guidelines regarding inventory verification, inventory disposal, and reporting lost or stolen inventory.

Upon a change in management, conduct an internal review and account for all assets (Recommended by FIT as Best Practice).

Property Liaison ResponsibilitiesAssist with tagging of assets and Annual Inventory

Locate department assets before your scheduled inventory verification

Notify Fixed Assets department of changes in the status of assets (i.e. stolen, lost, location change, missing/defaced tag, transfers, surplus, traded in) (Use Fixed Asset Equipment Disposition Form for this)AccountabilityFixed Assets have become more scrutinized in recent years during state audits

Not following correct policies and procedures leads to audit findings

Could lead to restrictions on how we spend state funds!Question # 1If you have equipment/supplies you no longer need and use, you can give it away to another department or state agency for their use by sending them an email to tell the to come pick it up.

TRUE

FALSE

Answer # 1If you have equipment/supplies you no longer need and use, you can give it away to another department or state agency for their use by sending them an email to tell the to come pick it up.

TRUE

FALSEQuestion # 2A Fixed Asset Equipment Disposition / Transfer Form should be completed when you:

No longer need or can use equipmentWant to transfer equipment or supplies to another departmentAn asset cannot be located during annual inventory processYou want to loan equipment to another institution, agency, etc.All of the above

Answer # 2A Fixed Asset Equipment Disposition / Transfer Form should be completed when you:

No longer need or can use equipmentWant to transfer equipment or supplies to another departmentAn asset cannot be located during annual inventory processYou want to loan equipment to another institution, agency, etc.All of the above

Question # 3During the inventory process, the department liaison should:

Know the location of every asset listed on their departments reportAccompany Inventory Control as they verify the list of assetsMake any corrections or additions to the inventory listAll of the above

Answer # 3During the inventory process the department liaison should:

Know the location of every asset listed on their departments reportAccompany Inventory Control as they verify the list of assetsMake any corrections or additions to the inventory listAll of the aboveQuestion # 4If more than one purchase order is being used to build one asset that will total $5,000.00 or greater you must complete a ______________ form and forward to Fixed Assets before fiscal year end.

Disposition Transfer FormOff-Campus Equipment AgreementFabricated Equipment FormTrade-In Approval Form

Answer # 4If more than one purchase order is being used to build one asset that will total $5,000.00 or greater you must complete a ______________ form and forward to Fixed Assets before fiscal year end.

Disposition Transfer FormOff-Campus Equipment AgreementFabricated Equipment FormTrade-In Approval Form

Important TakeawaysAll employees are responsible for protecting the Universitys property

Use correct account codes and give full descriptions of assets for requisitions in the internal notes section in 49er Mart

Assets must be tagged within 60 days of invoice payment date

When applicable, complete the correct Fixed Assets forms and forward to us

Prepare for your Annual Inventory

Visit our website:http://finance.uncc.edu/controllers-office/reporting-fixed-assets/Reporting & Fixed Assets OfficeReese BuildingKendra CooksControllerTony GeorgesFinancial Reporting Mgr.(704) 687-5755Aaron HelfenbergerFixed Assets Officer(704) 687-5753Karen WorthyFixed Assets Accounting Tech.(704) 687-5754VacantFinancial Reporting Accountant(704) 687-5780Kim SeamansSr. Financial Reporting Accountant(704) 687-5752

Questions?

