Asset Management Acquisitions AM100

Process Group/Policy Details

• Subject: Asset Management 

• Process Group: Asset Management 

• Title of Policy: Asset Management Acquisitions AM100

• Effective Date: 06/2014

• Approved/Revision Date: 06/2014

• Approved by: 

Process Group Definitions

• Fixed Asset (aka Capital Assets): Fixed or Capital Assets are assets that have a useful life greater than one year, are held primarily for use in an agency’s operations and programs, and meet cost thresholds established.  

• Acquisition: The acquisition of a fixed asset is the addition of a fixed asset. 

• Responsibility Center: The Fund that the assets’ accounting is recorded in. Fund where Depreciation is recorded in.  

• Shell Document: Document in CORE that is used to enter all the fixed asset details on.

Policy Statement:

• Departments shall use the Asset Management Module in  CORE to record and manage fixed assets throughout the asset’s useful life unless the Office of the State Controller approves an exception.  

• Departments shall maintain a detailed record of all fixed assets.  

• Departments with fixed assets in governmental funds,  except permanent funds, are required to account for and depreciate fixed assets in Fund 471.  

• Departments with fixed assets in proprietary funds are required to account for and depreciate these fixed assets in their respective funds.

Procedures:

AM.PO.01 - Recording a Fixed  Asset 

• There are several ways by which a Fixed Asset can be acquired, Purchased, Donation, Purchased with a Purchase  Card, etc. 

• Departments shall use the Fixed Asset acquisition (FA)  Transaction to enter a newly acquired fixed asset into the system. The FA Transaction contains both accounting and descriptive information. The FA transaction establishes the detailed record of the asset in the CORE system. 

• There are two ways to complete an FA transaction, first the  Automated Shell Generation.

  • AM.PR.01.1 - Recording a Fixed Asset with  Automated Shell Generation  

    • Commodity Codes will be used state-wide when purchases are made  by the purchasing departments.  

    • If the cost of the asset purchased is greater than the established  thresholds and has a useful life greater than one year, department  shall purchased the fixed asset by using a fixed asset commodity  code (COMMFA Table).  

    • Departments shall process a payment and a single FA Shell Document  will be generated.  

    • If a department purchases a group of fixed assets, the department  will have to copy forward the approved FA Shell Document to set up  the other fixed assets purchased. 

    • Always enter In-Service Date, Straight-Line Depreciation, &  Responsibility Center

  • AM.PR.01.2 - Recording a Fixed Asset  Manually  

    • The other method of recording a Fixed Asset is to manually record an  FA document 

    • Donation of an Asset 

    • Assets acquired by the use of a Purchase Card or purchased from  Correctional Industries 

    • An asset did not meet the dollar threshold at the time of purchase  but ancillary costs result in an asset that is greater than the  threshold 

    • Memo Asset – an asset that falls below the threshold amount but  Departments choose to track, i.e. Computers. 

    • Always enter In-Service Date, Straight-Line Depreciation,  Responsibility 

    • Asset Number / Asset ID   

      • Assets must be entered with a prefix identifying the Cabinet and Department. 

      • The use of Cabinet/Department will ensure that fixed asset numbers are unique. 

      • The Departments have the option after the prefix to allow the system to auto-generate an asset or manually enter an asset number based on a tag they may already have. 

      • If the asset has a serial number it should be entered in the serial number field. 

      • Special numbers will be used for fixed assets that are converted to CORE in order to distinguish converted assets to aid in the reconciliation process.

    • Differentiating between the group acquiring  the asset and the group responsible for the  asset 

      • Asset purchased by one fund but another fund has responsibility of the asset. 

      • This is the case of assets in Governmental funds. CORE  manages this through the Responsibility Center. Configured as a required field in CORE. 

      • Governmental Funds – Responsibility Center is the General  Full Accrual Accounting Group (GFAAG), Fund 4710. It is responsible for the asset, while the accounting lines will still reflect the fund that originally funded the asset. 

      • For Proprietary Funds the Responsibility Center is the same fund that purchased the asset.

  • AM.PR.01.3 – Ancillary Costs 

    • When the cost of an asset is below the threshold, an automated FA shell will not generate. 

    • If ancillary costs are identified and were paid using a different PO and PRC it can increase the total cost of the asset to greater than the threshold. 

    • Prepare a manual FA Document. 

    • In the scenario that the original asset was above the threshold and automatically generated an FA shell document, then additional costs are identified, and an FI  Transaction is used to record the ancillary costs.