Asset Management

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• Asset Management

Presented by Sherry Adams, Accounting Coordinator
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Asset Managements Mission

• Oversees the capitalization of all University
  owned buildings, moveable equipment, software and
  books based on UFs capitalization policies
• Conducts annual inventory of moveable equipment,
  software and books
• Handles the disposition and surplusing of all FE
  and electronics (regardless of their acquisition
  costs)
• Reports the disposition information of all UF
  Owned equipment to the Property Management
  Committee

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General Information

• Our main office is located at Elmore Hall (off
  Radio Road)
• Phone s
• Main Office 392-2556
• CG (Marsha White) 392-2329
• Inventory Personnel 392-3352
• Surplus Warehouse 392-0370
• Send correspondence to PO Box 115300
• Asset Management Web Address http//fa.ufl.edu/

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Asset Managements Directives Procedures

• http//fa.ufl.edu/uco/handbook/handbook.asp?doc1.
  4.9

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Capitalization Thresholds

• Furniture Equipment - Includes moveable
  equipment of a non-consumable nature, where the
  value or cost (less discounts) of the asset
  including freight, installation and other cost
  incurred to acquire or install the asset is
  1,000 or more and the normal expected life of
  which is one year or more. Moveable equipment
  also includes hardbound books purchased through a
  department (not including the main library
  systems) where the value or costs of which is
  250 or more. NOTE Rent, repairs and maintenance
  expenses, service contracts, and extended
  warranties are not additions to the capital
  assets.
• Artwork Depreciable - Includes all artwork
  purchased by a department (not including the Harn
  Museum or the University Gallery) where the value
  or cost of which is 1,000 or more and the normal
  expected life of which is one year or more.

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Capitalization Thresholds - Continued

• Artwork - Non-Depreciable - Includes all artwork
  purchased by the Harn Museum or the University
  Gallery ONLY where the value or cost of which is
  1,000 or more and the normal expected life of
  which is one year or more. Note All donated
  artwork is donated through the UF Foundation and
  reported on the Foundation's financial
  statements.
• Software - Computer Software includes individual
  software licenses where the cost is 1,000 or
  more, the life is one year or more and does not
  have a time-limited license for current or future
  use (i.e. does not require payment or return each
  year.)
• Livestock - Includes the value of all registered
  and non-registered cattle, horses, swine and
  dogs.
• Library Resources - Any resource cataloged in the
  on-line public access catalog for the main
  University Libraries

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Asset Management Training Classes

• PST120 Asset Management-Acquisitions
• Tells how to create requisitions and receive
  assets
• PST501 myAssets Overview
• On-line course to cover the inventory process,
  provides instructions on how to research assets
  and how to surplus assets using myAssets
• Sign up in myUfl by navigating to my Self
  Service/Training and Development

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Pre-Award - Tips

• When preparing your proposal, make sure that you
  have all the equipment needed to conduct your
  research.
• If you need additional equipment, include in your
  proposal the cost of purchasing the new
  equipment.
• Be sure to include your equipment maintenance
  costs in your proposal also but do not itemize
  these costs as OCO. These costs are considered
  an expense.
• Dont forget to check with the Surplus Warehouse
  to see if any of the available surplus equipment
  will meet your needs.

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Post Award - Tips

• Make sure the proper amount of budget has been
  allotted to purchase the equipment.
• When purchasing equipment, obtain an ECCN Code
  from the vendor. Include this information in the
  description or comment field on the requisition.
  
• Use the equipment in accordance with the terms
  and conditions of the agreement. (Do NOT
  purchase the equipment when the research is
  already 99 complete)
• If the equipment has been assigned an ECCN code
  that restricts access to foreign nationals, put
  procedures in place to ensure this is occurring.
• Safeguard the equipment from loss or damage.
• Conduct regular preventive maintenance to the
  equipment to sustain the life of the equipment.

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Post Award

• If you are using an existing asset that has an
  expired warranty, consider purchasing a prepaid
  maintenance plan through Thermo Asset Management
  (Contact Tami Webb at 372-3265 for more
  information)
• If an asset is going to be temporarily assigned
  to an employee to take off campus, an electronic
  Non-UF Facility Certification form must be
  completed by both the employee and the
  Accountable Officer before it is allowed to leave
  campus. The form can be accessed directly from
  the Asset Management web site.
• REMEMBER, regardless of whether the equipment has
  been paid from a grant, it is considered UF
  Property. It cant be donated or transferred to
  other agencies without PRIOR approval from DSR
  and Asset Management.

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Post Award

• If a faculty member is transferring to another
  University and taking their research projects
  with them including the equipment purchased using
  the project funds, a Report of Survey must be
  completed by your Departemental Property Contact
  in myAssets. This form must be signed by DSR and
  your Dept Chair/Director.

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Agency Acquired or Donated Assets

• Equipment donated from other institutions or
  loaned to UF must be assigned an asset tag
  number.
• When this occurs, a Property Updatemust be
  submitted by your departments Property Contact
  through myAssets.

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Post Award

• When the grant is over, your Property Custodian
  will be notified to transfer the asset to another
  sponsored project or an overhead project.
• NOTE Do not transfer the asset to another
  sponsored project unless it will solely benefit
  that project.

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Utilization, Securing and Safeguarding UF Assets
is Everyones Responsibility

• Whenever you see computers or electronics thrown
  in dumpsters, please let us know
• Whenever you see equipment stored in hallways,
  let us know.
• Whenever you identify equipment that is
  underutilized, transfer it to a department who
  can put the equipment to better use.

