financial management of property, plant and...

HARVARD UNIVERSITY FINANCIAL POLICY Responsible Office: Financial Accounting and Reporting

Date First Effective: 2/15/ 2007 Revision Date: 7/1/2014

Financial Management of Property, Plant and Equipment

Policy Statement

The University requires that amounts expended for facilities and equipment (in excess of certain thresholds and whether purchased, constructed or leased) be capitalized, depreciated and periodically reviewed for impairment or possible write-off in accordance with Generally Accepted Accounting Principles (GAAP) and regulatory requirements. The University also requires a physical inventory of certain assets every two years.

This policy provides guidance for the management and control of capital equipment either that is owned by the University, titled to the University, under the custody of the University, or for which the University is accountable to the federal government or other sponsors. Capital equipment is an asset of the University that should be safeguarded and used for University programs and purposes.

Reason for Policy

This policy exists to ensure adherence with Generally Accepted Accounting Principles (GAAP) and other regulatory requirements, to promote consistent accounting treatment across the University, and to ensure the operating results of University units are not misstated as a result of transactions unrecorded or recorded improperly.

Who Must Comply

All Harvard University schools, tubs, local units, Affiliate Institutions, Allied Institutions and University-wide Initiatives must comply. In the event that this policy differs from that of a unit or sponsoring agency, the more restrictive policy will apply.

Procedures

1. Use Oracle Fixed Assets as the system of record for property, plant and equipment. AllHarvard units must input and maintain PPE assets in Oracle Fixed Assets.

2. Follow Harvard’s general rules for capitalization.A. Only capitalize expenditures that meet all three of the criteria listed below, otherwise

expense the amount in the year incurred: a. The item must be acquired for use in operations, and not for investment or sale.b. The item must have a useful life of one year or more.c. The amount must meet the following materiality thresholds: generally, $100,000

in project costs for land and buildings (excluding any movable furnishings andequipment [MFE] costs) and $5,000 for furnishings and equipment. SeeAppendix B for further detail.

B. When building or fabricating assets, acquiring land, land improvements, buildings or equipment, all significant expenditures that are necessary to obtain and prepare the asset for its intended use are generally capitalized. In addition, costs such as freight,

Title: Financial Management of Facilities and Equipment of 8

HARVARD UNIVERSITY FINANCIAL POLICY

Responsible Office: Financial Accounting and Reporting Date First Effective: 2/15/ 2007

Revision Date: 7/1/2014

insurance, installation, and assembly are capitalizable. The capitalization guidelines differ for each type of asset (see Appendix B).

C. Repair and maintenance expenses associated with recurring work required to preserve or immediately restore a facility to such condition that it can be effectively used for its designated purposes should be expensed as incurred. For additional guidance, see the “Repairs and maintenance” section of Appendix B.

D. Costs for assets are accumulated through accounts payable transactions (HCOM, Web Reimbursement and Corporate Card) or internal billing charges. The use of P-Cards for asset transactions is not recommended as they are outside of the Accounts Payable system.

3. Understand specific rules for capital equipment. A. Code capitalizable equipment, furnishings and vehicles costing greater than $5,000 to

object codes 6800-6869. Individual items (that are not part of multi-component equipment) costing less than $5,000, even if the total purchase exceeds $5,000, should not be capitalized but expensed as incurred; use object codes 6710-6789 to capture these acquisitions. Local policies might require tracking of equipment below the capitalization threshold; for further guidance, contact your tub financial office or equipment manager.

B. Multi-component equipment comprises individual pieces of equipment or materials that are connected together to operate as a system (e.g., a CPU, computer monitor, keyboard, mouse, etc.). Component parts of one piece of equipment must be accumulated and capitalized if, in total, the cost is greater than $5,000. In addition, costs such as freight, insurance, installation, and assembly are capitalizable. See “Equipment” in Appendix B for additional information.

C. A fabrication is equipment constructed from combining parts or materials into one identifiable unit. Aggregate fabrication costs for constructed equipment (Work in Progress) by project in object codes 6811 and 6812. Once completed, tubs can place the assets into service by notifying Financial Accounting and Reporting (FAR). See “Equipment Work in Progress (WIP)” in Appendix B for additional information.

D. Title transfers: if title to equipment transfers to Harvard with an incoming faculty member or as the result of a donation, contact FAR for guidance on accounting.

E. Equipment to which Harvard does not hold title: a. Government-titled equipment and government-furnished property: under some

sponsored awards, the government keeps the title to certain equipment. In cases where the government furnishes the equipment at no cost, Harvard does not own the equipment but must still record it for tracking purposes, and the assets should be recorded in Oracle Fixed Assets at zero value. Additional procedures apply in such cases; see Appendix A for more information.





b. Faculty transfers: occasionally, an incoming faculty member brings equipment to Harvard but does not transfer title to the equipment to Harvard. In these cases, Harvard does not own the equipment but must still record it for tracking purposes, and the assets should be recorded in Oracle Fixed Assets at a net book value of zero.

F. Works of art, collections and books: a. Items purchased as part of a collection or held for exhibit should be expensed

and not recorded as a capital asset. In accordance with FASB guidelines, Harvard does not capitalize its collections, including works of art, historical treasures, and books.

b. Works of art that are purchased for the sole purpose of furnishing an office should following the policies for purchasing office furniture and fixtures. Purchases under $5,000 should be expensed and those over $5,000 should be capitalized.

4. Place capital building assets in service. A. If any one of the following conditions is met, a building project is considered complete

and must be placed in service: a. A Certificate of Occupancy or Temporary Certificate of Occupancy has been

issued. b. If a Certificate of Occupancy or Temporary Certificate of Occupancy is not

necessary for the project, a Certificate of Substantial Completion has been received from the contractor, or municipal sign-offs on construction permits have been received that allow use of the space/asset.

B. Closing a project: When a project is complete, the CAPS system notifies FAR to place the asset into service. All of the costs aggregated in the CIP object codes are placed in service either as a Facility Buildings PIS or Movable Furnishings & Equipment (MFE). When placing a CIP project into service, FAR will use the date the Certificate of Occupancy was issued. If no certificate is needed, FAR will use the date of the close request for the placed in service date.

a. If the project is 100% complete, the CIP activity is closed. No additional spending may be charged to the project and any remaining costs are expensed as incurred. Depreciation starts in the month the asset is placed in service and debt service begins.

b. If the project is not 100% completed (previously considered a partial close) but meets one of the two criteria in A above, the CIP activity will remain open and costs will continue to accrue to the CIP object codes until the project is 100% completed. Depreciation starts in the month these costs are placed into service and debt service begins. Upon final completion of the project, the additional accrued costs are placed in service, and the activity is closed. The placed in service date for these additional costs will be the date the original costs were





placed in service. Depreciation will automatically catch up for the difference between the original placed in service date and the final close date.

C. Phased projects: Projects that have separate and distinct phases that are part of one

overall project may be treated as separate CIP activities for accounting purposes. These phases are independent of one another, i.e., one phase can be placed in service before other phases begin or end). In phased projects, each phase can have a separate placed in service date. Once completed phases are placed into service, depreciation and debt service begin on those respective phases.

5. Place equipment assets in service. A. An equipment fabrication project should be placed in service when: 1) the asset has been

sufficiently developed and is available for use or is producing science; AND 2) the aggregate project costs meet the capitalization threshold.

B. Tubs should review their WIPs for activity at least every 6 months. Projects that haven’t incurred charges after 6 months should be placed into service or written off if impaired or abandoned. The work-in-progress period for sponsor-funded equipment is generally set by the scope of the sponsored agreement and may exceed 6 months. Exceptions for non-sponsored fabrications should be rare, but if there is a compelling reason to extend the WIP period, please notify FAR for review.

C. For non-debt financed WIP, tubs must notify FAR when projects are ready to be placed into service. For debt financed WIP, tubs must notify the Office of Treasury Management (OTM) when projects are ready to be placed into service. For additional guidance, see the Equipment Work in Progress section of Appendix B.

6. Depreciate assets. Harvard begins depreciation in the month the asset was purchased and

placed into service OR the date a project (CIP or WIP) is closed and placed into service. A full month of depreciation will be recorded in the first month. Depreciation is recorded each month as a part of the month end close process.

A. Harvard requires the use of standard useful lives for similar assets, which are detailed in Appendix C.

B. Tubs may record depreciation expense to the tub-level org, to department orgs, or a combination of the two.

7. Inventory and manage assets. Upon receipt of capital equipment, schools must track the

location of equipment at Harvard or at an off-campus site. Schools should maintain records of equipment that allow the equipment to be located in a reasonable amount of time.

A. The University requires a full physical inventory on all equipment, sponsored and non-sponsored, that has an original purchase price over $25,000 every two years. Equipment includes all equipment assets over $25,000 regardless of how acquired (fabrication or purchase). It is the responsibility of the tubs to perform these inventories and maintain





all inventory and equipment records within Oracle Fixed Assets.

B. In addition, federal regulations require any tub with sponsored capital equipment to perform a full physical inventory of the sponsored equipment every two years to verify both the accuracy of equipment records and the existence and current use of these assets. Upon receipt of sponsored capital equipment, schools must maintain records that include a description of the equipment, a serial number or other identification number, the source of funding, who holds title, the acquisition date and cost, the location, use and condition status, and any ultimate disposition data.

C. Individual MFE equipment assets costing over $25,000 that are purchased as part of a capital project require special treatment. Equipment managers are required to identify these assets and create a separate asset in Oracle Fixed Assets for the purposes of tracking and inventory.

D. Tagging equipment: to identify equipment effectively, schools must affix uniquely numbered identification tags to equipment. Tags and tag numbers facilitate the schools' equipment inventory control by enabling individuals to match pieces of equipment to their associated information, as required by federal regulations. If an item cannot be physically tagged (e.g., too small, temperature-sensitive, or in cases where the tag would interfere with use or operation), schools must keep a property record/tag and make it available for review upon request.

8. Correct General Ledger coding properly: tubs must use the AP Adjustment form to change the

General Ledger coding for an asset (whether capital or equipment). Do not use the journal entry process to change General Ledger coding as this breaks the audit trail in Oracle Fixed Assets.

9. Account for disposals, dispositions, and impairments: When an asset has been sold, demolished, is no longer in service or its value has been permanently impaired, any remaining value of the asset1) must be written off or written down to its net realizable value. This involves removing or writing down the asset in Oracle Fixed Assets. The corresponding adjustment to accumulated depreciation and any realized loss will be recorded during the monthly Oracle Fixed Asset closing process. Additionally, when assets are sold, FAR must manually transfer any remaining plant equity to operating net assets. Any outstanding loans on debt-financed assets that are being written off must be settled. For equipment, tubs should record disposals or impairments at time of inventory or when information about the state of equipment becomes known. For all other capital assets (buildings and capital leases), tubs must recognize impairments as they become known and record them in Oracle Fixed Assets by the quarter close of the quarter identified.

A. Impairment: If assets have been permanently impaired, whether by damage, neglect, obsolescence or a change in the economic landscape, such that future expected cash

1 net of accumulated depreciation, less any salvage value


HARVARD UNIVERSITY FINANCIAL POLICY Responsible Office: Financial Accounting and Reporting

Date First Effective: 2/15/ 2007 Revision Date: 7/1/2014

flows from the assets are less than their net book value on the balance sheet, the assets must be written down to their estimated remaining value or, in some cases, written off entirely. This write-down or write-off is accounted for in the same manner described in the “Sales of assets” and “Demolition” sections of this document. For additional guidance, see Appendix C, “Detailed Guidance on Disposals and Impairments.”

