1 Sign on to the Training Lab ComputerUSC training room 101

Sign into the computer with:

user id:

islab

password:

TrainingIsFun!

Use the internet browser option

Type CSU into the search engineSelect www.colostate.edu/

Select “C” from the A-Z

Select Campus Administrative Portal CAP

Link: CSU CAP (CAMPUS ADMINISTRATION PORTAL)http://padroni.is.colostate.edu:7778/portal/page/portal/CAPQA

Sign into CAP with your EID and password

Sign on to the Training Site

Non-production applications:Training Kuali Financial System (KFS)

Choose your campus

CAM documentsCapital Asset Management (CAM) Processor Training

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Purchase Decal

Movement

Maintenance Inventory

Utilization

CAM processor, document training

Edit Documents Transferring

department

Surplus disposition

Description or detail correction

Location change

Asset Representative Principal Name change

Repair or Maintenance history

Asset Retirement Trade – in

Lost

Theft

External Transfer

Cannibalization

Modification

Destroyed

Component separation

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Loan Documents Initial loan

document for any equipment located off campus for more than 30 days

Renewing a loan document for extended use of equipment off campus

Returning a loaned asset to campus

Reporting Tools Assets on Loan

report

Federal Property Maintenance report

Invalid Asset Representative

5Federal Property Maintenance report

Federal Acquisition Regulation (FAR) part 52.245-1, “Government Property,” requires stewards of federal property to have a property maintenance program in place to enable the identification, disclosure, and performance of normal and routine preventative maintenance and repair of federal property.

Departmental custodians, Asset Representatives, and/or Principal Investigators (PI), are responsible for ensuring maintenance is performed on their capital assets 

If you are receiving this email there is Federal or Conditional titled equipment listed within your Department and you are either the responsible party listed on the asset record or the Department Property Contact (DPC) for your Department.

Assets with FED or COND title purchased on a 53 account.

6 Invalid Asset Representative

Sent monthly to all CAM processors in the department

Asset reps that are no longer active in Kuali

7 Equipment Loans Due Report Outstanding loan documents in Kuali that have expired already or will expire by

the end of this month.

After verifying the status of this asset, submit a document to either renew the loan or return the asset to campus

Lookup and Maintenance

This is the Main Menu screen of the Kuali Financial System. We will be working in the “Lookup and Maintenance” section of the Main Menu for all Capital Asset Documents

Ass

et

looku

p

Click on the “Asset” link to begin your searchThis will be the first step for all further Asset Edit Documents

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Magnifier search tool

To search for specific information, click on the magnifier associated with any field. In this example Dept # and Rep

Enter the information you have, and click search to browse the records

11 Lookup related documents

For viewing an asset record (vs creating an edit doc) click on the asset number Click on any tab to view

information under this asset record

12 Asset edit documents

Transferring department

Surplus disposition

Description or detail correction

Location change

Asset Representative Principal Name change

Repair or Maintenance history

It is important for all assets to be accurate in the property record not just for the accounting but for the condition and location as well. It is incredibly important for Federal and Sponsor owned to be reported accurately.

13

Back to the main menu—Lookup and Maintenance—Asset

Click the “edit” link to begin your document

Edit Asset Tag number 326326

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Collapse all

“Document overview” tab

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You could use descriptors such as: DECAL ASSET | INVENTORY UPDATE | RELOCATING ASSET | CHANGING REP NAME | DESCRIPTION UPDATE | TRANSFERRING DEPARTMENTS

The Description of your document informs future route log recipients what your intention is for this asset.

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“Asset Detail Information” tabShows description and identification information as well as owner, title, cost and more

“Asset Location” tabLists building, and room location where the asset physically resides

“Organization Information” tabAsset Representative Principal Name aka primary responsible party for the asset

Repair History tab

click “add” to include the entry

Any asset with COND or FED in the title requires maintenance per the contract schedule (bi-annually at least)

“Components” tabCheck all parts, components, accessories associated with the primary asset before making any changes

Ad Hoc Recipients tab

Click “add” to include entry

Ad Hoc anyone who may have an interest in the asset or will be effected by the change

Submit document

The yellow asterisk indicates tabs that have altered information

Submit will lock the asset record until it makes its way through the route log. Only those further in the route can make changes once you click submit

Document submitted and in ENROUTE

Asset Edit Practice Activity

Use the following criteria in your document: Asset Rep is leaving; item will be re-located to the main office of your building; you will be the custodian.

1) Search your Organization code for the asset you want to transfer

2) Enter the Description and Explanation of your document

3) Verify the Building Code and change the Building Room Number

4) Delete the current Asset Representative then search and enter your name

5) Add an FYI to the previous Asset Representative

6) Save document

*In the “TRAINING” environment

Leave the doc up for the next activity

Kuali… Lookup and Maintenance…Asset

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Back to Main Menu—Asset Lookup and Maintenance—Asset

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Edit Asset (transfer to Surplus)

Click the “edit” link to begin your document

Tag number 326326

To transfer an asset to any department you will use the organization owner account number field then choose the default account for that department

Clear the existing account number then click the magnifying glass icon

Enter the department number under “Organization Code” then click search

All accounts under that department will be listed at the bottom of the page

Click on any department number link under “organization code”. The next screen will give you that departments default account number

Account Lookup 6026 Surplus Property

Organization Default Account Number

This screen will pop up in a different window showing you the

“Organization Default Account Number”

You can either type it into the first screen or find it in the list and click “return value”

Click on “Return Value” to populate the selection in the asset edit document

Organization Default Account Number

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The new Org Owner default Account Number has been populated in your document.Notice asterisk next to any field that has been changed

Asset Edit Practice Activity

*Transfer an asset from your department to Surplus.

