WELCOME Monthly Accounting Meeting (MAM) October 19, 2006

Riverside County Proud Recipient of the 2005 GFOA Award Certificate of Achievement Excellence in Financial Reporting

Opening Remarks Michael Alexander Division Chief Internal Audits Division

Introductions Announcements Introductions Announcements Vi Jackson Principal Accountant General Accounting Division

Association of Government Accountants Inland Empire California Chapter Linda Kjeldgaard, President Carla O’Ferrall, President Elect Jessica Hurst, Treasurer Nancy Clarke, CGFM Coordinator

Facilities Management Project Accounting Alma Avila Supervising Accountant FM - Accounting

Meet the GAD Operation Team Robert Valenson Operation Section Supervisor General Accounting Division

Operation Section Functions Vendor Code Section Voucher Audit Team Section Replacement Warrant Section A/P Distributions and Reconciliations Processing Section

Operation Section Questions ?

Additional Guidelines for Non-Cap Assets Michael Alexander Division Chief ACO - Internal Audits Division

When should walk-away and other non- capitalized assets be entered into the Asset Management Module? As soon as possible December 31, 2006 for small departments By March 31, 2007 for large department A different timeline will be developed for large departments using Remedy or other similar software for tracking equipment

Should asset tags be used for walk-away and other non-capitalized assets which are entered into the Asset Management Module? Yes Departments are responsible for deciding the numbering convention for their tags and for purchasing these tags

What fields are required when entering walk-away and other non-capitalized assets into the Asset Management Module? General Information Custodian Serial number Acquisition Date Non-caps

What will be required to retire walk-away and other non-capitalized assets from the Asset Management Module? Department Head approval of a form AM-7 maintained at the department. (Do not send to the Auditor-Controller) correspondence to the Auditor- Controller, Asset Management Section, with a copy to the Department Head

Will an annual physical inventory of walk- away and other recorded non-capitalized assets be required? Yes

Will the physical inventory of walk-away items and other non-capitalized assets have to be certified? No

What’s Next?

How to Enter Non-Caps into the Asset Module Tanya Harris, Principal Accountant Henry Johnson, Lead Senior Accountant ACO GAD-Capital Assets

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

NAVIGATION

NAVIGATION

NAVIGATION

GENERAL INFO 1

IMAGE

COMMENTS

LOCATION

CUSTODIAN

LICENSE / REGISTRATION

MANUFACTURER

ACQUISITION DETAIL 1

CAPITALIZE

PeopleSoft Asset Management  Interface Method  Identify Non - Capital Asset at 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 (NOCAP)

PeopleSoft Asset Management

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

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 Provides Audit Trail

PeopleSoft Asset Management  Disadvantages None

ARE THERE ANY QUESTIONS ?

Ahoy Matie! Pirate Booty Candy!

Next MAM Meeting December 11, 2006 (9:00 am – 11:00 am) Next MAM Meeting December 11, 2006 (9:00 am – 11:00 am)

Wrap Up Meeting Evaluation Open Forum

Thank you for your participation