COUNTY OF RIVERSIDE OFFICE OF THE AUDITOR-CONTROLLER Capital Assets – Annual Certification April 20, 2006

Presentation Agenda Introduction- Hank Johnson Annual Capital Asset Certification Certification Letter- Hank Johnson Public Query- Don MacKinnon PeopleSoft Asset Management- Don MacKinnon

Annual Capital Asset Certification Review of the Certification Letter (Handout) - Requirement of annual certification (Government Code Section 24051) - Critical dates - Required forms and signatures - Capital Asset Physical Inventory Query

Annual Capital Asset Certification SPM Form AM-1 - Inventory of County Property AM-2 - Authorized Signature for Capital Assets Certification AM-3 - Contact for Capital Assets AM-4 - Capital Asset Listing Corrections AM-5 - Capital Asset Form (Acquisition, Betterment & Modifications) AM-6 - Capital Asset Transfer AM-7 - Capital Asset Disposition SPM Forms are available at the ACO web site

Annual Capital Asset Certification Capital Asset Inventory Certification  Submit capital assets documentation to ACO (acquisitions, adjustments, betterments, transfers, recategorizations, and retirements) to ACO by May 18  Process asset acquisitions in PS AM  Department will run an asset inventory thru public query for certification  Submit capital asset inventory certification to ACO by July 10 per Government Code, Section  For due dates and more information, refer to the “ACO Year- end Calendar”

Annual Capital Asset Certification Using the standard Capital Asset Physical Inventory public query - Path - Query Contents

Annual Capital Asset Certification Capital Asset Physical Inventory Query

Annual Capital Asset Certification Capital Asset Physical Inventory Query

Annual Capital Asset Certification Capital Asset Physical Inventory Query

Annual Capital Asset Certification Capital Asset Physical Inventory Query

PeopleSoft Asset Management (AM)  Adding Assets  Depreciation Calculation

PeopleSoft Asset Management (AM)  Adding Assets - Manual Method - Interface Method - Advantages vs Disadvantages

PeopleSoft Asset Management (AM) Manual Method – Capital Leases – Constructed Assets – Donated Assets  Interface Method Purchased Assets Non-Capital Assets

PeopleSoft Asset Management  Interface Method (Continued) Identify Capital Asset at Requisition, Purchase Order or AP Voucher AP Voucher is the best business practice Easy as 1-2-3

PeopleSoft Asset Management  Interface Method (Continued) Step 1 Mark Asset Check Box and select Profile ID on AP Voucher

PeopleSoft Asset Management

 Interface Method (Continued) Step 2 Mark Auto Approve Status Check Box

PeopleSoft Asset Management

 Interface Method (Continued) Step 3 Change Useful Life and Save

PeopleSoft Asset Management

 Interface Method (Continued) Easy as 1-2-3

PeopleSoft Asset Management  Interface Method (Continued) Advantages Disadvantages

PeopleSoft Asset Management  Advantages Eliminates double entry Minimizes keying errors Use Print Screens in lieu of AM-5, Capital Asset Form for new assets Provides Audit Trail Updates the General Ledger in a more timely fashion Allows Capital Asset Payments to process in a timely manner

PeopleSoft Asset Management  Disadvantages None

PeopleSoft Asset Management (AM)  Depreciation Calculation - Calculated Monthly - Journal Generated to GL - Supplemental Ledgers GOV_AC_GRP (Governmental Fund) PROP_CP_AS (Proprietary Fund)

Contact List for Capital Assets Henry Johnson(951) Beverly Markwardt(951) Don MacKinnon(951)