Questions & Answers

Missing Documents and Incorrect Notification

Questions & Answers

Q. Can the Agency Acceptance Date be later than the date the item is physically delivered?A. Yes. It can vary predicated on how the contract is written whether the title change upon receipt or after inspection.Q. Is there any difference between the Acquisition date and the responsibility date required on the maintain asset screen? Should these two dates always be the same? A. Yes, these two dates should be the same. The Property Custodian should contact the LOR in cases that they believe these date should be different. Q. Often times any member of the staff will sign for packages delivered by FEDEX or UPS, etc., not knowing what is inside the package. Does this constitute receipt or when the package POC inspects and accepts?A. Yes. Unless otherwise written in the contract.

Questions & Answers

Q. What if the object code, etc. was wrong on the UPR? A. UPR represents payments that were made in the finance system. In most cases, a DLA or SLT will be required to correct the financial record. Q. On fund code is it 4 digest or 5. Like 01019 is on the UPR and on other docs it is 1019?A. Fund codes normally will be four digits. However the Fund code does not impact the UPR. Q. Why don't you use dashes for all entries or no dashes for all entries? Why complicate things? A. The format of the document is based on the acquisition source document which does not fall under the control of Personal Property.

Questions & Answers

Q. For agreement asset does it need a rec'd date stamp and signature from PC?A. No, when creating agreement assets PC will need to complete the same tasks as inventory assets the only difference is the PC will need to notify PPMB Finance Team before creating asset in SF. Q. Where do you get the document number when the purchase is with a credit card?A. The document number is a combination of the Last 6 digits of Purchase Card No., Transaction No. and Line No. (This information is obtained from the UPR or BC-704 Reports)Q. What do you mean the Acquisition cost, because we get two dollar amount. One that is the original cost and one that the GOV is charge ? A. Acquisition cost is the amount that it cost the government.

Questions & Answers

Q. Often we receive accountable property with non-accountable property on the same invoice, to include shipping costs. What is the policy on this? Sometimes I am told to divide number of items on receipt by shipping costs and use that. Other times use total cost for accountable item, but accountable item may weigh 1 lb. when other items are 100. Not accurate. Why not has a separate OCC option 2213 to enter the total shipping cost for the entire invoice without dividing between items? Or, do not include shipping costs as the UPR only lists and cares about accountable property 31-xxx costs? A. All costs that incur to bring the accountable or capitalized asset to a form and location suitable for its intended use, i.e. transportation/shipping are considered as part of the acquisition cost. If there are multiple purchases shipped, then divide the shipping by number of items shipped and add that amount to the cost of each piece of accountable asset.

Questions & Answers

Q. What happens if you ordered several items and you copy the entry but the received dates are different? Can you change dates when you copy an entry? A. Yes, the receipt is the date the asset is received, inspected and accepted by a NOAA representative. The date can be corrected in Sunflower if it is entered wrong or after you receive the QC notification. Q. What document number do we use for a cell phone, especially an upgrade, paid for on the normal AT&T monthly utility bill? A. PC will use the document number on the contract, purchase order, BPA assigned to purchase the cell phone. Q. What about "Found property" that is so old that it can no longer be found using a web search, yet the "model" is not in Sunflower and you need to request to have it entered into Sunflower - what do you do?A. Take a picture of the asset and asset id plate and fine an asset similar to the item.

Questions & Answers

Q. What information is needed to request a manual UPR suppression action?A. At the minimum is a signed Document Level Adjustment, UPR, email will inclusive barcodes and a justification from the PC as to why they are requesting suppression. Q. What is the definition of a Capitalized Asset? A. Capitalized asset is an asset with a threshold of $200K or more. All capitalized assets must be screen by PPMB Finance Team prior to creating in Sunflower.Q. Can we add property into sunflower before it comes out on the UPR or is it best to wait? Also, do we make up our own doc number, and will the item still come out on the UPR.A. PCs can create the document number in SF prior to appearing on the UPR, if the document is incorrect it will remain on the UPR until it is corrected.

Questions & Answers

Q. If the OF 347 is electronically signed do you still require a hard copy signature? A. No, electronic signatures are acceptable for NOAA. Q. Who signs and dates the received date? The person who receives it first or the property custodian that may get it at a later date? A. The date the asset is received, inspected and accepted by a NOAA representative. Q. Under activity type, if we have a contractor using a laptop should we change this from NOAA owned to contractor using it? A. No. Only assets designated by the Contracting Officer on the contract would be eligible to have the activity type status changed. Q. Can you explain how to go to the PPMB Home Page and locate the document number formats?A. On the PPMB web page - go to Forms and Guides, Guides and Tools, Tools, Document Number Formats.

Questions & Answers

Q. If you are creating the document number before receiving the UPR where do you get the 3 digit line number? A. This information is obtained from the CBS report; this information can be obtained from your purchase card holder. Q. How do we handle the situation that the card holder (not the PC) has entered an incorrect OCC when they reconciled their account?A. If the incorrect object class code appears on your UPR the PC will need to provide a Document Level Adjustment (DLA) approved by your budget/finance office once approved forward DLA to your LOR to be suppress, PC will need to provide all barcodes for that document number.Q. I used the cost that was charge to the GOV and was told that was wrong. Example cost $549.99 and GOV was only charge 99.99 so which one do I put in Sunflower?A. If the retail cost was $549.99 and the government cost was $99.99, the amount created in SF should read $99.99.

Questions & Answers

Q. Say we accepted the equipment on April 15, 2015 but we do not receive the paid invoice until in June (after the 45 days). What do we do?

A. You will upload the invoice to the asset record in Sunflower.

*If you have any questions please contact your Line Office Representative (LOR) at any time. *