B. Timing of recording: account for disposals due to sale or demolition and transfers of assets in the month of the disposal or transfer, but not later than the quarter end.

C. Dispositions: remove disposals from inventory: items that have been written off or are no longer in use must also be revoked from inventory. Disposals of sponsored equipment are often subject to sponsor-specific disposition restrictions and cannot be disposed without prior approval; see Appendix A for more information.

D. Trade-ins: In some cases, a Tub may trade-in an existing piece of equipment for a new asset. This results in the existing asset being written-off in Oracle Assets. In order to reflect the actual value for the new asset (Payment + Trade-in Value) in Oracle Assets, the Tub must notify FAR so a journal entry can be processed to reclassify the loss on the disposal to the newly acquired asset.

10. Comply with sponsored requirements. Equipment purchased or fabricated with sponsoredfunding is often subject to additional requirements. For a summary of procedures relating tosponsored equipment, see Appendix A.

Responsibilities and Contacts

Financial deans or equivalent tub financial officers are responsible for ensuring that local units abide by this policy and the accompanying procedures. Tub finance offices are responsible for implementing the policy and procedures, principally by ensuring that University assets are appropriately accounted for, valued and safeguarded.

Financial Accounting and Reporting (FAR), within the Office of the Controller, is responsible for maintaining the policy and for answering questions regarding the policy. Facilities and equipment accounting is part of the General Accounting group in FAR.

Capital Project Services (CAPS) is responsible for supporting schools and units engaged in capital spending on facilities and equipment. CAPS provides, for example, support for construction coordination, project approval, procurement initiatives and construction best practices.

Office for Sponsored Programs (OSP) is responsible for supporting University departments to ensure that sponsored funds are being used appropriately and in compliance with the sponsoring agency’s rules and regulations. OSP is also responsible for responding to requests for reports and information from sponsors, auditors and other parties. OSP, on behalf of the schools, submits federal reports to the government including DoD form 1662 and NASA form 1018.





Risk Management and Audit Services (RMAS) is responsible for supporting University departments to ensure the appropriate safeguarding of University assets, integrity of financial transactions and compliance with policies, laws and regulations.

Definitions Acquisition Cost: is the cost of an asset including the cost to ready the asset for its intended use. The acquisition cost of capital equipment includes the purchase price of the item, the cost of any modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for purpose for which it is required, costs necessary to obtain and prepare the asset for use, shipping costs, taxes, protective in transit insurance, and installation. The acquisition cost of donated assets is the fair market value at the time of donation. Acquisition cost does not include repairs, service contracts, or supplemental warranties.

Capital Equipment: moveable, tangible personal property with a useful life of one year or more and a per-unit acquisition cost of $5,000 or more. Capital equipment includes scientific equipment, fabrications, software, and donated assets.

Collections: defined by the FASB as works of art, historical and other treasures, or similar assets that meet all of the following criteria: (a) They are held for public exhibition, education, or research in furtherance of public service rather than financial gain, (b) they are protected, kept unencumbered, cared for, and preserved, and (c) They are subject to an organizational policy that requires the proceeds of items that are sold to be used to acquire other items for collections. Componentized buildings: in research buildings, asset components are grouped and depreciated in separate categories with differing useful lives. These components include the shell, roof, finishes, fixed equipment and services. Fabricated Equipment: equipment constructed or developed by combining parts and/or materials into one identifiable unit. The aggregate cost of all parts in the completed unit must meet the $5,000 capital equipment threshold and must have a useful life of one year or more. Fabricated equipment is also known as “work in progress,” “WIP,” or a “fabrication.”

Facilities and equipment: land, buildings, furniture, fixtures, machinery, equipment, vehicles, software (including internally developed software), and capital leases. Facilities and equipment are also referred to as fixed assets, capital expenditures, or property, plant and equipment. Fixed equipment: one of the asset categories of componentized buildings. As the name suggests, fixed equipment includes assets that are bolted to and part of the operations of a building (i.e. elevators, coolers, boilers, etc.). This is different from moveable furnishings and equipment (MFE), defined below. Government-Furnished Property (GFP): equipment purchased by the government and subsequently delivered to or made available to the University and where the government retains title.

Government-Titled Equipment: equipment purchased by Harvard with federal funds and titled to the federal government.





Incurred: an expense is incurred when goods are received by or services are provided to the University. Moveable furnishings and equipment (MFE): a type of equipment that is usually incorporated into a construction or renovation project, such as moveable walls, audio-visual equipment, etc. While MFE follows the capitalization thresholds for equipment, CAPS records MFE in special object CIP codes during the capital project. After the project is complete, MFE is moved out of the CIP object codes to regular equipment asset object codes.

Upgrades: (also known as betterments) capitalized additions to an item of capital equipment that adds new or additional functionality and extends the useful life by one year or more. Replacement parts or repairs are not considered upgrades.

Related Resources Accounting for Internally-Developed Software Policy CAPS information, including forms, policies and procedures Internal Transfers Policy Accounting for Leases Policy OSP Academic Service Centers Policy OSP Fabrication Project Request Form “Notification of Completion of Capital Equipment Fabrication or Debt-Financed Purchase” Form OTM website and Loan Term Calculator Revision History 7/1/2014: Updated format, updated procedures for new Oracle Fixed Asset system, changed to monthly depreciation charges from annual, required tubs inventory all assets with an original value of $25K or more every two years, recommendation to review WIP/fabrications at least every six months added, full list of federally-required equipment records added.

Appendices Appendix A: Sponsored Programs Capital Equipment Overview and Procedures Appendix B: Detailed Guidance on Capitalizing vs. Expensing Expenditures Appendix C: Detailed Guidance on Depreciating Facilities and Equipment Appendix D: Detailed Guidance on Disposals and Impairments Appendix E: Detailed Guidance on Facilities and Equipment Funding


http://policies.fad.harvard.edu/accounting-internally-developed-software

http://capitalprojectservices.harvard.edu/icb/icb.do

http://policies.fad.harvard.edu/pages/internal-transfers

http://policies.fad.harvard.edu/accounting-leases

http://osp.fad.harvard.edu/content/service-centers

http://osp.fad.harvard.edu/sites/osp.fad.harvard.edu/files/attachments/52/fabrication-project-request-form.pdf

http://vpf-web.harvard.edu/ofs/fa/FORM-PIS%20notification_DA_070907.doc

http://otm.finance.harvard.edu/pages/debt-financing

http://hwpi.harvard.edu/os_fast/files/otm/loan_term_calculator.xlsx

Financial Management of Property, Plant and Equipment-- Appendix A

Summary of Policy for Capital Equipment in Schools with Sponsored Research

Note: this Appendix summarizes the guidance in the Facilities and Equipment Policy that specifically relates to capital equipment funded with sponsored awards, but does not address the various

accounting and system requirements that relate to all equipment at Harvard. Schools are strongly encouraged to familiarize themselves with the full Facilities and Equipment Policy and other appendices.

Policy Statement – Summary for Sponsored Capital Equipment

Capital equipment is an asset of the University that should be safeguarded and used for University programs and purposes.

This appendix, as part of the Financial Management of Facilities and Equipment Policy, summarizes the required treatment of capital equipment in any school that has sponsored research. To the extent there is any inconsistency between Harvard's policies and the terms and conditions of a sponsoring agency's award under which equipment is provided, the more restrictive of the two shall govern.

Reason for Policy – Summary for Capital Equipment in Schools with Sponsored Research

The University receives funding for sponsored projects from external sources, including significant funding from the federal government. The University must properly classify, safeguard, and depreciate equipment. In addition, certain sponsors may have capital equipment requirements in the terms and conditions of the award.

Federal Regulations and Guidance include:

• Office of Management and Budget Circular A-21, sections J.14 & J.18 • Office of Management and Budget Circular A-110, sections 33 and 34 • Office of Management and Budget Circular A-133 • Federal Acquisition Regulations (FAR), parts 45 and 52.245 • Defense Federal Acquisition Regulation Supplement (DFARS) • Department of Energy Financial Management Handbook, Chapter 10

Who Must Comply – Summary for Sponsored Capital Equipment

All schools that accept federal funding must comply with this policy and are required to employ equipment management practices that meet the requirements of OMB Circular A-110.

Appendix A – Summary of Guidance for Sponsored Capital Equipment Page 1 of 7

http://www.whitehouse.gov/sites/default/files/omb/assets/a133/a133_revised_2007.pdf

http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&sid=99e4e667178acbb0821d56fb590aa60e&rgn=div8&view=text&node=48:2.0.1.1.1.2.1.493&idno=48

http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html

http://www.mbe.doe.gov/policy/actindex/chap10.pdf

Procedures – Summary for Capital Equipment in Schools with Sponsored Research

The following procedures relate to acquisition, records, and disposal of sponsored capital equipment. To meet the capitalization requirements, equipment must have an acquisition cost of $5,000 or more and a life expectancy of one year or more. Capital equipment is recorded on the University’s general ledger as a capital asset and expensed to the appropriate capital equipment object code. Each school is responsible for school-specific procedures and forms.

I. Acquisition/Purchase

Types of costs that may be capitalized as equipment: The following costs are applied towards the $5,000 acquisition cost and should be capitalized with the equipment:

• Any initial modifications, attachments, accessories, or auxiliary apparatus that are necessaryto make an item of capital equipment useable for its acquired purpose

• Shipping charges, protective in-transit insurance, freight, and installation costs

• Upgrades, modifications, or enhancement parts that increase the useful life of the equipment by one year or more or add additional functionality

Types of costs that may not be capitalized as equipment:

• Equipment repair costs

• Separate warranty costs or maintenance contracts

• Demolishing or dismantling costs

• Spare or replacement parts

II. Multi-Component Equipment and Fabrications (also known as Work in Progress or WIP)Equipment may be a stand-alone unit or a system of parts that function as a unit.

Multi-Component EquipmentMulti-component equipment is comprised of individual pieces of equipment or material items that areconnected together to operate as a system. Component pieces that individually cost less than thecapitalization level but, when combined, exceed the capitalization level, shall be capitalized whenpurchased for one functional unit. Component pieces can be purchased from separate vendors and/orwith separate invoices.

Multi-component equipment is distinguished from fabrications (discussed below) in that multi-component equipment does not generally require construction or assemblage over time.

Fabrications (WIP)A fabrication is equipment that is constructed or developed by combining parts or materials into oneidentifiable unit. To be considered a fabrication:

• All component parts must work together as one unit;• The aggregate cost of all parts in the completed unit meet the $5,000 capital equipment

threshold; and• The completed fabrication has a useful life of one year or more.


Individual components acquired during a fabrication project are considered equipment regardless of their unit costs. For example, three parts of a robotic arm each costing $2,500 would accumulate to one $7,500 capital asset.

There are several steps involved in creating fabrications and placing fabrications in service:

1. Fabrication ApprovalA Fabrication Project Request Form, or equivalent documentation, is completed by thedepartment administrator or Principal Investigator at the beginning of each fabricationproject.

