FIXED ASSET CERTIFICATION PROCEDURES. Prepared by: Accounting Services. Last updated: 23 February 2015

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2 Table of Contents What is an asset? 3 Certification Procedures 6 Create and Print Certification Report 7 Completing the Exception Report, Form A Completing the Certificate of Property Loss, Form A INTRANS 19 2

3 What is a Fixed Asset? There are two types of Fixed Assets. Capital Assets will be certified twice per year and Non- Capital assets once per year. Capital Assets: Capital assets are Department owned real property, buildings, movable chattel (goods or property) or equipment with an acquisition value of $5, and up and used in the operations of the Department. Non-Capital Assets: Non-Capital Assets are Department owned real property, movable chattel (goods or property) or equipment with an acquisition value of $1, to $4, and used in the operations of the Department. 3

4 AD 310 Capital Assets: 3.02 Physical Inventory means the process of verifying that capital assets owned by the agency are present in their assigned custody and location, and evaluating their condition Supervisors and managers are responsible for all capital assets assigned to the organization (department codes). Each capital asset will be properly identified in accordance with the MAPS. (See Model Accounting Practices (Department of Finance and Administration) FIN Twice each fiscal year, in accordance with instructions issued by the Accounting Services Bureau, all Divisions, Districts and Bureaus shall validate through a hand and eye inspection against the asset data on the certification report of capital assets assigned to their organizations and certify the completeness and accuracy of the SHARE Asset Module by the certification due date. 4.07a Any capital assets missing or not on the certification must be noted on the exception report Form No. A-1078-Capital/Non Capital Assets Inventory Exception Report. 4.07b All exceptions noted on Form No. A Capital/Non- Capital Assets Inventory Exception Report must be entered and/or resolved (I & C, CPL) no later than 10 business days of the certification due date. 4.07c Form No. A Capital/Non Capital Assets Inventory Exception Report and all supporting documentation must be submitted to Accounting Services Bureau in accordance with 4.07b. MAPS 2014 A State owned capital asset is defined as: a. Real property, buildings, movable chattel (goods or property), or equipment which has a value greater than $5,000; b. Expected to be used or held beyond the fiscal year in which it was acquired; not consumed in or by its use; and c. Acquired by purchase, trade, donation, lease-purchase agreement, or construction. See Model Accounting Practices (Department of Finance and Administration), Page 230 4

5 AD 313 Non-Capital Assets: 3.02 Physical Inventory means the process of verifying that capital assets owned by the agency are present in their assigned custody and location, and evaluating their condition Supervisors and managers are responsible for all non-capital assets assigned to the organizations (department codes). Each non- capital asset will be properly identified in accordance with the MAPS Once each fiscal year, in accordance with instructions issued by the Accounting Services Bureau, all Divisions, Districts and Bureaus shall validate through a hand and eye inspection against the asset data on the certification report of non-capital assets assigned to their organizations and certify the AD 313 Page 3 completeness and accuracy of the SHARE Asset Module by the certification due date. 4.07a Any non-capital Assets missing or not on the certification must be noted on the exception report Form No. A-1078 Capital/Non-Capital Assets Inventory Exception Report. 4.07b All exceptions noted on Form No. A Capital/Non-Capital Assets Inventory Exception Report must be entered and/or resolved (I & C, CPL) no later than 10 business days of the certification due date. 4.07c Form No. A-1078 Capital/Non-Capital Assets Inventory Exception Report and all supporting documentation must be submitted to Accounting Services Bureau in accordance with 4.07b. 5

6 Certification Procedures The semi-annual certification is done for capital assets only. The annual certification is done for both capital and non-capital assets. This is a physical inventory of each fixed asset. As per AD (Capital) and AD (Non-Capital), it is your responsibility to ensure accurate completion of this physical inventory prior to the set deadline. After the initial inventory period, you have an additional two weeks to clear exceptions. Basic Certification Instructions: The Asset Liaison (AL) will run and print the certification report on the kickoff date of the certification process. The date of the report must be the kickoff date. No other run dates will be accepted. A full report will be found on INTRANS, see INTRANS section in this manual. If the AL can t print the report on the date indicated, they can go to the full report and print their respective departments. AD310 and AD313 paragraph 4.02 states: Supervisors and managers are responsible for all capital assets assigned to the organization (department codes). Each capital asset will be properly identified in accordance with the MAPS. This means that the supervisor of the department is responsible to insure that the certification is conducted in accordance with the AD and these instructions. All entries and changes in the Asset Module in SHARE must be entered as the current date. DO NOT backdate. The AL will list all exceptions on the Exception Report, Form No. A- 1078, and have the form signed and dated. This form must accompany your certification report(s) when submitted. One Exception Report must be completed for each department number. See Exception Report section in this manual for further instructions. The AL must complete a Certificate of Property Loss (CPL) form A-166 if the asset is lost, stolen, vandalized destroyed or damaged. The asset will still appear on the Exception Report as well. See CPL section in this manual for further instructions. The AL must mail, or scan and , the completed certification report for their department(s). The report must be signed and dated and an exception report must be submitted in the packet. 6