Sheet1AccountDescriptionAccountDescription948020Bldg Contingency Reserve - Cap948520Other Contingency Reserve - Cap948030Bldg Planning Expenses - Cap948530Other Struct-Planning Expense - Cap948040Bldg Design Contracts - Cap948540Other Struct-Design Cont - Cap948050Bldg Commissioning Agent - Cap948610Other Struct-General Cont - Cap948110Bldg General Contracts - Cap948620Other Struct-Electrical Cont - Cap948120Bldg Electrical Contracts - Cap948630Other Struct-Plumbing Cont - Cap948130Bldg Plumbing Contracts - Cap948640Other Struct-Masonry Cont - Cap948140Bldg Masonry Contracts - Cap948650Other Struct-Roofing Cont - Cap948150Bldg Roofing Contracts - Cap948660Other Struct-Erosion Control - Cap948160Bldg Erosion Control - Cap948670Other Struct-Mechanical Cont - Cap948170Bldg Mechanical Contracts - Cap948680Other Struct-Landscaping Cont - Cap948180Bldg Landscaping - Cap948700Other Struct-Grade/Fill/Clear - Cap948200Bldg Grade/Fill/Clear - Cap948710Other Struct-Asbestos Removal - Cap948210Bldg Asbestos Removal - Cap948720Other Struct-HVAC Cont - Cap948220Bldg HVAC Contracts - Cap948730Other Struct-Refrigerate Cont - Cap948230Bldg Refrigeration Contracts - Cap948740Other Struct-Elevator Cont - Cap948240Bldg Elevator Contracts - Cap948750Other Struct-Fire Protection - Cap948250Bldg Fire Protection Contracts-Cap948770Other Struct-Testing/Boring - Cap948260Bldg Telecom Contracts - Cap948810Other Struct-Legal/Advertising- Cap948270Bldg Testing/Boring - Cap948820Other Struct-Construct Survey - Cap948310Bldg Legal Fees/Advertising - Cap948830Other Struct-Project Inspect - Cap948320Bldg Construction Site Survey - Cap948840Other Struct-Miscellaneous - Cap948330Bldg Project Inspection Fees - Cap948850Other Struct-Telecom - Cap948340Bldg Miscellaneous Costs - Cap948910Land Acquistion Costs - Cap948341Bldg Fixed Equipment - Cap948950Land Improvements - Cap948350Bldg Acquisition Costs - Cap948960Land Legal/Record Fee - Cap948360Bldg Legal/Recording Fees - Cap948970Land Appraisal Fees - Cap948370Bldg Appraisal Fees - Cap948380University Contingency - Cap948390Construction Contingency - Cap

Sheet2

Sheet3

Fabricated Equipment Formform revised 4/14/2009

Fixed Asset Fabricated Equipment FormBefore completing this form please read the instructions located in the Instructions Tab

Please complete this form when constructing a system or apparatus from attachments/components.I. Equipment Information

a. Description of Equipment/System:

b. Name of Fabricated Project:

c. Location (Building Name & Room #):

d. Estimated Total Cost:

e. Responsible Department Name:Org Number:

f. Start Date:Estimated In-Service Date:

g. Check here if asset is: New Piece of Equipment Attachment to Existing Equipment

h. If the asset is attached to existing equipment, please provide the asset number of the existing piece of equipment

Asset #:

i. Estimated Life (Years to be used):

II. Department Approval(Custodian of Asset) Signature Required(Printed Name)Phone Ext. Date (Signature)

III. Sponsored Programs Approval (Signature only required if Grant Funds are used)(Printed Name)Phone Ext. Date (Signature)

Return this signed form to the Fixed Asset Office, Reese Building, Fourth Floor

Fabricated Spreadsheetform revised 4/14/2009

Fixed Asset Fabricated Equipment Spreadsheet

Name of Fabricated Project:Asset #Account CodeReq #PO #Inv #VendorFund #Attachment DateAmountDescription*Attachment (A) or Component (C )

Printed Name:Signature:Date:*Definition of Attachment: An attachment is an asset that is made to be attached to one specific piece of equipment and cannot operate by itself.

*Definition of Component: A component is an asset that can be attached to numerous pieces of equipment (ex. computer monitor) and also exist by itself.Please return signed form to the Fixed Assets Office, Reese Building, 4th Floor, by June 15th

InstructionsFixed Asset Fabricated Equipment InstructionsAs soon as a department realizes it will be building a piece of fabricated equipment it is important to follow the below instructions to ensure the asset is capitalized correctly. This process informs the Fixed Asset Office that there is a an asset or attachment being constructed.

1. Fill out and sign the Fixed Asset Fabricated Equipment Form that is located in the first tab and send it to the Fixed Assets Office, Reese Building, Fourth floor. This informs us that there is an asset that is being constructed and allows us to assign a tag number.

2. During the construction of the Fabricated Equipment, record each item that is attached to the asset in the Fixed Asset Fabricated Spreadsheet located in the second tab. Be sure to fill in each column with the appropriate information.

3. At year end, by June 15th, it is imperative that the responsible department send the completed Fixed Asset Fabricated Spreadsheet with all attachments that were added throughout the fiscal year to the Fixed Asset Office, Reese Building. This allows us to properly account for the fabricated equipment at fiscal year end.

