Personal Property Training Webinar Missing Document and Incorrect Notification by 4/29/2015 1

OBJECTIVE 4/29/ To provide knowledge of processes and tools to use in making corrections to the following commonly found errors in Sunflower catalog entries: Document Number Missing Signature/Receive Date Activity Type

DOCUMENT NUMBER 4/29/ Importance: Entering the correct document number into Sunflower ensures that the payment affiliated will reconcile on the Un- reconciled Payments Report(UPR) Sunflower utilizes this field to match personal property records against CBS payment records, by systematically matching specific fields from each personal property record against corresponding fields from each payment record CBS entries most match all of your document information, if not it will not reconcile, unmatched payment records will appear on the UPR Report

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PC’S AND SUPPORTING DOCUMENTATION Before entering assets into Sunflower the PC “s should gather all of the required documents i.e. OCC CODES,DOCUMENT NUMBER’s, Packing slip, invoice, in store receipt, etc….. Property Custodians should be instrumental in communicating with their purchase Card holders to ensure that they are using the appropriate document number and codes that they will need to enter into CBS Property Custodians should involve their PM’s if there is an issue with obtaining supporting documentation information Check before you Save !

CBS WEB PORTAL ENTRY 4/29/ Bureau Project Task Program Organization Object Class Code Fund

Document Number Error/Correction When the document number is entered incorrectly in Sunflower during the initial entry this information will display in the initial event field. The document number field is where the correction should be made on the “Maintain an Asset” screen In this instance, the document number will remain on the UPR and can only be removed by manual suppression. Manual suppressions can only be completed by a Line Office Representative (LOR) 4/29/2015 8

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DOCUMENT NUMBER 4/29/ Important Reminders 1)Do not include dashes when entering an asset record containing a Purchase Order/Contract DG133C10CQ0072 ( NO DASHES ) 2)The proper format to use for Purchase Card transactions is:

MISSING SIGNATURE/RECEIVE DATE AND ACTIVITY TYPE

Missing Signature/Receive Date The Objective is to provide information on the importance of having all supporting documentation Signed and Dated before the property is entered into Sunflower. For all accountable assets, one of the following documents must be used to support the acquisition date: A clearly identified receipt date contains a stamped or handwritten date and signature/initials of the receiving party. Invoice or packing slip – date written or stamped on the invoice or packing slip with the signature or initials of the receiving employee upon receipt of the property In-store purchase – date of receipt of purchase from the retail store with signature or initials 4/29/

Example of Correct Signature and Receive Date 4/29/

Example of a Missing Signature 4/29/

Example of receive date but Missing Signature 4/29/

Example of Acceptable Copy of In-Store Receipt 4/29/

EXAMPLE OF UNACCEPTABLE COPY OF A IN-STORE RECEIPT 4/29/

Invoice with a Signature and Receive Date 4/29/

SIGNATURE/RECEIVE DATE 4/29/ Things to remember : We require Both the signature and the receive date on documentation used to support the acquisition date.

Activity Type 4/29/ Is the field that describes the status or ownership of property being entered into sunflower

ACTIVITY TYPE 4/29/

ACTIVITY TYPE 4/29/ Capital Agency Leased – Is a capital other than a lease-purchase that does not meet the criteria of an operating lease. Operating Agency Leased –Meets all below criteria: Ownership of the asset that remains with the lessor during the term of the lease and is not transferred to the Government at or shortly after the end of the lease term. The lease does not contain a bargain-price purchase option. The lease term does not exceed 75 percent of the estimated economic life of the asset. The present value of the minimum lease payments over the life of the lease does not. Cannot Exceed 90 percent of the fair market value of the asset at the beginning of the lease term. The asset is a general purpose asset rather than being for a special purpose of the Government and is not built to the unique specification of the Government as lessee. There is a private market for the lease. Contractor Owned: Property that does not belong to NOAA, but is owned by Contractor. Other- Depreciation Stopped: Used by Financial team for Capitalized assets.