2. Acquiring Parts for a FabricationFabrications require the purchase of component parts and/or materials over time.Fabrication costs are charged using the appropriate fabrication object code and tagnumber or unique WIP activity assigned to a project. Only costs integral to thefabrication should be charged to the WIP for capitalization. Integral parts include anypiece or material that becomes a permanent part of the fabrication, any supply neededto build the fabrication, and any internal or external shop service fees.

3. Completing a FabricationWhen a fabrication is sufficiently developed and is available for use or is producingscience AND meet the capitalization threshold, they should be “placed in service” alsoknown as “PIS” (i.e., considered active equipment for depreciation). Schools areresponsible for notifying Financial Accounting and Reporting (FAR) when a fabricationshould be placed in service by submitting the “Notification of Completion of CapitalEquipment Fabrication” form.

A fabrication’s construction period is generally set by the scope of the sponsoredproject; however, school should review the status of all in-progress fabrications at leastevery 6 months. Projects that have not incurred charges after 6 months should bereviewed and placed into service or written off if they are impaired and will not beutilized. Exceptions should be carefully reviewed, but if there is a compelling reason toextend the WIP period, please notify FAR for review. For additional guidance, see theEquipment Work in Progress section of Appendix B. If work on the fabrication ends andthe capital threshold of $5,000 is not met, the fabrication account must be closed andthe asset must be disposed.

4. Adding Additional Expenses to a Completed FabricationAfter a fabrication has been placed in service any additional costs should be expensed asincurred. In some instances, additional costs represent an upgrade and may becapitalized as such. For costs to be considered a fabrication upgrade, they mustincrease the useful life by one year or more or add new or additional functionality to theexisting fabrication. Fabrication replacement parts or repairs are not consideredupgrades.

5. Fabrication Modification/Subsequent ProjectAfter a fabrication has been placed in service, any additional modification or subsequentrelated project that meets the capitalization criteria listed in #4 above should be treatedas a separate asset and assigned its own tag number and useful life. The modification orsubsequent project’s tag number should be associated with the original fabrication.

III. Equipment Classifications


http://osp.fad.harvard.edu/sites/osp.fad.harvard.edu/files/attachments/52/fabrication-project-request-form.pdf



Capital equipment is classified differently depending on ownership or title to the equipment. Title to or ownership of equipment is determined by the provisions of the sponsoring award, contract, or agency policy. There are four classifications of capital equipment:

1. Sponsored Purchased/University-titled Equipment purchased in whole or in part with sponsored funds with title vested to Harvard University is considered “sponsored equipment.” Sponsored equipment purchased with federal funds may be also be considered “exempt equipment.” Title to exempt equipment is conditional and is subject to federal use and disposition restrictions. Equipment purchased with non-federal funds may also be subject to the conditions of the sponsoring agency.

2. Government-titled Equipment (GTE) Equipment purchased with federal funds with title vested to the federal government is considered “government-titled equipment.” Government-titled equipment may not be disposed or removed from service without approval from the sponsoring agency. Note that sponsors other than the federal government may also reserve title to equipment according to the terms and conditions of the award.

3. Government-furnished Property (GFP) Equipment in the possession of, or acquired directly by, the federal government and subsequently delivered or otherwise made available to the University under a grant or contract is considered “government-furnished property.” Title to government-furnished property remains with the government, regardless of the equipment’s value. Government-furnished property must be appropriately identified by tag and in GMAS for special reporting requirements.

4. University-Funded Equipment Equipment purchased with non-sponsored university funds is considered “university equipment.” Title to university-equipment is vested with Harvard University. University equipment is tested as part of the A-133 audit and is generally subject to the same guidelines as sponsored equipment. For policy information related to university equipment, see the main Facilities and Equipment Policy and other accompanying appendices.

IV. Records

Identification of Equipment Oracle Fixed Assets is Harvard’s system of record for all property, plant and equipment, and departments must ensure all asset information is entered into Oracle Fixed Assets and kept current. Upon receipt of sponsored capital equipment, schools must maintain records that include a description of the equipment, a serial number or other identification number, the source of funding, who holds title, the acquisition date and cost, the location, use and condition status, and any ultimate disposition data. Equipment records must be maintained and updated in such a manner that allows for an item of equipment, whether at Harvard or at an off-campus site, to be located within a reasonable amount of time.

Tagging Equipment To maintain effective identification of equipment, schools must affix uniquely numbered identification tags to equipment. Tags and tag numbers facilitate the schools' equipment inventory control by enabling individuals to match pieces of equipment to their associated information, as required by federal regulations. In cases where items cannot be physically tagged (e.g., too small, temperature-


sensitive, or in cases where the tag would interfere with use or operation), a property record/tag must still be maintained and available for review upon request.

Inventory Control Federal regulations require any school with sponsored capital equipment to perform a full physical inventory of all equipment, both sponsored and non-sponsored, every two years to verify both the accuracy of equipment records and the existence and current use of equipment (whether purchased, fabricated or furnished). Inventory records must contain information necessary to identify the equipment including equipment description, serial number, acquisition information and location. It is the responsibility of the schools to perform the federal and University-required inventories and maintain all inventory and equipment records.

V. Disposition Disposition is the process of removing equipment which has no further University use from inventory. If a piece of equipment is on the floor, it must remain in inventory, regardless of whether it is currently being used. Any piece of capital equipment which has ceased to function or for which the University has no future use must be disposed of and removed from inventory records. Equipment must also follow the dispositional process when it is:

• No longer in use nor expected to have future use; • No longer the responsibility of Harvard University (e.g. transferred or sold); or, • No longer part of the inventory of active items.

Equipment purchased with federal or other external sponsor funds is often subject to sponsor-specific disposition restrictions and cannot be disposed without prior approval. Contact the Office for Sponsored Programs for assistance in determining sponsor restrictions. Information regarding capital equipment items that have been removed from the inventory records must be maintained by the school or department. Ultimate disposition data should include date and description of disposal method (e.g. scrapped, transferred and donated). Fully depreciated assets that are still being used must remain on the inventory records.

Responsibilities and Contacts – Summary for Capital Equipment in Schools with Sponsored Research

Harvard University is responsible for capital equipment in accordance with the provisions of the sponsored project and federal guidelines. Harvard has a decentralized equipment management practice under which individual schools are responsible for most aspects of sponsored equipment management. Management of capital equipment includes proper record maintenance, safeguarding of equipment, and assurance that disposition or encumbrance of equipment is performed in accordance with federal and other sponsor requirements.

Principal Investigators Principal Investigators (PIs) are responsible for the management of capital equipment under their sponsored awards and have ultimate responsibility for compliance with this policy and the terms and conditions of the sponsored award. PIs are responsible for tracking equipment used in their lab or under their direction, assisting in the completion of reports and physical inventories, and notifying the department of any changes with respect to condition, location, loss, or damage.


Schools Schools are responsible for maintaining their equipment information in Oracle Fixed Assets and all other records of capital equipment in their possession. In addition, schools and departments are responsible for using, maintaining, protecting, and disposing capital equipment according to the terms and conditions of the sponsored award through which the equipment was acquired. Schools are also responsible for following University capital equipment policies. The school subject matter experts are:

• Faculty of Arts and Sciences –Sarah Elwell • Harvard Medical School – Samantha Cohen • School of Engineering and Applied Sciences – Thomas Bourgeois • School of Public Health - Judy Lo • Wyss Institute – Astrid King

Office for Sponsored Programs The Office for Sponsored Programs (OSP) is responsible for providing policy and procedural guidance. OSP is also responsible for responding to requests for reports and information from sponsors, auditors and other parties. OSP, on behalf of the schools, submits federal reports to the government including DoD form 1662 and NASA form 1018.

Financial Accounting and Reporting Financial Accounting and Reporting (FAR), within the Office of the Controller, maintains University-funded capital equipment policies to ensure adherence with Generally Accepted Accounting Principles (GAAP) and other regulatory requirements, to promote consistent accounting treatment across the University, and to ensure the operating results of University units are not misstated as a result of transactions unrecorded or recorded improperly.

Definitions – Summary for Capital Equipment in Schools with Sponsored Research

Acquisition Cost: the cost of an asset including the cost to ready the asset for its intended use. The acquisition cost of capital equipment includes the purchase price of the item, the cost of any modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for purpose for which it is required, costs necessary to obtain and prepare the asset for use, shipping costs, taxes, protective in transit insurance, and installation. The acquisition cost of donated assets is the fair market value at the time of donation. Acquisition cost does not include repairs, service contracts, or supplemental warranties.

Capital Equipment: moveable, tangible personal property with a useful life of one year or more, and a per-unit acquisition cost of $5,000 or more. Capital equipment includes scientific equipment, fabrications, software, and donated assets. Capital equipment is recorded on the University’s general ledger as a capital asset and expensed to the appropriate capital equipment object code.

Fabricated Equipment: equipment constructed or developed by combining parts and/or materials into one identifiable unit. The aggregate cost of all parts in the completed unit must meet the $5,000 capital equipment threshold and must have a useful life of one year or more. Fabricated equipment is also known as “work in progress,” “WIP,” or a “fabrication.”

Government-Furnished Property (GFP): equipment purchased by the government and subsequently delivered to or made available to the University (FAR 45.101).

Government-Titled Equipment: equipment purchased with federal funds and titled to the federal government.


Sponsored Purchased/University-Titled: equipment acquired in whole or in part with federal or other sponsoring agency funds with title vested to Harvard University.

University-Funded Equipment: equipment purchased with non-sponsored university funds. Title to university-equipment is vested with Harvard University. University equipment is tested as part of the A-133 audit and is generally subject to the same guidelines as sponsored-equipment. For additional information related to University-funded equipment, see the Facilities and Equipment Account Policy and accompanying appendices.

Upgrades: (also known as betterments) capitalized additions to an item of capital equipment that add new or additional functionality or extend the useful life by one year or more. Replacement parts or repairs are not considered upgrades.

Related Resources – Summary for Capital Equipment in Schools with Sponsored Research

Government-owned Property Overview and Procedures provides information on managing government-furnished property (GFP) and government-titled equipment (GTE). FULL TEXT of the Financial Management of Facilities and Equipment Policy –for all capital assets at the University (including equipment, buildings and land)

Revision History – Summary for Capital Equipment in Schools with Sponsored Research

7/1/2014: format, updated procedures for new Oracle Fixed Asset system, changed to monthly depreciation charges from annual, recommendation to review WIP/fabrications at least every six months added, full list of federally-required equipment records added.


http://osp.fad.harvard.edu/sites/osp.fad.harvard.edu/files/attachments/52/government-owned-property-overview-and-procedures-6-25-13.pdf

Financial Management of Property, Plant and Equipment - Appendix B Detailed Guidance on Capitalizing vs. Expensing Expenditures

Basic rules for how and when to record capital items: To qualify for capitalization, an expenditure must meet all three of the below criteria. If the item does not meet all of these criteria, the amount must be expensed in the year incurred (i.e., when goods are received by or services are provided to the University).

