Campus Property Coordinator
Ana Hinkle
Phone: (907) 834-1624
Fax: (907) 834-1627
Email Ana Hinkle

In order to insure that Prince William Sound Community College 's assets and equipment resources are preserved and protected, a perpetual inventory of equipment is maintained. It is the objective of the equipment inventory system to provide management with accurate and up-to-date information for the purpose of managing property and to comply with federal and state requirements.

Download: The University of Alaska – Statewide Property Manual

Checkout Procedures

Employees removing property from campus must obtain written approval from their supervisor or a member of PWSCC administration. Copies of such written authorization are to be retained for property accounting purposes in the business office as well as the office where the item would normally be kept. The written authorization for off campus use of property shall include a complete description of the property, the property tag number or serial number, the location of the property while it is off campus, justification for that use stating the intended purpose including business need and will cite a date when the item is to be returned to the campus. That date will not be longer than the time required to complete the university project but in no circumstance longer than one year. The business manager will review all requests for completeness and compliance with this policy.

Download: Authorization for Off Campus Use of University Property (PWSCC)

All property must be checked out and returned through the business office during normal business hours.

• For projects requiring more than one year the equipment must be returned to campus for inspection and verification of tag or serial numbers for inventory and the check out process re-initiated annually.
• Non-college entity use is restricted and must be of civic or community wide benefit, requires college sponsorship and a college employee who will be responsible for the property check out and return. Activity or purpose of the event must be within the college mission and be of direct benefit to the college. Priority will be given to college sponsored activities and instructional purposes.
• Commercial, business, personal, or for profit use is strictly prohibited.
• Equipment removed off campus by an employee without property authorization on file may be held liable for damage or theft of University equipment.

Regulations

These procedures are issued pursuant to AS 36.30.005(c), AS 14.40.491, AS 37.05.160, OMB Circular A-110, OMB Circular A-21, and the Federal Acquisition Regulations. These statutes and regulations require the college to maintain a perpetual inventory of all permanent property; prescribe certain record keeping responsibilities; and place responsibility for supply management with the university chief procurement officer.

The accuracy of all property records shall be verified by an annual physical inventory at the direction of the Statewide Property Office under the supervision of the chief procurement officer.

Inventory

The current property records are a result of previous physical inventories and have been increased for subsequent purchases and reduced by all disposals. Both the federal and state governments require the college to verify the accuracy of the property records by actual inspection of the property.

To properly perform the physical inventory, each area must be searched systematically. All controlled property in possession must be inventoried regardless of departmental ownership. The inventory program updates the location and usage information on the property records without changing department ownership.

Each Campus Property Coordinator must certify that the entire campus inventory is completed, in order to be considered final. Form must be signed and forwarded to the SW Financial Service – property function.

Transfers

This section describes the transfer procedures for the university owned property. See "Federal Contracts and Property" for additional requirements for federally owned property.

Two types of transfers:
1. Transfer between units changes the responsibility for an item from one unit to another. The property module and property accounting ledgers are updated to reflect this information. There are two types of transfers between units.

•  Transferring existing property listed in the property module from one unit to another. The organizational code is updated in the property module to that of the new responsible department.

•  The purchase and payment of controlled property by a unit for use by another unit where the using unit will be responsible for the property. For example, a statewide department may purchase property for use by another MAU. The organizational code entered in the property module will be that of the responsible unit and department.

2. Transfers between departments and institutes affect the organizational code number listed in the property module. The organizational code will be updated to reflect the new responsible department.

Reporting transfers of existing property:
All transfers of existing property must be reported to the local property coordinator. The department transferring the property will complete the "transfer from" portion of the "Property Transfer Report" prior to the transfer. The department receiving the property will complete the "transfer to" portion of the "Property Transfer Report" when the transfer occurs. The transferor is responsible for the property until this report has been completed, with the appropriate signatures and submitted to their local property coordinator.

Purchase of existing equipment between university departments:
When one department pays another department for the transfer of controlled property, the payment should be accounted for on Banner by a journal voucher. The appropriate equipment object code should be debited to an interdepartmental or inter campus revenue object code (9904 or 9934) credited. The sale price listed on the journal voucher must be $5,000 or greater per item to be charged to a controlled property object code. MAU's may elect to apply other procedures regarding the revenue if the sale price is less than $5,000. A copy of the journal voucher should be attached to the Property Transfer Report.

When a property transfer does not involve a payment from one unit or department to another, a journal voucher is unnecessary.

Accounting for transfers :
The original cost in the property module will be transferred to the department acquiring the property. For transfers between units, the original cost will also be transferred on the property accounting ledgers. Any amount charged by journal voucher to a controlled property object code will be entered as an adjustment to the property accounting ledgers.

Surplus

Surplus items are available for reutilization between Prince William Sound Community College departments only. Excess equipment/supplies are then available to be sold in a competitive sale as set up by the campus property coordinator.

Disposal

This section describes the disposal procedures for university owned property. See "Federal Contracts and Property" for additional requirements for federally owned property.

All disposals must be done in a manner which is determined to be most advantageous to the University and in compliance with University regulations and the state procurement code AS 36.30.

College departments may not sell or otherwise dispose of property or supplies owned by the college without prior written authorization of the UA Chief Procurement Officer or authorized designee. The purpose of the written authorization is to ensure that the disposal procedure utilized is appropriate and in compliance with university regulations and the state procurement code.

It is recommended that University departments make the property available to other University departments.

Consumable supplies which have been consumed during the normal course of business are exempt from the disposal authorization procedures in this manual.