7 Create and Print Certification Report Sign in to SHARE: Select Asset Management 7

8 Select Financial Reports Financial Reports Select NMS Asset Certification Report Link NMS Asset Certification Report 8

9 Select the Add a New Value tab and enter a new Run Control ID : This can be anything of your choosing; however, it is best to connect the name to the function you are performing. Example: FY11_Cert. If you have spaces in your Run Control ID make sure that you use an underscore _ in all spaces or the system will reject the name you assign. Select Add Be advised: After initially creating a Run Control ID for certifications you will then go to Find an Existing Value tab and select your Run Control ID to run future reports. There is no need to create a new Run Control ID every time you need to create a report. Enter Run control ID 9

10 Set the department range: Business Unit is always In the From Department field, enter the starting department code for your area. In the To Department field, enter the last department code for your area. o If you only have one department code in your area, the information will be the same in both the From and To department fields. o Enter all of your department numbers to insure that assets have not been placed in the wrong department. Select Run. From Department # To Department # 10

11 In the Server Name field select PSNT. Depending on which campaign is being run, you can check the box for either the AM Cert- Capital or AM Cert-Noncapital processes. These should be run separately from each other. o Helpful Hint: if you select in the *Type dropdown box this will send the report(s) directly to your without having to go through the process monitor option. Print or save to another file. Don t forget to delete them from your as it will take up storage space. You may have to assign your address by clicking the Distribution link then type in your address) Check box to select either campaign Click to type in your 11

12 Process Monitor Option: The system will take you back to the Asset Certification Report page. At this time you will then select the Process Monitor hyperlink. Process Monitor Link You may have to click the refresh button until status shows Posted Once the process is successful you will then select the Details link to see the Process Detail Details Link 12

13 Select the View Log/Trace link View log/trace link Select the NMS500 (or 501)AM PDF Link Select report PDF Link 13

14 You may now print your reports. Please ensure that the run date corresponds with the guidelines set by Accounting Services in the campaign kickoff. 14

15 Completing the Exception Report, Form A The Exception Report will include all items listed on the certification report that are not in the departments possession, at the time of certification. Prepare ONLY one report per department. Enter the department number from the certification report. Examples of assets that the Asset Liaison will list on the Exception Report are: Items transferred in or out Items already in the I&C disposal process Equipment that can t be located o This will require a Certification of Property Loss (CPL) to be completed and mailed separately. New assets that will be added in SHARE but are not listed on the certification report. o This will require entry of the asset in SHARE and the asset packet information to be mailed, or ed, separately. DO NOT attach copies of CPLs, I&Cs, Transfer Documents or Asset Packages to the certification. These should be mailed separately to Roseann Rice G.O. Room

16 Completed Exception Report Example: 16

17 COMPLETING THE CERTIFICATE OF PROPERTY LOSS A Certification of Property Loss (CPL) is required when Department owned property cannot be located. A thorough search for the item(s) must be completed prior to being reported as lost or stolen. In order to process the CPL, it must contain the following: Part I Employee Statement: The following sections must be completed to the best of the employee s knowledge. If the information is incomplete or invalid the CPL will be returned for completion/correction. Section 1: The employee certifies what they believe happened to the property/assets. Section 2: Property/asset details, asset #(s), description, value, etc. (if asset # is provided ensure asset # is valid in SHARE, if not you must return for correction). Section 3: Police case #, Agency reported to and report attached check-box (a copy of the police report is required when it involves theft, destruction or vandalism). Section 4: Detailed statement addressing the theft, destruction or vandalism and employee signature. If the information provided in the above listed sections is not correct or incomplete please return CPL to the supervisor for correction/update. Part II- Supervisor: Director/DE and Deputy Secretary sign on the signature line. Section 5: All signatures are required for processing. A completed form A-1030 Supervisors Investigation and Incident Report is required on all CPLs. Please ensure signatures are obtained. The A-1030 Supervisors Investigation and Incident Report should be sent only to Risk Management. DO NOT send this report to Accounting Services. An attached police report is required for all assets stolen, destroyed or vandalized. 17

18 FormNo. A-166 Rev.11/10 New Mexico Department of Transportation CERTIFICATION OF PROPERTY LOSS (for Department owned/leased equipment) No.:--:-:== = =-- Assigned Inventory Control PART I- EMPLOYEE STATEMENT.. Division/District District 4 Supervisors Investigation (Form A-1030) attached : Date: 11/06/2014 The undersigned employee of the New Mexico Department of Transportation hereby certifies that the following described articles were in his/her custody and were Lost/Stolen/Vandalized/Destroyed/Damaged on 11/05/2014 at 1:30 p.m. and that the immediate supervisor was notified on 11/05/2014 ltem(s) last inventoried on 05/01/2014 FA No. Item Description/Serial No. Acquisition Value Book Value Printer A-Z, Inc. Printer, Serial No. 2UYZ Police case# Agency NMDOT Police report attached IXJ Statement: (Attach additional page if necessary) Printer was moved and now can't be found. The undersigned hereby certifies that the above statement is true and correct: Employee Signature: Employee signs here Title: Employee enters title Print Name: Date: Employee prints name here Employee dates PART 11 - VERIFICATION SIGNATURES Supervisor Print Name Supervisor signs here Supervisor 2rints name Title: Date: Supervisor enters title Supervisor dates Division Director/District Engineer Director/Engineer sign here Date: Deputy Secretary Deputy Secretary signs here Date: 18

19 INTRANS All instructions and documentation will be found on INTRANS Business Support Financial Management Section Manuals Tab Accounting Services FY15 Asset Certification Instructions link 19