1. The item must be acquired for use in operations, and not for investment or sale. 2. The item must have a useful life of one year or more. 3. The amount must meet the following materiality thresholds:

Category Threshold for Capitalization Land N/A – all land is capitalized Land improvements $100,000 (in total project costs) Buildings $100,000 (in total project costs) Building improvements $100,000 (in total project costs) Leasehold improvements $100,000 (in total project costs) Moveable furnishings and equipment (MFE) $5,000 Other equipment, vehicles, software, etc. $5,000

Recording an amount as an asset requires a debit to the appropriate asset object code. The following are the object code ranges for facilities and equipment assets. Asset Object Codes:

Description Object Code Range General equipment 1000-1029* Computer equipment 1030-1059* Residential furnishing + fixtures 1060-1089* Office furnishings + fixtures 1090-1119* Vehicles 1120-1139* Work in progress 1140-1169* Buildings (including improvements) 1200-1219 Land (including improvements) 1230-1239 Capital leasehold improvements 1240-1249 CIP-facilities construction 1250-1399 CIP-land + buildings 1400-1409 CIP-moveable furnishings + equipment 1410-1419 CIP-other costs 1420-1588 CIP-Interest 1590-1599

*Equipment, furnishing and vehicle purchases (those that are not debt-financed and not part of a construction project) are initially recorded through the expense object code range 6800-6869, “Equipment, Furniture + Fixtures>=$5000”. The transaction is subsequently reclassified at the tub level to the appropriate asset object code via a weekly Mass Additions process. Once the Mass Additions process is completed, the Create Accounting process is run to create journal entries that will record the asset costs on the balance sheet. This journal entry results in the reclassification of the costs using a special contra-fund. The equipment expenditure remains recorded in the original fund that was charged.

Financial Management of Property, Plant and Equipment – Appendix B Page 1 of 11

Expense Object Codes:

Description Object Code Noncomputer Equip, Non-SponsoredÊquip >=$5000 6801 Noncomputer Equip, SponsoredÊquip >=$5000 6802 Computer, Non-SponsoredÊquip >=$5000 6803 Computer, SponsoredÊquip >=$5000 6804 Residential Furn+Fixtures, Non-SponsoredÊquip >=$5000 6805 Residential Furn+Fixtures, SponsoredÊquip >=$5000 6806 Office Furn+Fixtures, Non-SponsoredÊquip >=$5000 6807 Office Furn+Fixtures, SponsoredÊquip >=$5000 6808 Vehicle, Non-SponsoredÊquip >=$5000 6809 Vehicle, SponsoredÊquip >=$5000 6810 Non-Sponsored Work in ProgressÊquip >=$5000 6811 Sponsored Work in ProgressÊquip >=$5000 6812 Scientific Equipment, Non-SponsoredÊquip >=$5000 6813 Scientific Equipment, SponsoredÊquip >=$5000 6814 Software, Non-SponsoredÊquip >=$5000 6815 Software, Sponsored Êquip >=$5000 6816

It is important to note that the $5,000 threshold, specified in the expense object code range 6800-6869, is for individual equipment, furnishings or vehicle purchases that cost $5,000 or more. For individual items (that are no part of multi-component equipment) costing less than $5,000, even if the total purchase (invoice) exceeds $5,000, a separate set of object codes ranging from 6710-6789 must be used to capture these expenses. These transactions will not be reclassified to the balance sheet, but will be expensed as incurred.

Component parts of one piece of equipment (e.g., a CPU, computer monitor, keyboard, mouse, etc.) must be accumulated and capitalized if, in total, the cost is greater than $5,000.

Plant and equipment equity accounting

The University maintains separate sets of accounts that hold the assets, liabilities and net assets related to plant (facilities) and equipment. Plant/equipment assets minus plant/equipment liabilities must equal plant/equipment net assets; this ensures that all investments in plant/equipment are either debt financed or funded. FAR verifies each month that these accounts are in balance. Plant/equipment net assets are also collectively referred to as “plant/equipment equity.” As assets are acquired, they are debited to the plant and equipment asset object codes. Plant liabilities and/or net assets related to these plant assets must then be credited, so that the set of accounts remains in balance.

Where an asset acquisition is funded from net assets (i.e., not debt-financed), a transfer must be recorded charging a tub’s operating funds and crediting the tub’s plant/equipment net assets. This entry is recorded monthly via a mass allocation process.

For items that are debt-financed, plant/equipment debt equivalent to the plant/equipment assets is recorded on the tub’s balance sheet. As the debt principal is repaid throughout the life of the loan, an equivalent amount is transferred from the tub’s operating funds to the tub’s plant/equipment equity. Where debt is used to fund an asset acquisition, the Office of Treasury Management (OTM) records the appropriate funding entries. An example of a debt-financed purchase is presented in Appendix E, Detailed Guidance on Funding Procedures.

As assets are depreciated, the charge for depreciation expense is recorded in the plant/equipment set of accounts as a charge to plant/equipment equity, with an offsetting credit to accumulated depreciation.


What costs to capitalize versus expense When acquiring land, land improvements, buildings or equipment, all significant expenditures that are necessary to obtain and prepare the asset for its intended use are generally capitalized. The capitalization guidelines differ for each type of asset.

LAND The following expenditures may be capitalized to the cost of land:

• The original acquisition price• Commissions related to the acquisition• Legal fees related to the acquisition• Costs of surveys• Costs of removing unwanted buildings that were present prior to the purchase from the land, less any

proceeds from salvage• Costs of permanent improvements (e.g., replacing contaminated soil)

A listing of typical costs associated with the purchase of land and their capitalization versus expense treatment are presented in the charts that follow.

LAND IMPROVEMENTS Expenditures for land improvements that have limited lives are capitalized separately from the land and depreciated over their expected useful lives.

The following expenditures may be capitalized as land improvements if total project costs are greater than $100,000: • Private driveways• Sidewalks• Fences• Parking lots• Rights-of-way access or easements• Lighting• Sewer systems• Landscaping

A listing of typical costs associated with land improvements and their capitalization versus expense treatment is presented in the charts starting on page 7.

BUILDINGS

If acquired by purchase In general, all costs associated with readying an asset for use may be capitalized. These costs must be specifically attributable to the purchase. Incidental costs (i.e., those not critical to preparing the asset for use) are expensed as incurred.

For larger acquisitions, considerable “pre-acquisition” costs are common and may also be capitalized as long as the building is ultimately purchased. These are typically recorded as prepaid expenses to object code 0540, “Prepaid + Accrued items” and include:

• Legal fees• Environmental studies (excludes remediation costs)• Transportation studies• Due diligence costs• Real estate commissions

Once the acquisition is completed, any amounts previously recorded as prepaid expenses are transferred to the appropriate plant or Construction in Progress (CIP) account by crediting prepaid expense and debiting the appropriate plant or CIP object code.


For pre-acquisition costs to be capitalized, the acquisition must be completed. For example, where pre-acquisition legal fees are incurred and environmental studies are performed but the building in question is ultimately not purchased, the legal fees and environmental costs must be expensed. In cases where land and a building are purchased together for one price, an allocation is required to appropriately split the cost between the two assets. This allocation is made using appraisal values at the time of purchase. A listing of typical costs associated with purchases of buildings and their capitalization versus expense treatment is presented in the charts starting on page 9. If acquired by construction Constructed buildings can include a broader range of capitalizable costs than purchased buildings. These costs may include such items as salaries for project managers, overhead and interest charges. A listing of typical costs incurred to construct a building and their capitalization versus expense treatment is presented in the charts that follow. In cases where land and a building are purchased with the intent to immediately remove (i.e., within one year) the building to prepare the land for construction of a new building, the cost of the building is capitalized to the land, rather than as part of the cost of the new building. The cost of removal is also capitalized to the land. The cost of removing an existing building that was not intended to be removed upon purchase and that has been in use for some time (i.e., more than one year) is treated as an adjustment to the gain or loss on disposal of that building, and not as part of the costs capitalized with the newly constructed building. It is important to distinguish between the cost of the building and the costs of other assets, such as movable furnishings and equipment (MFEs). MFE costs are treated as separate assets and depreciated over their expected useful lives. MFEs are discussed further in the “Equipment if acquired by construction” section of this document. BUILDING IMPROVEMENTS To qualify for capitalization, building improvement expenditures must exceed $100,000 (excluding MFE costs) in total and represent significant alterations, renovations or structural changes that increase the usefulness of the asset, enhance its efficiency or prolong its useful life by more than one year. Capitalizable building improvements may include interior or exterior renovation of a building, or upgrading of building systems such as electrical wiring or plumbing. They may also include the completion of interior or exterior finishes, so long as they represent a significant alteration or renovation. There are three broad categories of renovation that may be capitalized:

• Alterations – changes to the internal structural arrangement or other physical characteristics of an existing asset so that it may be effectively used for a newly designated purpose. Examples of alterations include:

o Adding a lunch area, rest rooms, offices or a new wing to an existing building o Changing classroom space into office space o Converting three offices into one office o Installing new wiring, heating, painting and improvements to prepare the property for new use by a

tenant

• Renovations – the total or partial upgrading of a facility to higher standards of quality or efficiency. Examples of renovations include:

o Conforming a building or area to municipal building code or government regulations o Replacing a sheet metal roof with a copper roof o Transitioning an old research laboratory into a state-of-the-art facility, with new fixed equipment,

lighting or other subsystems

• Betterments, renewals and replacements – the overhaul or replacement of major constituent parts that have deteriorated because of time or usage, where the deterioration has not been corrected through ongoing or required maintenance and now requires a major overhaul. These projects can involve fixed equipment, which


is different from moveable furniture and equipment (MFE). Fixed equipment is defined as equipment that is bolted to and part of the operations of a building (i.e., elevators, coolers, boilers, etc.) In research buildings, fixed equipment is tracked as a separate component. Examples of betterments, renewals and replacements include:

o Installing a new flooro Replacing old or broken windows as part of a larger renovation projecto Replacing electrical, plumbing, heating or air conditioning systemso Resurfacing an entire roof (even if it is replaced with the same type of material that previously

existed)

In contrast to the three broad improvement categories that qualify as capital expenditures, there are two major types of expenditures that DO NOT qualify as capital in nature and are to be expensed in the year incurred:

• Repairs and maintenance – costs associated with recurring work required to preserve or immediately restore afacility to such condition that it can be effectively used for its designated purpose (i.e., not a new purpose).Examples of repairs and maintenance work include:

o Repairs made to prevent damage to a facilityo Custodial serviceso A leaky faucet repairo Replacement of minor partso Replacement of a worn-out rugo Redecoration or remodeling without a change in purpose and not associated with a larger renovation

projecto Repainting or wallpaperingo Installation of wall-to-wall carpeting

Note that in practice, invoices for repair and maintenance projects sometimes include equipment-type assets that, on their own, would qualify for capitalization. Tubs have the option to either capitalize or expense equipment assets included in repair and maintenance projects, even if the equipment cost is over the $5,000 capitalization threshold.

• Preservation and restoration – costs associated with maintaining special assets (e.g., works of art) or returningthem to a level of quality as close to their original state as possible. Examples of preservation and restorationinclude:• Returning a stained glass window to its former level of beauty or acting to prevent further deterioration• Cleaning a painting

Harvard does not capitalize its collections, and as such, related preservation and restoration costs are expensed as incurred. For more information on collections accounting, contact the Associate Director for Accounting Operations.

CAPITAL LEASES Capital leases require special handling as FAR will need to create a placeholder asset and corresponding lease obligation on behalf of the School/Tub. See the Lease Accounting Policy for more information.

LEASEHOLD IMPROVEMENTS (LHIs) The same procedures for determining whether renovations can be capitalized or expensed apply to improvements made by a University department to property not owned by that department. Generally, improvements made to leased premises are capitalized if they meet these criteria and qualify as alterations, renovations, betterments, renewals or replacements.