1) Find the asset you want to transfer (or use the asset from the pervious activity)

2) Clear org account number and click on the magnifying glass to start your search

3) Enter the department number you are looking for in the organization code field

4) Click on any of the 4 digit department number links that appear in the records

5) Locate the organization default account number in the pop up window

6) Select the correct account from the record screen then click return value

*In the “TRAINING” environment

Kuali… Lookup and Maintenance…Asset

34 Part 2 Asset Loan Documents Initial loan document for any equipment located off campus for more than 30 days

Checked out to a department representative for use in the “field”

Sent out for repair or maintenance for more than 30 days

Long term use under a CSU project but not at a CSU facility

Any asset stored at an off site facility for more than 30 days

Assets purchased for satellite locations

Renewing a loan document

For extended use of equipment off campus

Offsite project or research contract has been extended

Approved work from home situations

Returning a loaned asset to campus

May be coming back to a: Location|Representative|Department, different than the original record reflects

Maximum loan term cannot exceed 2 years. At the time of loan, PMO requires verification of: current use

custodian

project status

physical stored at address

Lookup and Maintenance

Back to the “Lookup and Maintenance” section of the Main Menu for all Capital Asset Documents

Ass

et

looku

p

Click on the “Asset” link to begin your search. This will be the first step for all further Asset Loan Documents

Click the “Loan” link to begin your document

Loan Asset Tag number 326326

Enter Description and Explanation

“Document Overview” is the explanation of your Document. It informs others in the route log what part of the property record the document is altering.Using common nomenclature will make your documents easier to search later

Enter borrower id and expected return date

The “Borrower ID” must be someone directly associated with CSU and would be the primary person responsible for the asset.

Enter custodian’s contact info and the physical location of the asset

40

The “Borrower’s Address” would be the offsite location of the Asset.The “Stored at” would be the physical location for the duration of the loan

Example (1): I will be using the computer at my home for the next 18 months so my home address would be both the “Borrower’s Address” and the “Stored at” location

Example (2): This asset was purchased for a research facility in Alaska and will be used in a satellite station. In this case the research facility would be the “Borrower’s Address” and the satellite station would be the “Stored at” address

Enter supporting documentation for the nature of the loan

Include the project or contract under which the asset will be used for the loan term Include justification for the asset to be removed from campus

Provide credentials, ID, and contact info for any non-CSU affiliated custodian(this will need to be updated at every renewal)

FYI the Custodian of the equipment

The “Borrower” is not typically included in the document routing so be sure to let them know they are accountable for this asset by adding them to the Ad Hoc Recipients

Renewing the term for a current loan

Maximum loan term cannot exceed 2 years

To extend the loan for up to an additional 2 years, a Renew document can be entered

Tag number 807152

Entering the renewal information

Document Overview tab Equipment loans tab

New return date

Borrowers Address tab Verified

Notes and Attachments tab Auditable documentation of

continued use

Ad Hoc Recipients tab

Returning an asset to campus

When an asset returns to campus at the conclusion of the project, a document can be entered to update its status in Kuali

Entering the return information

Document Overview Equipment Loans

Date asset was returned to a CSU owned property

Verify: Asset Location

Changing its “home” location requires an additional “edit” document

Organization Changing the Asset Representative

requires an additional “edit” document

Ad Hoc Recipients FYI the Asset Representative

Asset Loan Practice Activity

*Loan an asset from your department to yourself for use at your home

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1) Find the asset you want to transfer

2) Click “loan”

3) Enter the Description and Explanation

4) Search and enter your Borrower ID

5) Enter projected return date or 2 years if you anticipate an extended loan

6) Enter the contact information of borrower and if different, the location at whichthe asset will be physically used

7) Add Notes regarding the nature of use including project and/or contract info

8) Ad Hoc the custodian of the loaned equipment

9) Save the document

*In the “TRAINING” environment

Kuali… Lookup and Maintenance…Asset

48 Part 3- Asset Retirement global Documents

Official Retirement Codes

Trade – in Lost Theft External Transfer

Retirement due to event

Cannibalization Modification Destroyed Component

separation

Lookup and Maintenance

Back to the “Lookup and Maintenance” section of the Main Menu for all Capital Asset Documents

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Click on the “Asset Retirement Global” link to begin your searchThis will be the first step for all further Asset Retirement

Documents

51 Asset Retirement Reason Lookup

Click “search” to list all reason codes

If you know the code you can type it in, otherwise click search to see the list of available options