ACCOUNTING INFORMATION

4/29/ Listed below are the most commonly found errors of Sunflower Initial Entries: Fund Code Organization Code Program Code Project Code Task Code Object Class Code

ACCOUNTING INFORMATION 4/29/ Importance: Sunflower utilizes the accounting information to reconcile the asset record against CBS payment records Entering the correct accounting information ensures that the payment will reconcile with the Un-reconciled Payments Report

CONTRACT ACCOUNTING INFORMATION 4/29/

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THE ACCOUNTING CORRECTION 31 4/29/2015 Accounting information is created during the initial entry by the PC, it will display in the Asset Value field. All accounting corrections must be made in the Asset Value field. Once all corrections are complete the entry on the UPR will automatically reconcile. Manual suppression, by Line Office Representative, is not needed.

DOCUMENT NUMBER 4/29/ Important Reminders 1)Dashes are required when entering Organization, Object Class Code, and Program. 2)The proper formats: (Organization) (Object Class Code) (Program)

REFERENCES 4/29/ Document Number: ht p://w.p s.noaa.gov/forms_guides/guides_aids_tools/ Signatures and Receive Dates: NOAA Acquiring Personal Property policyNOAA Acquiring Personal Property policy

MANUFACTURER/MODEL NUMBER INFORMATION

Manufacturer Information 4/29/ The manufacturer name can be found on the asset or on vendor’s supporting documentation. If you do not see the manufacturer name in Sunflower catalog contact Sunflower helpdesk / to have the manufacturer added to the SF catalog. PC will need to complete a SF Catalog Mgmt Form and forward it to SF Helpdesk. Found : Update%20Asset%20User%20Guide.pdfCD 50 User Guide page 9. ht p:// s.noaa.gov/CD%2050%20Create- Update%20Asset%20User%20Guide.pdf

MANUFACTURER 4/29/

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MANUFACTURES NAME

MODEL NUMBER 4/29/

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MODEL NUMBER 4/29/ The model number can sometimes be found either on the asset or the supporting documentation, however if the model number isn’t found on either one of them then the PC must submit a catalog request form in Sunflower (Help desk) or contact them by . Information Found : pps.noaa.gov/CD%2050_Create- Update_Asset_User_Guide.pdf CD 50 User Guide

CATALOG MANAGEMENT FORM The Sunflower person Management Form is used to request the addition, modification or retirement of a person record. This form allows for multiple entries.

Personal Property Training Webinar Serial Number Acquisition Cost Acquisition Date Joint Inventory 4/29/

SERIAL NUMBER 4/29/ Serial number create in Sunflower should match the asset and your supporting documentation. If the asset does not have a serial number use the below format to identify the asset with SN_ followed by the barcode. example: SN_CD ht p:// s.noaa.gov/personal_property_policies_pro cedures/120910_property_serial_number_requirement_fo r_ac ountable_as ets_in_sunflower.pdfhttp:// cedures/120910_property_serial_number_requirement_fo r_accountable_assets_in_sunflower.pdf Property Bulletin #004, FY 2011

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SERIAL/SERVICE TAG NUMBER

SERVICE TAGS On Some Assets The Serial Number could be same as the Service Tag Number Make Sure that the SERIAL NUMBER/SERVICE TAG matches the number both on the asset and the supporting documentation

SERIAL NUMBER 4/29/ Serial number create in Sunflower should match the asset, supporting documentation and asset record. If the asset does not have a serial number use the below format to identify the asset with SN_ followed by the barcode. Example: SN_CD ht p:// s.noaa.gov/personal_property_policies_pro cedures/120910_property_serial_number_requirement_ cedures/120910_property_serial_number_requirement_ for_accountable_assets_in_sunflower. Property Bulletin_ac ountable_as ets_in_sunflower. #004, FY 2011

SERIAL/SERVICE TAG NUMBER

Serial Number Steps : Log into Sunflower CD 50 /52 Transaction Menu to maintain asset (correction) to create asset (creating) Inventory Asset / Agreement Asset Barcode # (Query)