EQUIPMENT

If acquired by purchase Equipment purchases include items such as machinery, equipment, furniture and fixtures. Additionally, costs that are required to ready the asset for its intended use are capitalizable. Such costs include:

• The original purchase price (for individual items >= $5,000)


http://policies.fad.harvard.edu/accounting-leases

• Freight, insurance, handling, storage and other costs specifically related to acquiring the asset• Costs of installation, including site preparation, assembly and installation• Costs of trial runs and other tests required before the asset can be fully operational• Costs of reconditioning an asset purchased in a used state• Modifications, attachments, accessories or auxiliary apparatus that are necessary to make the item usable for

its intended purpose.• Upgrades or enhancements that increase the equipment’s useful life by one year or more

By contrast, the following are not capitalizable: repair and maintenance costs, separate warranty or maintenance contracts, demolishing or dismantling costs, spare or replacement parts.

If acquired by construction as part of a building MFE costs that are part of a larger building construction project are treated separately from the building itself and depreciated according to their expected useful lives, which are typically less than the useful life of the building itself. These costs must be recorded within the CIP range of object codes for MFE (1410-1419). At the project’s close, MFE costs will be placed into service by crediting object code 1621 and debiting the equipment/furnishings asset classes that correspond to the CIP object codes to which they were originally charged.

If acquired by fabrication(or Equipment Work in Progress (“WIP”) Definition: a fabrication is equipment that is constructed or developed by combining parts or materials into one identifiable unit. To be considered a fabrication:

• All component parts must work together as one unit;• The aggregate cost of all parts in the completed unit must meet the $5,000 capital equipment

threshold; and• The completed fabrication has a useful life of one year or more.

For additional information about fabrications funded by sponsored awards, see Appendix A.

When to place in service When an equipment project is sufficiently developed and is available for use or is producing science, it must be placed in service (“PIS”). WIP is placed into service by FAR for non-debt financed fabrication and OTM for debt financed fabrication. The tub must complete the “Notification of Completion of Capital Equipment Fabrication or Debt-Financed Purchase” form. This form is available online at: “Notification of Completion of Capital Equipment Fabrication”. The form is submitted to OTM if the project is debt financed or to FAR if internally-funded. Once OTM or FAR receives the notification form, their office will process the change in Fixed Assets that will credit the WIP object code and debit the appropriate asset object code.

Costs may not be capitalized indefinitely. A sponsored fabrication’s construction period is generally set by the scope of the sponsored project, however, tubs should review the status of all in-progress fabrications at least every 6 months. Projects that haven’t incurred charges after 6 months should be reviewed and placed into service or written off if they are impaired and will not be utilized. Exceptions should be carefully reviewed, but if there is a compelling reason to extend the WIP period, please notify FAR for review.

Adding additional expenses to a completed fabrication After a fabrication has been placed in service any additional costs incurred are considered repairs and maintenance and must be expensed as incurred. In some instances, additional costs represent an upgrade and may be capitalized as such. For costs to be considered a fabrication upgrade, they must increase the useful life by one year or more or add new or additional functionality to the existing fabrication. The installation of fabrication replacement parts or repairs are not considered upgrades.

Fabrication modification/subsequent projects After a fabrication has been placed in service, any additional modification or subsequent related project that meet that



capitalization criteria should be treated as a separate asset and assigned its own tag number and useful life. The modification or subsequent project’s tag number should be associated with the original fabrication.

Object codes: Constructed equipment costs that are not part of a larger building construction project but that are distinct projects are recorded initially through either expense object code 6811, “Non-Sponsored Work in Progress^Equipment >= $5000”, or object code 6812, “Sponsored Work in Progress^Equipment >= $5000.” Debt-financed equipment WIP expenditures are charged directly to the balance sheet using object code 1140, “Equipment, Debt-financed, WIP.” On a weekly basis, items charged to object codes 6811 and 6812 are reclassified to object codes 1150, "Equip WIP, Non-sponsored" and 1151, "Equip WIP, Sponsored," respectively, via the fixed asset subledger accounting (SLA). This reclassification adjustment is recorded through a special contra-fund. As a result, the equipment expenditure remains recorded in the original fund that was charged.

Service Center assets Academic Service Centers are units within Harvard departments or centers that charge for goods or services that directly support the research or academic mission of the University and recover costs through charges to internal and external users. All Academic Service Centers are expected to recover no more than the aggregate costs of their operations through charges to users. As such, equipment purchased for use in service centers may have a useful life that is longer or shorter than the default useful life of the equipment category used. Oracle Fixed Assets uses subcategories for these service center assets, allowing users to adjust the useful life to one that more closely matches the duration the equipment will be utilized in a service center.

For more information on Academic Service Centers, see the OSP policy: http://osp.fad.harvard.edu/content/service-centers. For a list of available service center subcategories and useful lives, see Appendix C “Detailed Guidance on Depreciating Facilities and Equipment”.

OTHER ACQUISITION TYPES New faculty transfers – When a new faculty member arrives with equipment, the equipment must be treated accordingly. If ownership/title of the equipment remains with either the faculty member or original purchasing institution, no accounting entries are required. However, local policy may dictate that the equipment be recorded in Oracle Fixed Assets at zero cost in order to track the equipment. If ownership/title of the equipment is transferred to the University, appropriate accounting entries are required. If payment is made to the original purchasing institution, the assets will automatically be captured through the Accounts Payable process. If title is transferred without payment, the acquiring tub will need to manually record the equipment in Oracle Fixed Assets and record a corresponding entry to account for the value of the donated assets.

Assets provided by the Federal Government – When a federal agency provides a tub with equipment, the agency retains title to the asset. However, the University is still obligated to track this asset. Tubs receiving these types of assets are required to enter the assets into Oracle Fixed Assets as a fully expensed item (zero net book value) so that it can be tracked and inventoried.

SOFTWARE Software that is purchased (i.e., not internally developed) follows the same procedures as outlined for equipment purchases. For customized software, consulting and implementation costs may be capitalizable. Capitalization of software licenses may only occur if the license has a useful life of more than one year, which is consistent with the capitalization criteria set out in the “Basic rules for how and when to record capital items” section of this document.

OTHER ITEMS THAT REQUIRE SPECIAL CONSIDERATION

Accounting for fully depreciated assets Assets that remain in use, regardless of net book value, should remain in Oracle Fixed Assets. Assets that are fully depreciated (the net book value of the asset less accumulated depreciation is zero) and no longer in use and or are obsolete, must be written off in Oracle Fixed Assets. This is performed by the fixed asset manager at the Tub level.

Placed in Service Date For purchased equipment assets, the placed in service date defaults to the invoice date contained in the AP feed that populates the Oracle Asset Workbench. For fabricated equipment assets, the placed in service date should be the date




the asset is sufficiently developed or is producing science. This date is also used to begin depreciation. In some cases, local asset managers will have a need to change the placed in service date to a different date. (For example, a new piece of equipment is being installed and additional parts are being added. It takes 3 months to get the equipment ready for service.) In these cases, it will be the Tub’s fixed asset manager or financial manager responsibility to manually adjust the placed in service date.

For constructed assets, the placed in service date is the date the certificate of occupancy was issued. If no certificate is needed, the placed in service date will be the date of the close request. This date should not be changed.

Research & Development Costs Generally Accepted Accounting Principles (GAAP) require research and development costs be expensed as incurred. ASC 730-10-20 defines research and development costs as follows:

Research is planned search or critical investigation aimed at discovery of new knowledge with the hope that such knowledge will be useful in developing a new product or service (referred to as product) or a new process or technique (referred to as process) or in bringing about a significant improvement to an existing product or process.

Development is the translation of research findings or other knowledge into a plan or design for a new product or process or for a significant improvement to an existing product or process whether intended for sale or use. It includes the conceptual formulation, design, and testing of product alternatives, construction of prototypes, and operation of pilot plants.

Substantially completed assets Substantially completed projects are those where the facilities are in use and major construction has been completed. When construction projects are substantially completed, the assets are transferred from CIP to PIS. At this point, depreciation begins, and for debt-financed projects, debt repayment begins and capitalization of interest ends.

Once the project is placed in service and fully closed, any remaining costs are expensed as incurred, the CIP activity is closed, and no additional spending may be charged to the project.

Research Facilities Research facilities must be componentized, meaning asset components are grouped and depreciated in separate categories with differing useful lives. Such components include the shell, roof, finishes, fixed equipment and services. Depreciation methods and corresponding useful lives are discussed in Appendix C of this policy.

Environmental Remediation Costs Capital projects can give rise to environmental remediation expenses. Depending on the nature of the costs, the type of project (renovation vs. acquisition) and other factors, these costs may be capitalizable. It is important to engage the Environmental Health Safety and Emergency Management department, along with Campus Services and FAR prior to commencing any project with environmental remediation costs.

Capitalization of interest Interest incurred on funds borrowed to finance construction projects is capitalized to those projects. Interest is charged over the life of the project and continues until the project is complete and the assets are placed in service. Once placed in service, the capitalized interest is allocated to the various types of assets and depreciated over the assets’ expected useful lives. Any interest incurred after the assets are placed in service is expensed.

In the case of under-funded capital projects (those in which the spending has exceeded the funding), interest is again charged to the project and capitalized to the underlying constructed assets.

Conversely, in the case of funded CIP, where current funding exceeds CIP costs to date, interest is earned and credited to the project’s activity through object code 4530, “Interest Income, GOA, Tub Net Asset, GENERAL.” When the project is complete and ready to be placed in service, any earned interest is treated first as a funding source of the project and credited to CIP equity. Any over-funded amounts are returned to the original funding source (e.g., a gift fund, unrestricted designated fund, etc.).


Capitalization versus expense guidelines - item acquired by purchase

AT PURCHASE

Land (all amounts)

CAPITALIZE Building (and

improvements) (if total project

costs >= $100,000)

Moveable Furnishings +

Equipment (if >= $5,000)

ALWAYS EXPENSE

Accounting fees X X

Application fees (e.g., permits, etc.) X X

Appraisals X X

Broker's fees or other purchase commissions X X

Closing costs (other than real estate taxes or interest)

X X

Engineering services X X

Feasibility studies that lead to asset purchase X X

Finder's fees X X

Fixed (NOT moveable) equipment and furnishings

X

Inspection costs X X

Installation fees (i.e., costs to install equipment)

X

Interest expense X

Legal and consulting fees X X

Moving and relocation: moving people, equipment or utilities/infrastructure in or out of building

X

Other professional services related directly to the purchase

X X

Purchase price X X X

Real estate taxes X

Recording fees (e.g., title/ownership registration, etc.)

X X

Title insurance X X

Title searches X X


Capitalization versus expense guidelines - item acquired by construction

Land (all amounts)

CAPITALIZE

Land Building (and

Improvements improvements) (if total project (if total project

costs >= $100,000) costs >= $100,000)



ALWAYS EXPENSE

Accounting fees X X Alterations – changes in the internal structural arrangement or other physical characteristics of an existing asset so that it may be effectively used for a newly designated purpose (e.g., adding a new wing or offices, changing office space into classroom space, converting three offices into one office, fitting out space for a new tenant, etc.)

