1 Sign on to the Training Lab Computer USC training room 101 Sign into the computer with: user id: islab password: TrainingIsFun! Use the internet browser option Type CSU into the search engine Select Select “C” from the A-Z Select Campus Administrative Portal CAP

Link: CSU CAP (CAMPUS ADMINISTRATION PORTAL) 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 documents Capital Asset Management (CAM) Processor Training 3 Purchase Decal Movement Maintenance Inventory Utilization Disposition

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 4 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

Federal Property Maintenance report  Federal Acquisition Regulation (FAR) part , “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 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. 5

Invalid Asset Representative  Sent monthly to all CAM processors in the department  Asset reps that are no longer active in Kuali 6

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 7

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

Asset lookup 9 Click on the “Asset” link to begin your search This will be the first step for all further Asset Edit Documents

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 10

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 11

Asset edit documents  Transferring department  Surplus disposition  Description or detail correction  Location change  Asset Representative Principal Name change  Repair or Maintenance history 12 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 14 Edit Asset Tag number

Collapse all 15

“Document overview” tab 16 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. 16

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

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

“Organization Information” tab Asset 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” tab Check 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 23 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 24

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

26 Back to Main Menu—Asset Lookup and Maintenance—Asset

27 Edit Asset (transfer to Surplus) Click the “edit” link to begin your document Tag number

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

The new Org Owner default Account Number has been populated in your document. Notice asterisk next to any field that has been changed 32

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

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 34

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

36 Asset lookup 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 37 Loan Asset Tag number

Enter Description and Explanation 38 “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 39 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 41 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 42 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 43 Tag number

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 45

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 46

Asset Loan Practice Activity *Loan an asset from your department to yourself for use at your home 47 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 which the 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

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

Asset Retirement Reason Lookup 51 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 52 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

Trade in requires an entry in “Notes and Attachments”  Attach approval from Surplus  Attach vendor’s quote showing trade in value 55 Attach approval and Quote here

TRADE-INS A 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. active asset 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. 56

Lost/Unauthorized disposal 57 Retirement of assets unfound in the last two inventory cycles with approval by the Property Management Office All “lost” retirements require an “Inventory Action Plan” attached in the notes section of the document Lost assets will be removed from the capital asset management system and departmental property inventory Attach Action Plan here

Theft 58 Attach Police report here Retirement of capital assets that have been documented as stolen Any 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 Transfer 59 Transfer 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

Cannibalization 60  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

Betterment/upgrade | Modify Existing Asset 61  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

Component separation 62  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

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. 63

Removing Items If 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. 64

Recommended training modules: 65  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 Edit  Asset Loan  Asset Retirement Global  Asset Management Reports  Equipment Inventory – APO, DPC, CAM processors and Asset Representatives  Asset Disposition – All employees of the department/unit

CAM Documents Capital Asset Management (CAM) Processor Training 66 Thank you for watching this presentation by the Property Management Office Rachel Drenth – Inventory Specialist / Data Entry Mack Freestone – Inventory Specialist / Data Entry Debra Ellison – Requisitions / Accounting Linda Brucker – Lease / Accounting Genevra Scott – Administrator / Accounting Please call us! We are available to help with any document !