Fabricated Equipment Formform revised 4/14/2009

Fixed Asset Fabricated Equipment FormBefore completing this form please read the instructions located in the Instructions Tab

Please complete this form when constructing a system or apparatus from attachments/components.I. Equipment Information

a. Description of Equipment/System:

b. Name of Fabricated Project:

c. Location (Building Name & Room #):

d. Estimated Total Cost:

e. Responsible Department Name:Org Number:

f. Start Date:Estimated In-Service Date:

g. Check here if asset is: New Piece of Equipment Attachment to Existing Equipment

h. If the asset is attached to existing equipment, please provide the asset number of the existing piece of equipment

Asset #:

i. Estimated Life (Years to be used):

II. Department Approval(Custodian of Asset) Signature Required(Printed Name)Phone Ext. Date (Signature)

III. Sponsored Programs Approval (Signature only required if Grant Funds are used)(Printed Name)Phone Ext. Date (Signature)

Return this signed form to the Fixed Asset Office, Reese Building, Fourth Floor

Fabricated Spreadsheetform revised 4/14/2009

Fixed Asset Fabricated Equipment Spreadsheet

Name of Fabricated Project:Asset #Account CodeReq #PO #Inv #VendorFund #Attachment DateAmountDescription*Attachment (A) or Component (C )

Printed Name:Signature:Date:*Definition of Attachment: An attachment is an asset that is made to be attached to one specific piece of equipment and cannot operate by itself.

*Definition of Component: A component is an asset that can be attached to numerous pieces of equipment (ex. computer monitor) and also exist by itself.Please return signed form to the Fixed Assets Office, Reese Building, 4th Floor, by June 15th

InstructionsFixed Asset Fabricated Equipment InstructionsAs soon as a department realizes it will be building a piece of fabricated equipment it is important to follow the below instructions to ensure the asset is capitalized correctly. This process informs the Fixed Asset Office that there is a an asset or attachment being constructed.

1. Fill out and sign the Fixed Asset Fabricated Equipment Form that is located in the first tab and send it to the Fixed Assets Office, Reese Building, Fourth floor. This informs us that there is an asset that is being constructed and allows us to assign a tag number.

2. During the construction of the Fabricated Equipment, record each item that is attached to the asset in the Fixed Asset Fabricated Spreadsheet located in the second tab. Be sure to fill in each column with the appropriate information.

3. At year end, by June 15th, it is imperative that the responsible department send the completed Fixed Asset Fabricated Spreadsheet with all attachments that were added throughout the fiscal year to the Fixed Asset Office, Reese Building. This allows us to properly account for the fabricated equipment at fiscal year end.

Trade-In Formrevised 4/15/2009Fixed Asset Trade-In Approval Form

Before completing this form, please read the instructions located in the Instructions Tab. This form is to be completed by the responsible department and forwarded for signatures. When all signatures are obtained, please send finalized form to the Fixed Assets Office, Reese Building, 4th Floor.

WE ARE REQUESTING APPROVAL TO TRADE-IN THE FOLLOWING ITEM (TO BE FILLED OUT BY DEPARTMENT)Name of Equipment:

Description of Item:

University Tag #:Original Purchase Price (Total):

Date of Purchase:Current Condition:

Vendor Offering Trade-In Allowance:

Name of Replacement Item:

Description of Replacement Item:

Please give a brief statement indicating the advantage to trade-in versus other disposal options:

Department Request(Department Head)Printed NameDate

Phone:Signature

TO BE COMPLETED BY PURCHASING OFFICETotal Cost of Replacement Item:Amount of Trade-In Allowance:

Final Purchase Price:

Purchasing Office RequestPrinted nameDate

Phone:Signature

Fixed Assets Officer ApprovalPrinted NameDate

Phone:Signature

State Surplus Property OfficerPrinted NameDate

Circle one:ApprovedDenied (Reason will be given):

Phone:Signature

InstructionsFixed Asset Trade-In InstructionsThere are times when it is advantageous to trade-in old equipment for new equipment; however, it is imperative that the University follow the proper procedures and guidelines.

