Capital Asset Management
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3 Capital Asset Management Revenue, Capital and General Accounting Capital Asset Management Jonathan Hyman Darren Ramkissoon Wayne Chen Wing Huen Assistant Manager Capital Accountant Capital Accountant Capital Asset Coordinator 3
4 Welcome! Review Policies & Eligibility - Capital and Non-Capital Assets Procedures related to the acquisition of Capital Assets Asset Tagging and Capital Equipment Verification Record Disposal Policies & Procedures - Capital and Non-Capital Assets Capital Assets Non Capital Assets Computers and electronics with internal memory (Specific to the University's propriety information) Do you know? Over $ 350 million worth of University property in Capital Assets Inventory Listing. In total of 46,786 pieces of active capital assets 50 years old Microscope in Zoology purchased in 1966 Antique Fabric Scale Historical item from the 1900 s, Textile Science is considering donating this item to a museum Motion Camera Capture System 3D Printers- Innovative Creation Tools 4
5 Capital and Non-Capital Assets The definition of a Capital Asset per U of M policy: Threshold amount $ 2, (year 2008) Lifespan of more than 1 year Purchased items, donations and free standing systems Non-Capital Assets consist of items such as: Personal desktop, laptop and notebook computers Rental, Repair and maintenance services Consumable items laboratory or office supplies Why are we tracking assets For all the capital assets owned by University of Manitoba, Capital Asset Management (CAM) works with departments and units to ensure capital asset details are recorded properly for internal and external stakeholders such as: Provincial Auditors Funding/Government Agency auditors Departments Police 5
6 Capital Asset Accounts Capital Asset Account Numbers 726XXX Aurora Chart of Accounts Accounts Expenditures EPIC: After Commodity Code is entered, system the Account # generated automatically. 740XXX Repair/ Maintenance Services 706XXX Non-Capital Expense Q & A Research equipment used in Arctic Ocean research on collecting data wirelessly in the water by dropping the device into the ocean. Cost of equipment was $ 5,000.00, the research team estimates the device will have a 5-10 year lifespan. Do you think this device should have a capital asset tag? 6
7 Capital Asset Record After a purchase order is placed, we will review the order and issue 3 documents related to the purchase order: PROPERTY OF Capital Asset Tag(s) UNIVERSITY OF MANITOBA Purchase Order Copy Capital Equipment Record Equipment Off-Site Location Record -can be accessed on our website Departments keep all these Purchase Order Copy For example: Purchase Order PO79858 contains 1 piece of laboratory equipment. It is a custom order and five components are required for the entire unit One equipment All the components expenses are recorded in Capital Lab Equipment By adding a comment in EPIC, it helps us determine how many tags are required. Item 2-5 require adjustments 4 7
8 Capital Equipment Record The information entered in EPIC will show up on the Capital Equipment Record. The Capital Asset Tag Number is written on the right-hand corner. Units will need to fill in the Location, Make, Model, Serial Number and User of the capital asset. After confirming all the information is correct, sign and date. This record is for departments record of the item only, it is not required to be returned to our office. Location Make + Model Serial Number + User s name Sign and Date Equipment Off-Site Location Record Equipment Off-Site Location Record is to record any assets used outside of University campus and research centers Include Capital and Non-Capital Assets e.g. Personal computers 8
9 Payment and cost adjustments After an order is submitted in EPIC, no changes can be made; for example, account selected or ordering details. Please review account codes before submitting Payment is processed upon receiving the invoice from the Supplier. We will review and add significant Capital Asset values into departments Capital Inventory Listing. Adjustments will be made for related costs associated to the asset. Verification form will be sent out to units/departments. Capital Equipment Verification Record After all related costs are adjusted to the Capital Asset, the Capital Equipment Verification Record will be sent to units for their records. After confirming all the information is correct, the form will need to be signed & sent back to Wing Huen at or to our office RCGA at 315 Admin Bldg. If there is an amendment required, update information, sign and return form to Wing. Mary Smith Mary Smith # Room 123 University Centre March 4,
10 Disposal Three Forms: Capital Asset Management Asset Disposal Advise Form Non-Capital Asset Disposal Form Final Disposal of Laboratory Equipment Form **With the new decommissioning process, IST processes the disposal of computers, laptops, servers & any electronic devices that contain internal memory storage. Please visit IST`s webpage for Computers Commissioning and Decommissioning. **If you are not sure if the asset contains internal memories, please send the IST Help and Solution Centre the make, model and/or image(s) to confirm. Disposal 10
11 Disposal Disposal Capital Asset Management Asset Disposal Advise Form Disposal of any Capital Assets Offer for Sale Goods for Sale Donating to other organizations Transfer to another department Trade in items Missing or stolen items Remember: If you are initiating the disposal, please have another authorized personnel sign the form. One form per disposal method 11
12 Disposal Details of disposal methods are listed on the back of the Asset Disposal Advise Form If you need assistance in choosing the disposal method or require more information on disposal, please contact Wing Huen at or at Disposal Non-Capital Asset Disposal Form Non-Capital Assets Re-shop E-waste Recycling Garbage *Items that are not in the departments inventory listing 12
13 Disposal Final Disposal of Laboratory Equipment For safety purposes: Form is required if assets were used in a laboratory setting. Including assets that have direct or indirect contact with chemical substances. Refrigerators Freon removal is required prior to submitting the disposal form. Work Flow W 8) CAM: Issue Verification Form 1) Depts./Units: initiate PO in EPIC 2) Purchasing: Approval, Supplier 7) CAM: Add Capital Asset to inventory listing 3) CAM: Review orders accounts & issue tags 6) SPS: Process payment(s) 5) Invoice received from Supplier 4) Depts./Units: Receive items 13
14 Work Flow - Disposal Capital Assets Non-Capital Assets Forms sent to CAM to be removed from listing Asset Disposal Advise Form Final Disposal Lab Equip Form Forms sent to Waste Prevention Office (WPO) Asset Disposal Advise Form Non-Capital Asset Advise Form Forward to Physical Plant: E-waste, Re-Shop, Garbaging, Transfers, etc. Questions 14
15 Presentation Information Presentation information and session topics available from the Financial Services website: Thank You! 15
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