welcome to capital asset management. cams mission the mission of the university capital asset...

Welcome to Capital Asset Management

CAMS Mission

• The mission of the University Capital Asset Management department is to provide the highest quality service and guidance in asset management to university organizations, while fulfilling the financial recording and reporting requirements of the university.

Roles and Responsibilities

• Compliance Services

• Consulting Services

• System Support and Training Services

Asset Categories

• Capital Movable– Equipment– Fabrications– Lease Purchases

• Capital Non-movable– Art and Museum – Bonds– Buildings & Building Improvements– Infrastructure– Land– Leasehold Improvements– Library books

• Non Capital

Major Components of CAMS

• Capital Asset Builder • Pre-Asset Tagging• Non-Movable Additions • Documents and Maintenance Screens• Inventory Process• Depreciation• Reconciliation Reports

CAB Menu

Invoice Line Item Screen

Allocate Additional Charges

Insert from Pending

Add line 8 to line 1

Create View Asset Screen

General Ledger Transactions

Modify an Asset

Enter Pending Asset Information

Create View Asset Screen

Pre-asset Tagging

Pre-asset Tagging (tagging) screen

Documents Route for Approval

• Add Asset• Asset Retirement• Asset Transfer• Equipment Loan/Return• Fabrication Request

Maintenance Screens & Security

Maintenance Screens do have restrictions– University Capital Asset Office– Campus Capital Asset Offices– Organizations

Accuracy of Data

• Additions (CAB/Add Asset Document)

• Transfers

• Retirements

• Inventory Updates

Add Asset Document

Asset Retirement

Asset Transfer

Equipment Loan/Return

Fabrication

CAMS Maintenance Screens

• Capital Asset Maintenance

• Location Maintenance

• Tag an Asset

• Merge an Asset

• Separate an Asset

• System Manager Maintenance

Capital Asset Lookup

Capital Asset Maintenance

Location Maintenance

Physical Inventory

• Intermec Antares Trakkers scan equipment.

• Filecopy utility is used to extract file and copy to PC.

• File Uploaded to FIS

• Bar-code Error Document

• Inventory Reconciliation Report

Depreciation

• Depreciation expense is calculated from a stored procedure that updates the asset database on a monthly basis. The Straight Line method is the basis for the calculation, along with a method for Salvage Value. Federally owned payments are excluded from the depreciation calculation. In addition, no Deprecation will be taken on Art and Museum Objects, Land, or Leasehold Equities. Each asset is depreciated from the asset create date, and the assets useful life assigned to the asset type code. Non-Movable assets use a ½ year convention for assigning the create date. The Deprecation entries Debit Object Code 51XX, Depreciation Expense, and Credit the appropriate Accumulated Depreciation Object Code based on the Object Code Sub Types in the Asset Object Code Table.

Asset Object Code Table

Year Chart SubTY Cptlztn Accum Depr

2005 BA AM 8615

2005 BA BD 8601 8905 5112

2005 BA CM 8610 8910 5115

2005 BA CO

2005 BA IF 8604 8904 5157

Reconciliation

• Additions

• Retirements

• Transfers

• Depreciation Expense

• Ending Balances

Pre-Defined Queries

Capital Asset Management has made available the following reporting categories to assist organizations in asset management.

Inventory Control Reports Nbr of rpt 9

Depreciation Reports Nbr of rpt 4

Edit Reports Nbr of rpt 10

Summary Reports Nbr of rpt 4

Internal Reports Nbr of rpt 15

Screening Reports Nbr of rpt 1

Capital Lease Reports Nbr of rpt 2

Movable Equipment Activity

For Year Ending June 30, 2004

Total net capital assets $1,707,160,245.18

Capital Asset Management Staff

• Plant Fund Accountant

• Asset Creator

• Inventory/Tagging Manager

• Data Manager