1. Once a department realizes they will benefit from a trade-in, they should complete a University Equipment Disposition/Transfer Form and send it to Surplus Property, Receiving and Stores Building. The department should also complete the Fixed Asset Trade-In Approval Form located in the first tab of this spreadsheet and send it to the Purchasing Office. 2. Once the Purchasing Office approves the trade-in, they will then forward the Fixed Asset Trade-In Approval Form to the Fixed Assets Office for approval. Once The Fixed Assets Office approves the trade-in, they will then return the University Trade-In Approval Form to the Purchasing Office who will fax the form to the State Surplus Property Agency (SSPA) for approval. A fax cover sheet is located in the third tab of this spreadsheet with all information required to contact the State Surplus Property Agency.3. Once permission is granted from State Surplus Property, the Purchasing Office will then notify the department that it is okay to submit the requisition and follow through with the trade-in. Once the equipment is traded-in and the new equipment is received, the Purchasing Office must forward the completed Fixed Asset Trade-In Approval Form and the related PO # to the Fixed Assets Office, Reese Building, 4th Floor. The Fixed Assets Office will then properly account for the trade-in.

Fax Cover SheetFAX

To:Randy B. Lee, State Surplus OfficerFrom:Fax:919-854-2275Fax:Phone:919-854-2160Phone:Subject:Trade-In Approval RequestDate:Comments:

Transfer Between Agencies Form revised 4/15/09

Fixed Asset Transfers Between Agencies- Approval Form

Before completing this form, please read the instructions located in the Instructions Tab. This form is to be completed by the responsible department and forwarded for signatures. When all signatures are obtained, please send finalized form to the Fixed Assets Office, Reese Building, 4th Floor.

TO BE COMPLETED BY DEPARTMENTAsset Tag Number:Department:

Asset Description:

Original Purchase Price:Date of Purchase:Check here if 2nd page attached:

Current Condition of Asset:

Reason For Transfer:

Receiving Agency:

Receiving Agency Contact:Phone:Fax:

TO BE COMPLETED BY UNC CHARLOTTE PURCHASING OFFICESelling/Sending Agency:UNC Charlotte

Agreed Upon Sale Price of Asset:

Printed Name of Authorized ApproverTitle of Authorized Approver

Signature of Authorized ApproverPhoneDate

TO BE COMPLETED BY BUYING/RECEIVING AGENCY'S PURCHASING OFFICE

Name of Receiving Agency:

Address:

Contact:Phone:Fax:

Printed Name of Authorized ApproverTitle of Authorized Approver

Signature of Authorized ApproverPhoneDate

TO BE COMPLETED BY STATE SURPLUS PROPERTY AGENCY

Printed Name of State Surplus OfficerPhoneDate

Circle one:ApprovedDenied (Reason will be given)

Signature of State Surplus Officer

Additional Assetsrevised 4/13/09Fixed Asset Transfers Between Agencies- Approval Form (Additional Assets)Asset Tag #DepartmentAsset DescriptionOriginal Purchase PriceDate of PurchaseCondition of AssetGrant Related (Yes or No)Agreed Upon Sale Price of Asset