X

X

Appraisals X X Architectural services X X Asbestos removal where asbestos was present at acquisition/construction

X Bed tax X

Built-in bookshelves or other built-in furnishings X CAPS fee X X Clearing, grading and filling where site was purchased for the purpose of constructing a building

X

X Compensation costs of employees whose services are used in the construction

X

X Construction supervision fees X X Dedication expenses X

Demolition/removal of old buildings or structures where building construction was not anticipated at the time of land acquisition

X

Demolition/removal of old buildings or structures where site was purchased with the intent of constructing a new building

X

X

Design costs X X Easements or rights-of-way access X X Engineering fees X X Environmental clean up costs, where the asset has been in use for some time

X

Environmental clean up costs, at time of acquisition X Feasibility studies that lead to construction X X Fences (new or replacement) X Fixed (NOT moveable) equipment and furnishings X X HVAC X Infrastructure fee X

Insurance costs during construction period X X Insurance costs NOT during construction period X

Interest expense during construction period X X X Interest expense NOT during construction period X

Land development fees X Landscaping X X Legal + consulting fees related to the construction X X Litigation - claims against subcontractor X

Lost rental revenue X

Maintenance and repair (e.g., custodial services, fixing a leaky faucet, replacement of minor parts, replacing a worn out rug, etc.)

X

Maintenance of existing sidewalks, fences or pavement

X

Materials related directly to construction X X X Mitigation costs X

Moving and relocation: moving people, equipment or utilities/infrastructure in or out of building

X

North Yard fee X

Overhead attributable to the project X X Pavements (new or replacement) X Professional fees directly related to construction X X


Capitalization versus expense guidelines - item acquired by construction

Land (all amounts)

CAPITALIZE

Land Building (and

Improvements improvements) (if total project (if total project

costs >= $100,000) costs >= $100,000)



ALWAYS EXPENSE

Redecorating (e.g., repainting or wallpapering, installing wall-to-wall carpeting)

X Renovations - the total or partial upgrading of a facility to higher standard of quality or efficiency than originally existed (e.g., conforming building to municipal code or government regulations; new/better outdoor lighting to conform to safety regulations, transitioning old classroom into one with state-of-the- art lighting and computer hook-ups, etc.)

X

X

Rent for swing space - rental expense for additional space due to construction displacement

X

Rent credits - reduction in the rent charged to tenants as construction mitigation, typically a reduction in rent revenue

X

Replacements, renewals, betterments - overhaul or replacement of major constituent parts that have not been maintained and have deteriorated to the point that now requires a major overhaul (e.g., installing a new floor; resurfacing an entire roof; replacing electrical, plumbing, heating or air conditioning systems; replacing in ground lighting; replacing a deteriorated wall, etc.)

X

X

Sidewalks (new or replacement) X Soil refinement where soil was contaminated at acquisition

X

Soil refinement where soil was NOT contaminated at acquisition

X

Special assessments directly related to the property and mandated by local governing bodies

X

Surveys X X Teledata closet (i.e., an area that houses data lines, switching equipment, etc.)

X Teledata equipment X Temporary structures (e.g., ramps, loading docks, etc.) necessary for construction

X

X Test borings (soil and land assessments) X X Transportation Access Plan Agreement payments X Utility fees during the construction period X Utility fees NOT during the construction period X

Facilities and Equipment Accounting – Appendix B Page 11 of 11

Financial Management of Property, Plant and Equipment - Appendix C Detailed Guidance on Depreciating Facilities and Equipment

Assets begin depreciation in the month the asset was purchased or placed into service, with a full month of depreciation expense recorded at the month-end close. For building assets, the placed in service date is the date the Certificate of Occupancy was issued. If no certificate is needed, the placed in service date is the date of the close request. For purchased equipment, the placed in service date is the date on the invoice for purchased equipment; for fabricated equipment, the placed in service date is the date the equipment is sufficiently developed and is available for use or is producing science. Depreciation categories are grouped separately for research and non-research facilities. The useful lives of depreciable assets (other than research facilities) are:

Asset Category Depreciation Method

Useful Life Amount Depreciated Annually

Buildings Straight line 35 years 2.9% Building improvements Straight line 35 years 2.9% Leasehold improvements Straight line 35 years 2.9% Equipment Straight line 7 years 14.2% Computer equipment Straight line 4 years 25.0% IT Networking and Infrastructure Straight line 15 years 6.67% Scientific equipment Straight line 8 years 12.5% Furniture and fixtures – residential Straight line 3 years 33.3% Furniture and fixtures – office Straight line 7 years 14.2% Vehicles Straight line 4-10 years 25.0% - 10% Software Straight line 4 years 25.0% Service Center Assets Straight line 3 – 8 years 33.3% - 12.5%

Note that land and land improvements are not depreciated, therefore do not have an associated useful life.

Research facilities must be “componentized,” meaning assets are grouped and depreciated in separate categories with differing useful lives. The useful lives for research facilities are:

Research Facility Component

Depreciation Method

Useful Life Amount Depreciated Annually

Shell* Straight line 45 years 2.2% Roof Straight line 15 years 6.6% Finishes** Straight line 10 years 10.0% Fixed equipment Straight line 15 years 6.6% Services*** Straight line 20 years 5.0%

* Shell represents exterior walls and additions, including windows.** Finishes represent final construction fit-outs required to make the space useable, such as: flooring, carpeting, interior walls, installing table tops, painting, etc. *** Services represent internal building systems such as elevators, plumbing systems and heating and air-conditioning systems.

Oracle Fixed Assets utilizes subcategories to capture useful lives that are different from the default useful lives associated with the asset object codes. Below is a table summarizing the additional subcategories and useful lives available.

Asset Category Object Codes

Default Useful Life

Optional Subcategory (in Oracle Fixed Assets)

Additional Useful Life Options#

Financial Management of Property, Plant and Equipment - Appendix C Page 1 of 2

Buildings (PIS) 1200 35 Shell, Roof, Finishes, Fixed Equipment, Services

10,15,20,45

Building improvements 1200 35 Leasehold improvements 1240 35 Land improvements 1230 - General equipment: COÊquip, General, Nonsponsored 1000 7 Service Center Asset 3,4,5,6 COÊquip, General, Sponsored 1001 7 Service Center Asset 3,4,5,6 General Equipment, Non-Consolidating Tubs 1002 7 COÊquip, Scientific, Nonsponsored 1003 8 Service Center Asset 3,4,5,6,7 COÊquip, Scientific, Sponsored 1004 8 Service Center Asset 3,4,5,6,7 COÊquip, Debt-financed, General 1020 7 7 COÊquip, Debt-financed, Scientific 1021 7 7 Computer equipment: COÊquip, Computer, Nonsponsored 1030 4 Service Center Asset; IT

Infrastructure 3, 15

COÊquip, Computer, Sponsored 1031 4 Service Center Asset; IT Infrastructure

3, 15

COÊquip, Software, Nonsponsored 1032 4 4 COÊquip, Software, Sponsored 1033 4 4 COÊquip, Debt-financed, Computer 1050 4 IT Infrastructure 15 COÊquip, Debt-financed, Software 1051 4 Scientific equipment 1003,1004 8 Service Center Asset 3,4,5,6,7 Furniture and fixtures – residential: COÊquip, Residential F+F, Nonsponsored 1060 3 COÊquip, Residential F+F, Sponsored 1061 3 COÊquip, Debt-financed, Residential F+F 1080 3 Furniture and fixtures – office: COÊquip, Ofc F+F, Nonsponsored 1090 7 COÊquip, Ofc F+F, Sponsored 1091 7 COÊquip, Debt-financed, Ofc F+F 1100 7 Vehicles: COÊquip, Vehicle, Nonsponsored 1120 4 Heavy, Medium 7,10 COÊquip, Vehicle, Sponsored 1121 4 Heavy, Medium 7,10 COÊquip, Debt-financed, Vehicle 1130 4 Heavy, Medium 7,10 #These are the useful life options that become available when an asset subcategory is selected in Oracle Fixed Assets. Accounting for fully depreciated assets: Assets that remain in use, regardless of net book value, should remain in the fixed asset subledger. Assets that are fully depreciated (the net book value of the asset less accumulated depreciation is zero) and or are obsolete should be written off. This is performed by the local fixed asset manager.

Financial Management of Property, Plant and Equipment - Appendix C Page 2 of 2

Financial Management of Property, Plant and Equipment - Appendix D Detailed Guidance on Disposals and Impairments

Basic rules for disposals and impairments: when an asset has been sold, demolished, is no longer in service or its value has been permanently impaired, any remaining value of the asset, net of accumulated depreciation, less any salvage value, must be written off or written down to its net realizable value. This involves removing both the asset and the accumulated depreciation from the general ledger, and recognizing a gain or loss for the difference. Additionally, any remaining plant equity is transferred to operating net assets. Any outstanding loans on debt-financed assets that are being written off must be settled before impairments can be written off.

Types of disposals:

SALES OF ASSETS

External – Sales of assets to third parties will result in either a gain or loss on sale. Where proceeds are greater than the net book value of the asset (historical cost less accumulated depreciation), credit the gain to object code 5772, “Gain on sale, Capital Asset^Miscellaneous Income, External.” Conversely, where proceeds are less than the net book value of the asset, debit the loss to object code 8722, “Loss on sale of capital asset.” In either case, the local fixed asset manager or Tub finance office must write off the asset through Oracle Fixed Assets. If the asset is not yet fully depreciated, Financial Accounting and Reporting (FAR) must transfer any remaining plant equity to operating net assets as a below-the-line internal transfer (non-operating activity). See the University’s Internal Transfer Policy for further information: http://vpf-web.harvard.edu/documents/fa_intrans104.pdf. When selling assets, any outstanding loans relating to the assets must be settled; consult the Office of Treasury Management (OTM) in these cases.

Internal – When an asset is sold or transferred between tubs or departments, no gain or loss on the transaction may be recorded since the asset is still owned by the University, and gains or losses may not be internally generated. The asset is transferred at the net book value at the time of sale. Transfer request must be done through FAR as the assets need to be reassigned between the two Tubs in Oracle Fixed Assets. Any amount exchanged in excess of the net book value is recorded through the 9300 range of object codes as a below-the-line internal transfer (non-operating activity), and would not affect the net book value of the asset. Tubs transferring assets should contact FAR to ensure that the corresponding plant equity is transferred along with the asset. See the University’s Internal Transfer Policy for further information: http://vpf-web.harvard.edu/documents/fa_intrans104.pdf. For buildings, the root number remains the same; FAR updates the root’s attributes to reflect the building’s new owner and any change to the building’s primary use.

DEMOLITION

Partial demolition – In cases where part of a structure is being demolished so that a new addition may be built, the costs related to the partial demolition are capitalized to the new capital project by coding invoices to the CIP object code 1254, “CIP, Demo+Site Prep.” The historical costs associated with the asset that is being partially demolished must be written off in Oracle Fixed Assets. The write-down of a partially demolished capital asset must be done in Oracle Fixed Asset by the Tub’s Financial Office or Fixed Asset Manager. No additional entries are required as Oracle Fixed Assets will record the corresponding loss on disposal and transfer of plant equity.

Full demolition – When an entire building or piece of equipment is demolished, the asset and accumulated depreciation are written off, and a loss on demolition is recorded to object code 8722, “Loss on Sale/Disposal of Capital Asset” for the difference. The costs associated with the demolition are expensed as incurred. The write-off of a capital asset must be done in Oracle Fixed Asset by the Tub’s Financial Office or Fixed Asset Manager. No additional entries are required as Oracle Fixed Assets will record the corresponding loss on disposal and transfer of plant equity. When disposing of assets, any outstanding loans relating to the assets must be settled; contact OTM in these cases.