Retirement Codes for Campus

Click “return value” to populate your selection in the document

Trade in Document overview informs others in the route

log what part of the property record the document is altering

Asset Detail Information Type in asset number or click

on the search

Notes and Attachments Include vendor quote listing

trade in value. Include approval from Surplus Property

Cross reference Req doc number

Ad Hoc Recipients Add Asset Representative of

old piece and new piece

*All trades must be approved by Surplus Property prior to releasing asset to vendor

Trade in It is noteworthy to mention this screen requires the asset number vs the tag number

*All trades must be approved by Surplus Property prior to releasing asset to vendor

Click the magnifier to pull up the primary asset lookup screen

55 Trade in requires an entry in “Notes and Attachments”

Attach approval from Surplus

Attach vendor’s quote showing trade in value

Attach approval and Quote here

56 TRADE-INSA trade-in is when CSU receives a value for an item or items and that value is referenced

on the quote as a trade-in allowance towards the purchase of a new asset or assets.

If department is trading-in all or part of an active asset in Kuali, approval must first be obtained from Surplus Property, then an Asset Retirement Doc using “trade-in” needs to be submitted. Cross reference both the requisition doc number, and the retirement doc

number in the notes section of each document.

If the item being traded-in is not an active asset in Kuali, submit an EACR for approval. Once approved, attach the approved EACR to the requisition.

Lost/Unauthorized disposal

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Retirement of assets unfound in the last two inventory cycles with approval by the Property Management OfficeAll “lost” retirements require an “Inventory Action Plan” http://busfin.colostate.edu/prp.aspx attached in the notes section of the documentLost assets will be removed from the capital asset management system and departmental property inventory

Attach Action Plan here

Theft

Attach Police report here

Retirement of capital assets that have been documented as stolenAny data containing devices (no matter how small) that cannot be presented upon request could be a major liability for the University and if unable to be located, should have a police report filed.Any request for retirement for theft must be accompanied by a police report attached in the notes field of the document

Attach Police report here

External TransferTransfer of capital assets to a different University or organization for the continuance of a project or collaboration

Attach Letter of Acceptance and Release here

External transfers must have: Prior approval from the

Surplus Property Department, Documentation of acceptance

of title transfer from the receiving entity

Documentation of acceptance of title transfer from the releasing Department Head

60 Cannibalization

Parts Machine

Removing integral components for other uses

De-manufacturing

Re-manufacturing into a different machine

Re-purposing the machine so it no longer performs its original function

Result:

Original asset is no longer operational in its original capacity and has a significant reduction in value and

useful life

Action:

Create an edit doc to Surplus requesting retirement – Cannibalization must be verified and all remaining

parts must be picked up by Surplus

61 Betterment/upgrade | Modify Existing Asset

Adding functionality

Increasing capacity

Enhancing performance

Upgrade of existing components

Extension of life by replacement of component

Result:

Betterment: modification and/or expenditure that significantly extends the useful life of an asset

Action:

For purchases see the capital asset checklist on the PMO webpage. For internal modification

contact Property Management ASAP to adjust the asset record

62 Component separation

Removal of components

Detachment from configuration

Incorporating components from other machines

Breaking apart a “system” of units

Separating a primary unit from secondary unit

Attachment of or to a different configuration

Reconfiguration of components

Result:

Original “asset” is no longer in its original configuration thereby either reducing or increasing its recorded value

Action:

Contact Property Management ASAP to adjust the asset record

63 Repair or Replacement parts

Replacement/Repair: An expenditure, in connection with an existing asset, which an item is purchased to restore the asset to its original operating condition.

The new item does not meet the betterment/upgrade definition and merely replaces or repairs a worn out or broken part of an existing asset. This will be considered an expense, regardless of cost.

64 Removing ItemsIf you remove an item from a capital asset you need to ask the following:

Will the asset still function?

Will the item removed be replaced?

Is it temporary or permanent?

What will be done with the removed item?

What will be done with the remaining asset?

Is the decal on the remaining asset or on the item that was removed?

These are important questions to ask in order to track the asset properly. Each answer can have a different effect on the way this situation should be handled.

NOTE: Departments should not give away or dispose of any items without permission from Surplus Property and should contact Property Management and Surplus Property for assistance if a trade-in is involved.

65 Recommended training modules:

APO Certification –Head of Departments i.e.: Chairs, Directors, Controllers, or equivalent position titles

DPC Certification –CAM processors appointed as the primary Property Manager in their department

Asset Representative Certification –Any faculty, or staff with assigned assets in the CAM database

CAM Processing modules –APO, DPC and all CAM processors

Asset EditAsset LoanAsset Retirement GlobalAsset Management Reports

Equipment Inventory –APO, DPC, CAM processors and Asset Representatives

Asset Disposition –All employees of the department/unit

CAM DocumentsCapital Asset Management (CAM) Processor Training

Thank you for watching this presentation by the Property Management Office

491-1045 Rachel Drenth – Inventory Specialist / Data Entry

491- 1358 Mack Freestone – Inventory Specialist / Data Entry

491-2270 Debra Ellison – Requisitions / Accounting

491-6513 Linda Brucker – Lease / Accounting

491-2040 Genevra Scott – Administrator / Accounting

Please call us! We are available to help with any document!