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ACQUISITION COST AND ACQUISITION DATE Information found: Policies and Procedures and Bulletins: Acquiring Personal Property Guides Tools: CD50 Create-Update Asset User Guidewww.pps.noaa.gov

ACQUISITION COST 4/29/ Common error created in Sunflower by Property Officials. What is the Acquisition Cost and where can the information be found? Information found: Policies and Procedures and Bulletins: Acquiring Personal Property Guides Tools: CD50 Create-Update Asset User Guide Page 10www.pps.noaa.gov

ACQUISITION COST 4/29/ Acquisition cost is a required field when entering accountable and capitalized assets in Sunflower, Property Officials should record the acquisition cost in Sunflower. The accuracy of the acquisition cost is critical to financial reporting of capitalized assets and essential in evaluating the timely processing of accountable and capitalized assets. Information found: Policies and Procedures and Bulletins: Acquiring Personal Property, Guides/Tools: CD50 Create-Update Asset User Guide Page 10www.pps.noaa.gov

ACQUISITION COST 4/29/ The purpose of this training is to provide guidance to the Line, Staff and Corporate Offices for identifying and recording the correct acquisition cost when entering accountable and capitalized (including CWIP assets) in Sunflower. All accountable property, plant and equipment should be recorded at-cost to the acquiring organization (i.e. acquisition cost). The acquisition cost should include all costs incurred to bring the accountable or capitalized asset to a form and location suitable for its intended use. In determining the acquisition cost, the Line/Staff Office (L/SO) should identify how the accountable or capitalized asset was acquired.

ACQUISITION COST 4/29/ Acquisition cost may include : Amounts paid to vendors for accountable property (i.e. purchase price). Transportation charges to the point of initial use (e.g. shipping and handling costs). Installation costs Storage costs Engineering, architectural and other outside services for designs, plans, specifications, and surveys Legal and recording fees and damage claims Fair value of equipment donated to the government or material amounts of interest costs paid

ACQUISITION COST 4/29/ Acquisition cost should not include : Sales tax Pass Through Fees (e.g. credit card surcharges and transaction fees, NOAA Link surcharge fees) Maintenance costs Warranty costs Service contract costs Training costs Administration supplies

ACQUISITION COST 4/29/ For accountable assets some of the documents that can be attached to the asset record to support the acquisition cost are: Contract/Purchase Order Purchase Card Statement report Other accountable documents Vendor itemized priced Invoice In-store purchase receipt

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ACQUISITION COST 4/29/

ACQUISITION COST 4/29/

4/29/ Acquisition Date Information found: Policies and Procedures and Bulletins: Acquiring Personal Property, Guides/Tools: CD50 Create-Update Asset User Guide Page 10www.pps.noaa.gov

AUDIT ISSUE 4/29/ “Use of incorrect Acquisition Date results in improper recording of obligations” Property officials will be notify by error notification and PC will need to make the correction in Sunflower in a timely manner.

ACQUISITION DATES 4/29/ The acquisition date is a Sunflower field where errors can be made by the Property Official when creating in SF only record the date the asset was accepted by the authorized government employee. The acquisition date created in SF must match the supporting document attached in SF by the Property official.

THINGS TO REMEMBER 4/29/ Acquisition Date is a required field when entering accountable and capitalized assets in Sunflower. The accuracy of the acquisition date is critical to financial reporting of capitalized assets and essential in evaluating the timely processing of accountable and capitalized assets. Information found: Personal Property Policies Procedures for Acquiring Personal Property, CD50 User Guide Page 10www.pps.noaa.gov

THINGS TO REMEMBER 4/29/ The acquisition date is the date when the asset is received, inspected and accepted by a NOAA representative, unless the contract specifically states otherwise (i.e. title will pass to NOAA upon acceptance, regardless of when or where the government takes physical ownership) in which the delivery and not based on physical possession.