Financial Management of Property, Plant and Equipment – Appendix D Page 1 of 8

http://vpf-web.harvard.edu/documents/fa_intrans104.pdf



DEPARTING STAFF/FACULTY TRANSFERS Equipment assets that are transferred with a departing faculty or staff member are handled based on how the assets have been accounted for and who has title to the assets. Note that school or other local policy may apply.

• If the assets are recorded in Oracle Fixed Assets at zero value for the purposes of tracking, then local assetmanagers write-off these assets on Oracle Fixed Assets. Typically this is done when faculty members transfer to the University and bring equipment with them. If the University does not have title to these assets, no gain or loss is recorded.

• If the assets belong to the University, then the assets need to be disposed of, with a subsequent gain orloss recorded. Depending on the type of transaction (gift or sale to the faculty or staff member) Payroll should be contacted to ensure any benefit to the faculty or staff member is properly recorded. If cash is exchanged for the asset, FAR must be contacted in order to transfer the corresponding plant equity.

• Questions on how to determine fair market value can be directed to Financial Accounting and Reporting.

SPONSORED ASSETS • Sponsored assets may require prior approval from the sponsoring agency before disposal or removal from service.

For any type of disposal, departments must complete the Notification of Disposal Form or equivalent documentation and provide it to their school’s equipment management office. Disposal of sponsored equipment is subject to the approval and conditions of the federal sponsoring agency.

• If the title of the asset belongs to someone other than Harvard, no gain or loss should be recorded on thetransaction. These assets should have a zero value in Oracle Fixed Assets.

• See Appendix A for more information on sponsored assets.

WRITING OFF WORK IN PROGRESS/CONSTRUCTION IN PROGRESS (WIP/CIP) Equipment work in progress and/or construction in progress costs that have been on the General Ledger for an extended period of time (i.e., more than one year) where the project has been either abandoned or significantly altered from its original plan must be written off. A loss is recorded to object code 8722, “Loss on sale/disposal of capital asset.”

ASSETS NO LONGER IN SERVICE If assets are no longer in service, they must be written down to their estimated remaining value or, in some cases, written off entirely. This write-down or write-off is accounted for in the same manner described in the “Sales of assets” and “Demolition” sections of this document.

ACCOUNTING FOR FULLY DEPRECIATED ASSETS Assets that are fully depreciated (i.e., the net book value of the historical cost less accumulated depreciation is zero) and that are no longer in use must be written off. This process is performed at the Tub level in Oracle Fixed Assets.

PHYSICAL INVENTORIES Discrepancies noted during a physical inventory are to be recorded in conjunction with the completion of the physical inventory. Any inventory discrepancies noted during the inventory must be written off in Oracle Fixed Assets. The corresponding loss will be recorded to object code 8722, “Loss on sale/disposal of capital asset.” In addition, any assets that are found to be impaired must be written down to their estimated remaining value.

DISPOSITION Disposition is the process of removing equipment from inventory that has no further University use. Any piece of capital equipment that no longer functions or for which Harvard has no further use must be disposed of and removed from University records. Disposition is required when equipment is:

• No longer in use nor expected to have future use;• No longer the responsibility of Harvard University (e.g., transferred or sold); or• No longer part of the inventory of active items

Equipment purchased with federal or other external sponsor funds are often subject to sponsor-specific disposition restrictions and cannot be disposed of without prior approval. Typically, the “Notification of Disposal Form” or equivalent


documentation is required for disposition of sponsored equipment. Contact the Office for Sponsored Programs for more information.

Impairment: If assets have been permanently impaired, whether by damage, neglect, obsolescence or a change in the economic landscape, such that future expected cash flows from the assets are less than their net book value on the balance sheet, the assets must be written down to their estimated remaining value or, in some cases, written off entirely. Account for this write-down or write-off in the same manner as described in the “Sales of assets” and “Demolition” sections of this document. Impairment is defined as the condition that exists when the carrying amount of a long-lived asset exceeds its fair value. Assets should be tested for recoverability whenever events or changes in circumstances indicate that its carrying amount may not be recoverable. The following are examples of such events from ASC 360-10 Property, Plant and Equipment:

1. A significant decrease in the market price of a long-lived asset (asset group) 2. A significant adverse change in the extent or manner in which a long-lived asset (asset group) is being used or in its

physical condition 3. A significant adverse change in legal factors or in the business climate that could affect the value of a long-lived

asset (asset group), including an adverse action or assessment by a regulator 4. An accumulation of costs significantly in excess of the amount originally expected for the acquisition or

construction of a long-lived asset (asset group) 5. A current-period operating or cash flow loss combined with a history of operating or cash flow losses or a

projection or forecast that demonstrates continuing losses associated with the use of a long-lived asset (asset group)

6. A current expectation that, more likely than not, a long-lived asset (asset group) will be sold or otherwise disposed of significantly before the end of its previously estimated useful life. The term more likely than not refers to a level of likelihood that is more than 50 percent.

Common reasons for impairment include, but are not limited to: missing equipment noted during a physical inventory; damaged or obsolete equipment disposed of; and building renovations of space that impair prior construction projects.

Timing of recording: account for disposals due to sale or demolition and transfers of assets in the month of the disposal or transfer, and no later than quarter end. Tub annual review: Tubs are encouraged to review all tub assets (both capital and equipment) at least annually for potential impairments and must record any known write-offs or adjustments of their net book values to the remaining realizable value.


Examples of Proper Coding for Disposals and Impairments

1. On January 15, 20X1, HRES (tub 580) sold a building for $1,000,000 to an external party. The building had an original cost of $700,000 and accumulated depreciation of $210,000 as of January 15, 20X1. This building was debt-financed and there were outstanding loans at the time of disposal.

The University begins depreciation in the month the asset was purchased or placed into service, with a full month of depreciation expense recorded at the month-end close. When an asset is disposed, no depreciation expense is recorded in the month of disposal. In addition, since this asset predated the conversion to Oracle Fixed Assets, a full year of depreciation was taken in the year the building was acquired.

As the building is not fully depreciated, the plant equity (object code 3800, “CO^Funds invested in Facilities (Plant Equity”) as of December 15, 20X1, is $364,000 ($400,000 - $36,000).

The journal entries HRES will record for this transaction are: Part 1: To record the sale and cash receipt Object Code Debit Credit Line Description Tub: 580 Object code: 0375, “Due to/from Consolidated Tub”*

1,000,000

Record cash received

Tub: 580 Object code: 5772, “Gain on Sale, Capital Asset” Root: 06207

1,000,000

Record gross sales price as gain on sale

*Since cash is held centrally, HRES’ balance sheet is automatically debited via object code 0375, “Due to/from Consolidated Tub” Part 2: To remove the asset and accumulated depreciation from the general ledger, FAR “Retires” the asset from Oracle Fixed Assets. The following entries are automatically generated: Object Code Debit Credit Line Description Tub: 580 Object code: 1630, “Facility Building Accumulated Depreciation” Root: 06207

210,000 Remove accumulated depreciation

Tub: 580 Object code: 8722, “Loss on Sale of Disposal of Capital Asset” Fund: 723001 Root: 06207

490,000 Oracle Fixed Assets will automatically generate the loss. The funds received will be manually applied in a separate step.

Tub: 580 Object code: 1200, “Facility Building PIS” Root: 06207

700,000 Remove original cost of building


Part 3: To pay off outstanding debt on building asset Object Code Debit Credit Line Description Tub: 580 Object code: 3000, “Transfers to/from Unrestricted Designated Balances”

450,000 To charge Principal Prepayment

Tub: 640 Object code: 3000, “Transfers to/from Funds Invested in Plant”

450,000 To record loan payment receivable - Prepayment

Tub 580 Object Code: 7401, “Facilities Placed in Service Loan Pool Interest Expense”

5,000 To charge interest payment for prepayment

Tub 640 Object Code: 7401, “Facilities Placed in Service Loan Pool Interest Expense”

5,000 To record interest receivable prepayment

Tub 580 Object Code: 9319, “Trsf to/from Funds Invested in Plant-Debt Pymt-Write off of Retired Assets” Fund: 000001

450,000 To transfer to plant equity for principal prepayment

Tub 580 Object Code: 9301, “Transfers to/from Unrestricted Undesignated Balances” Fund: 723001

450,000 To transfer plant equity

Part 4: To reclassify Loss on Disposal against Gain on Sale. Object Code Debit Credit Line Description Tub: 580 Object code: 5772, “Gain on Sale, Capital Asset” Root: 06207

490,000 Since there is a net gain of $510,000 for the sale of this asset, reclassify the system recorded loss against the gain recorded in Part 1 above of $1M.

Tub: 580 Object code: 8722, “Loss on Sale of Disposal of Capital Asset” Fund: 723001 Root: 06207

490,000 Removes the loss on disposal of the building from the CINA, resulting in a net gain of $510,000


Part 5: To transfer plant equity to unrestricted net assets Object Code Debit Credit Line Description Tub: 580 Object code: 9302, “Transfers to/from Unrestricted Designated Balances” Fund: 723001

490,000 Transfer plant equity to unrestricted net assets

Tub: 580 Object code: 9320, “Transfers to/from Funds Invested in Plant - PIS - Purchases/Sales/Adjs” Fund: 052760

490,000 Transfer plant equity to unrestricted net assets

Summary of above journal entries:

Object Code:Beginning Balance

Part 1 - Record

Sale and Cash

Receipt

Part 2 - To remove asset

and accumulated depreciation

Part 3 - To pay down

debt

Part 4: To reclassify

system recorded

loss against gain

Part 5: To transfer

plant equity to

unrestricted net assets

Ending Balance

0375 1,000 (455) 545 1200 700 (700) - 1630 (210) 210 - 3000 (450) 450 -

40 1,000 (490) (5) - - 545 Plant Equity Fund: 723001

3880 (40) (40) 8722 490 (490) - 9301 (450) (450) 9302 490 490

Net: (40) - 490 (450) (490) 490 -

Unrestricted Designated Fund

5772 (1,000) 490 (510) 7401 5 5 87229319 450 450 9320 (490) (490)

- (1,000) - 455 490 (490) (545)


2. On October 12, 20X1, HRES (tub 580) transferred land and a building to UOS (tub 180). The land has a book value of $850,000. The building has a book value of $500,000, and the accumulated depreciation as of September 30, 20X1 was $25,000. As negotiated by the two tubs, UOS agreed to pay HRES an amount of $100,000. This building was not debt-financed, and there are no outstanding loans at the time of disposal.

As the building is not fully depreciated, the plant equity (object code 3800, “CO^Funds invested in Facilities (Plant Equity”) as of September 30, 20X1, is $475,000 ($500,000 - $25,000). Depreciation will be recorded on tub 180’s books as of October 12, 20X1.

The journal entries required to record this internal transfer/sale are as follows:

Part 1: To transfer the assets and accumulated depreciation from HRES to UOS. These will be system generated entries as the change of ownership of the asset will be changed in Oracle Fixed Assets.

