PPMB Staff

February 26, 2014

Personal Property Training

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Topics

Acquisition CostAcquisition Date

Untimely

Acquisition Cost

Common error created in Sunflower by Property Officials.

What is the Acquisition Cost and where can I find the information?

Acquisition Cost

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: www.pps.noaa.gov Personal Property Policies Procedures for Acquiring Personal Property, CD50 User Guide Page 10

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Acquisition CostThe 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.

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Acquisition Cost• 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

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

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Acquisition CostFor accountable assets some of the documents that must 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

Acquisition Cost

Acquisition Cost

Acquisition Date

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Audit Issue

•“Use of incorrect Acquisition Date results in improper recording of obligations”

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Acquisition Dates

The acquisition date is a Sunflower field where common errors are made by Property Officials.

Often the acquisition date is incorrect because it does not match the support documentation.

What is Acquisition Date?

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: www.pps.noaa.gov Personal Property Policies Procedures for Acquiring Personal Property, CD50 User Guide Page 10

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Acquisition DateThe purpose of this training is to provide guidance to the L/SO for identifying and recording the correct acquisition date when entering accountable and capitalized (including CWIP assets) in Sunflower.

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.

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Acquisition Date

• Receiving Report date recorded next to the Signature of Authorized U.S. Government Representative line.

• Invoice - Receipt Certification date the certification was completed in the field “Date Goods Accepted” with the receiving employee signature or initials.

Acquisition Date

•Receipt of Supplies or Services date stamp on the invoice with the signature or initials of the receiving employee

•Agency Acceptance Date recorded by the agency on the invoice containing the signature or initials of the receiving employee

•Transfer Order Excess Personal Property date of GSA Approval on the transfer order excess personal property form contain in proper authorizing signatures.

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Acquisition Date

For accountable assets, the following documentation may be used to support the acquisition date: • Receiving Report date the asset was received on or the date of the

signature if the receiving report is incomplete and/or not date stamped

• Found Assets date the asset was found or the signature date if the found asset date field is incomplete

• 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 the event of multiple signatures and dates, the earliest date recorded is the acquisition date)

• In store purchase date of receipt of purchase from the retail store

Acquisition Date

Steps:Log into SunflowerCD 50 /52 Transaction MenuMaintain Assets to make all correctionsBarcode # (Inventory or Agreement)

Dates must match when creating assets in SunflowerExample: Acquisition Date* 08/06/2013

Acquisition Date

Untimely “Timeliness when recording accountable property additions in Sunflower”

Found: http://www.pps.noaa.gov/CD%2050%20Create-Update%20Asset%20User%20Guide.pdf

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Untimely

It is important that NOAA Property Custodians and Contacts complete the Sunflower web-based CD-50, Create Asset form and upload supporting documentation (i.e. purchase order, contract, invoice, receiving report, purchase card statement, found property certification, etc.) for all accountable personal property. Property Custodians/Property Contacts should refer to the CD-50 Create Update Asset User Guide when creating new asset records in Sunflower: Accountable personal property should be created in Sunflower within 45 calendar days of receipt, inspection and acceptance.

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Untimely

When an asset record has not been created in Sunflower within 45 calendar days of receipt it is considered Untimely.

In this instance the Property Custodian will receive an error notification. If the asset has been created in Sunflower within the

45 calendar day time frame no action is required. The Property Custodian or Contact should check L/SO UPR, and the document number should not appear on the Un-reconciled

Payment Report (UPR).

Found: http://www.pps.noaa.gov/CD%2050%20Create-Update%20Asset%20User%20Guide.pdf

Line Office RepresentativesProperty Management Officer - Joy TaylorBranch Chief – Kenneth Morrow

NESDIS – Larry OatesOAR – Melissa NelsonNWS East - Edwin LewisNWS West – Marvel KenneybrewNMFS – Saysha JohnsonNOS – Derrick BattleAll Staff Offices – Lorenzo Brown

Questions & Answers

1.Q: Please talk about shipping costs as part of acquisition costs

A: Shipping costs should be included in the acquisition cost. The acquiring personal property policy provides guidance on which costs should be included and excluded. The policy is found at http://www.pps.noaa.gov/personal_property_policies_procedures/Acquiring_Personal_Property.pdf

2.Q: Re shipping costs: the policy doesn't address spreading the shipping costs amongst the number of items. Say 20 pcs are shipped...

A: The policy is from NOAA Finance not PPMB. The policy is found at http://www.corporateservices.noaa.gov/~finance/CWIP%20Policy%20and%20Appendix.html However, for example if your shipping cost is $20 then your $20 is divided by your 20 pcs= $1.00. That $1.00 is added to the cost of all the 20 pcs.(If you need further assistance contact your LOR

Questions & Answers

3. Q: I've been told in the past to wait until the accountable property shows up on my UPR before I enter the property into Sunflower. The reasoning is that it permits the accounting information to sync up. When I have gone and entered the property into Sunflower before it showed on my UPR, i have had some accounting problems. The slide that touched on this was not kept up long enough for me to read it, but seems to go against waiting for items to show on the UPR.

A: The Policy states within 45 calendar days of receipt, inspection, and acceptance, NOAA Property Custodians or Contacts must complete the Sunflower web-based CD-50. If it exceeds 45 days you will be cited on Timeliness

4. Q: Should the Acquisition and Responsibility dates be the same?A: Yes, for non-CWIP assets

5. Q: When an item is found during an inventory, with no documentation, what date is used for the Acquisition date and Responsibility date?

A: If an item is found with no supporting documentation it should be entered into Sunflower as found property and the acquisition date should be the date the found certification memorandum signed and dated

Questions & Answers

6. Q: What if an order is received over a period of a month what date do you use? Will I use the date of the first asset received, or when the order was completed?

A: You will use the date that the asset was received, inspected and accepted by a government representative.

 

7. Q: When someone uses the Govt. Purchase card to and it takes over 30 days to receive the credit card statement and then up to 15 days to reconcile the credit card (actually we are already at 45 days). What date do you use because the credit card purchasers would have received the equipment weeks before the credit card statement comes in? I hope this makes sense.

A: You should use the date the asset was received stamp or written on the invoice or packing slip.

8. Q: Have a question regarding a contractor buying equipment and then they will bill the Govt. and the Govt. will pay the contractor which could be several months apart. Do I use the receiving date when the Govt. receives the bill from the contractor or when the COTR approves the bill and authorized payment.

A: Contractor acquired property under review at PPMB