Surplus property and supplies must be authorized for disposal by the Chief Procurement Officer or authorized designee.

A "Property Disposal Authorization" must be completed for all controlled property and supplies with an estimated net salvage value of $100 or more, to be disposed of and submitted to the campus property coordinator for that main administrative unit. The MAU Property Office will review the form prior to submission to the chief procurement officer or authorized designee for approval.

Items in non operational condition, having an estimated value for either parts or materials that is less than the estimated cost of disposal may be scrapped. All scrapped items must be destroyed or defaced before being placed in a trash bin or hauled to a land fill, and witnessed by at least one other university employee. The "Property Destruction Authorization & Certificate" form must be completed and submitted by the campus property coordinator to the MAU property office.

Advertisements - All sealed bid sales and public auctions must be advertised to the public prior to the sale. The advertisement must include:

1. The date and time for inspecting property to be sold.

2. Description of the items for sale.

3. A statement that the items will be sold "as is," and "where is" and that the university makes no warranties or representations either express or implied regarding the quality, condition, or suitability for any specific purpose of any item.

4. A statement that the University has the right to withdraw items at any time prior to sale.

5. If a minimum bid is wanted on specific items, the notice or advertisement should indicate the minimum bid requested on the specific item for sale.

6. Revenue from the sale will be recorded by journal voucher according to the instructions in the Statewide Accounting Manual procedure #93. Expenses of the sale such as advertising may be netted against the sale proceeds.

In remote areas with no newspapers, announcements may be posted in popular gathering places such as a general store, post office, school, airport, or café.

Sale Methods - Surplus property should be offered through competitive sealed bids, public auction, established markets or posted prices. However, some types or classes of items can be sold or disposed of more readily and advantageously by other means, including barter. In such cases, and also where the nature of the property or some unusual circumstances indicate that the sale should be restricted or otherwise limited, the chief procurement officer or authorized designee may employ other means, provided the property officer makes a written determination that the procedure is in the best interest of the university.

• Sealed Bid - When making sales by competitive sealed bidding, notice of the sale must be given at least 10 days before the date set for opening bids. Notice must be given by mailing a request for sale bids to prospective bidders and by making the request for sale bids publicly available. Newspaper advertisement may also be used. The request for sale bids must list the property offered for sale; designate their location and how they may be inspected; and state the terms and conditions of sale and instructions to bidders including the place, date, and time set for bid opening. Bids must be opened publicly.

Award must be made in accordance with the provisions of the request for sale bids to the highest responsive and responsible bidder, if the price offered by the bidder is reasonable, as determined by the chief procurement officer or authorized designee. If the approving officer determines that the price offered is not reasonable, the approving officer may reject the bids in whole or in part.

• Auction - An experienced auctioneer should be used to cry the sale and assist in preparation of the sale. The solicitation to bidders should stipulate, at a minimum, all the terms and conditions of the sale; that a deposit may be required in order to participate in the bidding; that the purchaser must remove within a stated time all surplus property purchased; and that the university retains the right to reject any and all bids.

• Established Markets - Places where property such as livestock and produce are regularly sold in wholesale lots and prices are set by open competition. Surplus property may be sold in established markets where appropriate.

• Sale at Posted Prices - Surplus property may be sold at posted prices when the prices are based on fair market value and notice of the sale has been advertised to the public.

• Other Methods - Alternative disposal procedures may be used when the above described methods are not practicable or feasible, if the alternative procedure is documented and the Chief Procurement Officer or authorized designee determines in writing that such alternative procedure is in the best interest of the University.

Transfer to Governmental Agencies - Surplus property or supplies may be transferred to another governmental agency, department, or unit without prior advertising for intra-university transfer or external sale, if the Chief Procurement Officer or authorized designee determines in writing that such a transfer is in the best interest of the University.

Donations to Non-Profit Organizations - Subject to the approval of the Chief Procurement Officer, surplus property or supplies may be donated to a non-profit organization, if the regional campus property officer determines in writing that all routine procedures for sale of the subject items have been exhausted or application of the routine procedures will not be cost effective, and that the donation of the items to the specific non-profit organization is in the best interest of the University.

Property Trade-Ins - Equipment items may be offered for trade-in on the purchase of like property without prior advertising for intra-university transfer or external sale, if the Chief Procurement Officer or authorized designee determines in writing that such a trade-in is in the best interest of the University. The acquisition cost of the new property should be increased by the amount received for the property traded in.

Removal of University Property Tags and Identification - All property tags and identification must be removed from the equipment being disposed of, at the time it's removed from the university premises. Property tags must be returned to the campus property coordinator.

Deletion of Property Records for Disposal - Property records will be deleted from the property module only AFTER the property has been removed from university premises. Notification of the final disposal must be sent along with the property tags to the campus property coordinator.

Forms

Authorization for Off Campus Use of University Property (PWSCC)

UA Property Transfer Report (PWSCC)

UA Property Disposal Authorization (PWSCC)

UA Report of Stolen or Unlocated Property (PWSCC)

UA Vehicle Sale/Disposal Report (PWSCC)

UA Certification of Screening (PWSCC)

UA Physical Inventory Certification (PWSCC)

UA Fixed Asset Entry Information (PWSCC)

UA Vehicle Create (PWSCC)

Link: Property Related URL's
http://www.alaska.edu/controller/financial-systems/property/manual/Links.pdf

Barcode Scanner Instructions:
http://www.alaska.edu/controller/financial-systems/property/