Object Code Debit Credit Line Description Tub: 180 Object code: 1230, “Land Acquisition” Root: 06195

850,000 Transfer land from HRES to UOS

Tub: 580 Object code: 1230, “Land Acquisition” Root: 06195

850,000 Transfer land from HRES to UOS


500,000 Transfer building from HRES to UOS


500,000 Transfer building from HRES to UOS

Tub: 180 Object code: 1630, “Facility Building Accumulated Depreciation” Root: 06195

25,000 Transfer accumulated depreciation from HRES to UOS

Tub: 580 Object code: 1630, “Facility Building Accumulated Depreciation” Root: 06195

25,000 Transfer accumulated depreciation from HRES to UOS

Part 2: To transfer plant equity to unrestricted net assets. This is a manual entry processed by FAR.

Object Code Debit Credit Line Description Tub: 580 Object code: 9320, “Transfers to/from Funds Invested in Plant” Fund: 723001

475,000 Transfer plant equity from HRES to UOS

Tub: 180 Object code: 9320, “Transfers to/from Funds Invested in Plant” Fund: 723001

475,000 Transfer plant equity from HRES to UOS


Part 3: To record the negotiated payment of $100,000 Object Code Debit Credit Line Description Tub: 180 Object code: 9302, “Transfers to/from Unrestricted Undesignated Balances” Fund: 052671

100,000 Transfer UOS’s negotiated payment to HRES

Tub: 580 Object code: 9302, “Transfers to/from Unrestricted Undesignated Balances” Fund: 052760

100,000 Transfer UOS’s negotiated payment to HRES

3. On February 12, 20X2, FAS (tub 370) disposed of a piece of scientific equipment. The equipment had been purchased

in January 20X1 for $40,000. The equipment was disposed of as it was no longer functioning. This piece of equipment was not debt-financed.

All equipment data is housed in Oracle Fixed Assets, as such, FAS’s Fixed Asset Manager will need to retire the equipment in Oracle Fixed Assets. Oracle Fixed Assets will automatically calculate the net book value and the corresponding loss on disposal. This asset was placed in service in January 20X1, using an 8 year useful life with depreciation starting in the month of purchase. Depreciation is not calculated in the month of disposal. The net book value of this asset is $40,000 less 13 months of depreciation, $5,417, for a total of $34,583.

The journal entries generated by Oracle Fixed Assets after FAS’s Fixed Asset Manager retires the asset in the system are automatically posted. To remove the asset and accumulated depreciation from the General Ledger Object Code Debit Credit Line Description Tub: 370 Object code: 1181, “Equipment, Scientific, Nonsponsored, Accumulated Depreciation”

5,417 Remove accumulated depreciation

Tub: 370 Object code: 8722 “Loss on Sale or Disposal of Capital Asset Fund: 724001

34,583 Record offset to net gain on sale

Tub: 370 Object code: 1003, “Equipment, Scientific, Nonsponsored”

40,000 Remove original cost of equipment


Financial Management of Property, Plant and Equipment - Appendix E Detailed Guidance on Funding Procedures

Basic rules for funding: Acquisitions of facilities and equipment can be either debt-financed or internally funded (e.g., from donor funds, sponsored funds or unrestricted funds). The Capital Project Services (CAPS) office administers all capital projects, whether debt-financed or internally funded. The accounting for the funding of acquisitions differs depending on how the item is funded and whether it is constructed or purchased; for debt-financed projects, tubs must contact the Office of Treasury Management (OTM) and complete a loan application. Buildings: The CAPS Office administers all capital projects and requires tubs to complete and submit the following forms: the Project Proposal (PP), the Construction Authorization (CA), the Construction Close-Out Request (CCR) and, for debt-financed capital projects, the loan application. All forms are available through the CAPS website. After the tub submits each form is, it is routed through CAPS automated workflow for appropriate approvals. The final approved form is then routed to Financial Accounting and Reporting (FAR), which records the required accounting entries. Process for Internally-Funded Capital Projects:

• Tubs complete the Project Proposal (PP) form and forward it to CAPS for approval. The tub selects a new CIP activity from its available range of CIP activity numbers and includes it on the PP. Based on the completed and approved PP form, FAR transfers the amount designated as development funds on this form to the new Construction in Progress (CIP) activity.

o For projects under $5 million, development funds are typically up to 20% of the project’s total costs and are intended to cover initial planning and pre-construction expenditures

o For projects of $5 million and more, there are always at least two transfers for development funds: First, an initial PP for up to the lesser of 4% of total project costs or $1,000,000 for initial

funding of a feasibility study After the initial PP, a revised PP for up to 20% of total project costs for full design

funding • Tubs must submit the Construction Authorization (CA) form to CAPS after planning and development

have ended, but before beginning construction or making construction-related financial commitments (such as an executed construction contract). FAR transfers the funding to the CIP activity as directed by the CA. Tubs may submit CAs for partial funding, however, partially funded projects will require a final full CA to completely fund the project.

• At each month-end close, a computer-generated allocation entry reclassifies any overfunding (i.e., funds in CIP plant equity in excess of costs incurred to date on the project) from CIP plant equity to fund 726110, “Balances Designated for CIP.” This reclassification ensures that the balance in CIP plant equity represents only actual investments to date in CIP. The entry is reversed at the opening of the subsequent month. This process is repeated until the project’s close.

• Once the project is complete (as defined in the Facilities and Equipment Accounting Policy), tubs must submit the Construction Close-Out Request (CCR) form to CAPS, which then forwards the form to FAR. FAR then transfers all CIP costs to placed in service (PIS), processes the final entry to close out CIP overfunding or underfunding, as appropriate, and disables the CIP activity number. (See the “Overfunded/underfunded capital projects” section of this document.)

Financial Management of Property, Plant and Equipment – Appendix E Page 1 of 3

http://capitalprojectservices.harvard.edu/

Process for Debt-Financed Capital Projects: • Tubs complete the Project Proposal (PP) form and forward it to CAPS for approval. The tub selects a

new CIP activity from its available range of CIP activity numbers and includes it on the PP. Based on the completed and approved PP, FAR enables the new project’s CIP activity and assigns attributes to the new activity number (e.g., the interest rate, type of debt and other debt terms). There are no accounting entries recorded at this stage for development funds.

• Tubs complete the Construction Authorization (CA) form after planning and development have concluded, but before construction begins. FAR records no journal entries at this stage.

• At each month-end close, the loan is adjusted for the amount of spending incurred to date and interest is charged via monthly computer-generated allocation entries. The loan funding entry is reversed at the opening of the subsequent month. This process is repeated until the project’s close.

• Interest is charged on the amount borrowed each month and is capitalized to the cost of the asset while the project is ongoing through the use of object code 1590, “CIP Interest.”

• Once the project is complete (as defined in the Facilities and Equipment Accounting Policy), tubs must complete the Construction Close-Out Request (CCR) form to CAPS, which then forwards the form to FAR. FAR transfers the CIP costs to PIS and records the internal loan liability for the total amount of spending incurred. When requesting a loan term for a componentized building, tubs should ensure that the loan term does not exceed the weighted average useful life of all components in the project, especially as related to lab projects. The default loan term should not be used if it is not appropriate relative to the asset. Tubs will need to calculate the weighted average loan term based on spending in the relevant categories (shell, roof, finishes, fixed equipment, and services) instead of using the 19 year default if there is not spending in all 5 categories or if spending in longer-lived components is significantly less than spending in shorter-lived components. See OTM’s website for helpful information, including a Loan Term Calculator template.

Equipment: CAPS does not administer equipment purchases or fabrications unless they are integrated into a capital (i.e., building) project as Moveable Furnishings and Equipment (MFE). Equipment purchases or fabrications may also be either debt-financed or internally funded (with sponsored or unrestricted funds). Overfunded/underfunded capital projects (internally funded): It is the responsibility of each tub to monitor the spending and funding status of its capital projects. Interest income/expense on overfunded/underfunded projects is credited or charged, respectively, to the project via monthly system generated allocation journal entries.

• Overfunded projects: Since funding is transferred up-front for capital projects, each project is in a net credit position (i.e., funds available are greater than costs incurred to date on the project) as construction is in progress. Interest is earned on these positive fund balances and credited to object code 4530, “Interest Income, GOA, Tub Net Assets, GENERAL.” At the project’s close, any interest income earned during the course of the project is first considered a project funding source. After all project costs have been covered, any remaining funds such as interest earned or funding surpluses are returned to a fund of the tub’s choosing, as indicated by the tub on the Construction Close-Out Request. For donor funds, the use of any remaining funding surpluses must comply with donor terms.

• Underfunded projects: Projects that are in a deficit position (i.e., total spending on the project exceeds

available funding) are charged interest on the deficit fund balances. The interest expense is capitalized to the cost of the asset while the project is ongoing through the use of object code 1590, “CIP Interest.”


http://otm.finance.harvard.edu/pages/debt-financing



Once the project is closed, the Construction Close-Out Request must indicate what funding source is to be charged for the remaining project balance.

Shared capital projects: Some capital projects are funded by more than one tub (e.g., if two tubs split the cost of a building). In such cases, the tubs must agree prior to the start of the project which tub will have the asset on its balance sheet (the owning tub) and which tub will fund the project but will NOT have the asset on its balance sheet (the supporting tub). Assets cannot be split between tub balance sheets. If the project is debt-financed, the loan follows the asset and will be recorded on the owning tub’s balance sheet along with the asset. The plant equity also follows the asset and is recorded on the owning tub’s balance sheet. If the supporting tub is debt-financing the project, an intertub loan is recorded in object code 3062, “CO^INTERTUB debt obligation, PIS, Other.” As a result, the loan is appropriately reflected on the supporting tub’s balance sheet. OTM records the loan and intertub debt obligation. Capital projects with sponsored funding: Rarely, tubs may receive sponsored funding for a capital project. Due to the complex process required to properly capture and report these costs, tubs must notify FAR and OSP as soon as possible. Accounting for these projects requires manual adjustments between Oracle Fixed Assets and the sponsored award. Intertub leasehold/tenant improvements: In the case of leasehold/tenant improvements where one tub owns the underlying asset (the building) and another tub is paying for improvements to the space, the assets are recorded on the balance sheet of the tub paying for the improvements, through the use of object code 1240, “Capital Leasehold Improvements.” The tub paying for the improvements must also open the CIP activity in their range of values. For example, if FAS is paying for leasehold/tenant improvements in a building that is owned by HRES, these improvements would be recorded on the FAS balance sheet as Capital Leasehold Improvements, and FAS would select the activity from their range of CIP activities. Interim funding changes: If the funding source changes over the course of a capital project, tubs must submit a revised Project Proposal or Construction Authorization form through the CAPS system. FAR will make the necessary funding transfers and revisions as indicated on the revised PP or CA. If the project is debt-financed and changes are made to the amount of borrowing, tubs must submit a revised loan application to OTM for approval. Post-close funding and projects expecting future gifts: Capital projects can only be funded with actual gift receipts; pledges cannot be used to fund capital projects. Pledge payments received after a construction project is closed may in some cases be applied to an outstanding loan balance with the approval of both OTM and the Recording Secretary’s Office (RSO). If tax-exempt debt has been used to fund the acquisition/project, additional complexity exists in replacing the debt, and changing the funding source may not be feasible. Pledge payments received after a funded project is closed may be credited to the fund that was charged for the project with RSO approval. Tubs are responsible for monitoring bridge funding and for making the accounting entries needed to repay funds that provided initial funding.


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