THINGS TO REMEMBER Receiving Report - record the date asset was accepted next to the Signature of Authorized U.S. Government Representative. Invoice Receipt Certification - record the “Date Goods Accepted” with the receiving government employee signature. 4/29/

ACQUISITION DATE 4/29/

ACQUISITION DATE 4/29/ For accountable assets, the following documentation can be used to support the acquisition date: Receiving Report date the asset was received or the date and signature on packing slip or invoice attach, if the receiving report is incomplete. Found Certification acquisition date is the date the Found Certification Memorandum is signed and dated. Invoice or packing slip date written or stamped on the invoice or packing slip with the signature or initials. In store receipt the acquisition date will be the purchase date of the receipt from the retail store also add your initials or signature.

ACQUISITION DATE 4/29/

JOINT INVENTORY 4/29/ Joint Inventories are conducted to transfer responsibilities from the outgoing PC to the incoming PC. The PAO or Supervisor will conduct the joint inventory with the outgoing PC if the new PC have not been assigned. Once the oncoming PC is assigned another Joint Inventory will be conducted. The outgoing PC will need to submit a Board of Review within 10 days for all lost, missing or stolen assets discovered during the Joint Inventory. The PAO must sign the total asset page of the inventory to certify the Joint Inventory was completed. Once the inventory is certified the transfer of responsibility is complete. Joint Inventory must be complete within 30 days prior to the outgoing PC departure.

JOINT INVENTORY Cont’d LO/SO PM will retain a copy of the new PC appointment package for future audits. PM will need to submit all BOR and SBOR package to PPMB. PMs will need to send updated information for new PCs to PPMB include full name and the newly assigned custodial area. The new PC will be responsible for issuing new hand receipts to the current users. The outgoing PC can use the signed joint inventory as proof of relief during the checkout process. Joint Inventories can be held in conjunction with the Annual Inventory but can not replace the Annual Inventory.

JOINT INVENTORY REPORT The purpose of this document is to outline the steps for creating a Joint Inventory Base report 1. In the Sunflower Property Reports Menu, select “Management Reports”.

JOINT INVENTORY REPORT 2. Select the “Inventory Assets (Global Information)” Screen.

JOINT INVENTORY REPORT 3. Navigate to the “Responsibility and Accountability” Screen

JOINT INVENTORY REPORT 4. Enter “Cust Area” 5. Select “Display Options”

JOINT INVENTORY REPORT Select “Active” (default) Select “Asset Details (Unique Name, Cust. Area, Property Accountability Office, Bureau or Region, Property Contact, Current User, Location, Expected Return Date, Stock Number, Utilization Code, Acquisition Date, Responsibility Date, Fed. Supply Group, Model Name and Asset Condition)” 6. Click “Submit”

JOINT INVENTORY REPORT 7. Select Report Method PDF or Text File Submit

JOINT INVENTORY REPORT 8. Click Execute

Joint Inventory Report 9. The outgoing PC (old) and Incoming PC (new) initials each sighted asset and sign and date the Report Total Page.

THINGS TO REMEMBER 10. The outgoing Property Custodian will need to submit a Board of Review or Special Board of Review package to the PAO within 10 calendar days of the sign date for all unsighted assets. Personal Property Website Inventory: s.pdf

QUESTIONS & ANSWERS 4/29/

PROPERTY MANAGEMENT OFFICER - JOY TAYLOR PPMB BRANCH CHIEF – KENNETH MORROW FINANCE TEAM – KATINA FELTS / ALYSE CANNON LINE OFFICE REPRESENTATIVE (LOR) LEAD – LARRY OATES NESDIS – CHANCE GREENE OAR – MELISSA NELSON NWS EAST – NICOLE PROCTOR NWS WEST – MICHELLE ROSS NMFS EAST – EDWIN LEWIS NMFS WEST – MARVEL KENNEYBREW NOS – BARBARA CARSON OMAO – LORENZO BROWN AGO/OGC/OCFO – SHEILA HENSLEY OCIO/WFM/PPI – DERRICK BATTLE USEC/OCAO – ROBERT STROUD