Printed Name of Sending Agency' s Authorized ApproverSignatureDate

Printed Name of Receiving Agency's Authorized ApproverSignatureDate

Printed Name of State Surplus OfficerSignatureDate

InstructionsInstructions for Transfers of Non-Grant Related Fixed Assets Between AgenciesIn the case that a UNC Charlotte department would like to transfer an asset to another Agency, the instructions below should be followed.1. The department currently possessing the asset should complete a Fixed Assets System Equipment Disposition/Transfer Form and forward the form to UNC Charlotte's Surplus Property Dept., Receiving & Stores Building. The department should also complete a Fixed Asset Transfers Between Agencies Approval Form and forward the form to the UNC Charlotte Purchasing Office. If multiple assets are being transferred the department should also complete the Additional Assets to be transferred spreadsheet in the second tab of this worksheet and forward this spreadsheet along with the Fixed Asset Transfers Between Agencies Approval Form.2. The UNC Charlotte Purchasing Office will then contact the Buying/Receiving Agency and negotiate a price for the asset. Once a price has been agreed upon, the Purchasing Offices at both Agencies must sign the Fixed Asset Transfers Between Agencies Approval Form and the Additional Assets to be Transferred spreadsheet (if applicable) and fax the form(s) to the State Surplus Property Agency (SSPA). A fax cover sheet is located in the third tab of this spreadsheet with all information required to contact the State Surplus Property Agency.3. Once approved, the SSPA will contact UNC Charlotte and inform us of the approval. The UNC Charlotte Purchasing Office will then send the Fixed Asset Transfers Between Agencies Approval Form and the Additional Assets to be transferred spreadsheet (if applicable) to UNC Charlotte's Surplus Property Dept., Receiving & Stores Building. Our Surplus Property Dept. will then enter the item into the SSP System. No property will be released to the Buying Agency until payment is received and verified by the SSPA. The SSPA will send the Buying Agency a "Notification-Award of Property" (invoice). Once payment is received by the SSPA, they will send a "Notification-Sale of Property" (release) to both the Seller and the Buyer.4. Once the process is complete, UNC Charlotte's Surplus Property Dept. will then forward all documentation to the Fixed Assets Office, Reese Building, 4th Floor.Instructions for Transfers of Grant Related Fixed Assets Between Agencies1. In the case that an agency would like to transfer grant related assets to another agency, the department responsible for the asset(s) must first send the Fixed Asset Transfers Between Agencies Approval Form and the Additional Assets to be transferred spreadsheet (if applicable) to the Sponsored Programs Office. 2. The Sponsored Programs Office will then review the terms and conditions of the grant to see if there are any restrictions regarding the transfer of the asset(s). The Sponsored Programs Office will then complete the Transfer of Grant Related Assets Form and forward this form along with the Fixed Asset Transfers Between Agencies Approval Form and the Additional Assets to be transferred spreadsheet (if applicable) to the Purchasing Office.3. The UNC Charlotte Purchasing Office will then contact the Buying/Receiving Agency and negotiate a price for the asset. Once a price has been negotiated, the UNC Charlotte Purchasing Office will send the Fixed Asset Transfers Between Agencies Approval Form, Additional Assets to be transferred spreadsheet (if applicable), and the Transfer of Grant Related Assets Form to the Vice Chancellor of Business Affairs for approval. Upon approval the Vice Chancellor will then return all completed forms to the Purchasing Office. With all required forms completed, both Purchasing Offices must sign the Fixed Asset Transfers Between Agencies Approval Form and the Additional Assets to be transferred spreadsheet (if applicable) and fax the forms to the State Surplus Property Agency (SSPA). A fax cover sheet is located in the last tab of this spreadsheet with all information required to contact the State Surplus Property Agency.4. Once approved, the SSPA will contact UNC Charlotte and inform us of the approval. The UNC Charlotte Purchasing Office will then send the Fixed Asset Transfers Between Agencies Form , the Additional Assets to be transferred spreadsheet (if applicable), and the Transfer of Grant Related Assets Form to UNC Charlotte's Surplus Property Dept., Receiving & Stores Building. Our Surplus Property Dept. will then enter the item into the SSP System. No property will be released to the Buying Agency until payment is received and verified by the SSPA. The SSPA will then send the Buying Agency a "Notification-Award of Property" (invoice). Once payment is received, the SSPA will send a "Notification-Sale of Property" (release) to both the Seller and the Buyer.5. Once the process is complete, UNC Charlotte's Surplus Property Dept. will then forward all documentation to the Fixed Assets Office, Reese Building, 4th Floor.

Transfr of Grant Related Assetsrevised 4/15/09Transfer of Grant Related Assets- Approval Form

TO BE COMPLETED BY SPONSORED PROGRAMS

Approved for transfer as requested by department

Disapproved

Reason for disapproval:

Printed Name of Authorized Approver

Phone:Fax:

Signature of Authorized ApproverDate

TO BE COMPLETED BY THE VICE CHANCELLOR FOR BUSINESS AFFAIRS

Approved for transfer as requested by department

Disapproved

Reason for disapproval:

Printed Name of Vice Chancellor of Business Affairs

Phone:Fax:

Signature of Vice Chancellor of Business AffairsDate

Fax Cover SheetFAX

To:Randy B. Lee, State Surplus OfficerFrom:Fax:919-854-2275Fax:Phone:919-854-2160Phone:Subject:Trade-In Approval RequestDate:Comments:

Sheet1revised 4/15/09Transfer of Grant Related Assets- Approval FormTO BE COMPLETED BY THE OFFICE OF RESEARCH COST MANAGEMENTApproved for transfer as requested by departmentDisapprovedReason for disapproval:Printed Name of Authorized ApproverPhone:Fax:Signature of Authorized ApproverDateTO BE COMPLETED BY THE VICE CHANCELLOR FOR BUSINESS AFFAIRSApproved for transfer as requested by departmentDisapprovedReason for disapproval:Printed Name of Vice Chancellor of Business AffairsPhone:Fax:Signature of Vice Chancellor of Business AffairsDate

Sheet2

Sheet3

fixed assets

Documents