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Questions

• Asset Management - 392-255
• New Equipment Sherry Adams sadams_at_ufl.edu
• Inventory and Surplus Duane Bowman
  bowman_at_ufl.edu
• Assistant Controller - David Segura
  dsegura_at_ufl.edu
• 6

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ABCs of Purchasing

• Lisa S. Deal, C.P.M., Purchasing Director,
  Associate Director, Purchasing Disbursement
  Services

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UF Purchasing Department

• One Purchasing Department
• Purchasing buys for all of UF (not DSOs)
• Purchasing PCard
• 24 employees
• CFO
• Finance Accounting
• Purchasing Disbursement Services

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Role of Purchasing

• How we add value
• Campus-wide best value sourcing (strategic,
  small business, sustainable)
• Have agency to sign contracts to buy goods and
  services
• Read and respond to fine print
• Mitigate risk
• Know the rules (statute, regulations, directive,
  policy)

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Purchasing Statistics

• Fiscal Year 09-10
• Issued 66,183 purchase orders, valued at
  391,159,729.17
• Processed 16,454 Change Orders
• Issued 57 Public Solicitations
• 42 ITB (23 construction)
• 16 ITN
• 1 RFI

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PCard Statistics

• Procurement Card PCard, VISA
• Bank of America
• Approximately 5,000 active cards
• 81,327,964 for FY 09-10
• 380,728 transactions
• Average transaction 214
• Transaction limit 2,000
• Cards for commodity, travel, gasoline-only
• UF employees

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Purchasing Statistics

• 81 of requisitions become a PO and dispatched
  vendor within 1 business day
• Public solicitations (75,000 and up) last year
  and the year prior saved UF an average of 2.4
  million dollars
• For Purchases where no public solicitation was
  required buying staff saved an additional
  785,000 by improving quotes prior to issuing po.

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Its whos money?

• The University is the steward of contract grant
  funds because UF has existing good business
  practices which govern how we spend funds
• Routine audits
• BOG Regulation
• BOT / UF Regulation
• UF Directive and policies

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Method of purchase

• May I buy unencumbered?
• Disbursements website
• http//fa.ufl.edu/uco/handbook/handbook.asp?doc1.
  4.13.5
• May I use a PCard?
• PCard website training index
• http//www.purchasing.ufl.edu/main_purchasingcards
  .asp
• When do I have to use a Requisition?
• When you cannot pay unencumbered or with PCard
• MyUFL MyUF Market

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How to get a Purchase Order

• Electronic requisition system MyUFL MyUF
  Market
• Begun in end-user department Prior to goods or
  services being ordered
• May have several levels of approval
• Purchasing Coordinators may approve requisition
• System assigns purchase order number
• Purchase Orders are dispatched to vendor

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Purchasing Rules

• Quote levels
• by departments
• 5000 - 25,000 - verbal
• 25,000 and up - written
• Public Solicitations 75,000
• by Purchasing
• Invitation to Bid - ITB
• Request for Proposal - RFP
• Invitation to Negotiate - ITN

Unless solicited by UF or another entity
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Purchasing Rules

• Exceptions to Solicitation
• Use of publicly solicited contract
• Sole Source (UF Form)
• Completed by PI
• Requires approval by Purchasing
• Publicly posted for 72 hours
• DSR Exemption
• Requested by PI of Dr. Walsh
• Purchase specified in the grant

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Purchasing Initiatives

• Moving away from solely compliance based
  gate-keeping towards adding value
• Transactional Strategic
• Rethink Your Ink
• Sourcing
• Commercial Printing
• Veterinary Supplies
• HVAC
• Campus Moves

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Learning Purchasing at UF

• Classes on electronic requisitions
• Intro to Purchasing in myUF Market - PST073
• In MyUFL underMy Self Service gt Training
  Development
• Classes on Purchasing best business practice s
• Purchasing 101 PRO305
• Department Visits are available now

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Purchasing Resources

• Purchasing web page www.Purchasing.ufl.edu
• IncludesGeneral informationProcedures/Directiv
  esListing of staffList of contracts with links
  to vendors web pageFormsPCard training and
  information
• myUF Market information
• Email Addresses
• Purchasing_at_ufl.edu
• PCard_at_ufl.edu
• myUFMarket_at_ufl.edu
• Phone [phone]

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Purchasing Structure

• Purchasing
• Four teams of buyers - with support
• Commodity based teams (mostly)
• eProcurement team
• Strategic sourcing
• MyUF Market / PeopleSoft
• Management team
• PCard
• Bank interface
• Post-audit

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University of Florida

• Small Business Vendor Diversity Relations

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Small Business Subcontracting

• SMALL BUSINESS VENDOR DIVERSITY
  RELATIONS

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ORGANIZATION
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MISSION

• Seek out, Identify and Utilize Small Business
  Concerns, including Women Minority Businesses
  that provide services or products used by the
  University.
• Provide technical assistance to small businesses,
  including women and minority businesses to ensure
  that a competent pool of vendors exist to meet
  the Universitys procurement needs.

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HOW DOES THIS RELATE TO YOU?

• Apply for and Receive Federal Contracting
  Dollars
• Receipt of Federal contracting dollars involves
  various rules/guidelines/requirements
• Connection -for this division- diversification of
  our supplier base
• Subcontracting plans seeks to diversify the
  supplier base

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Subcontracting Plan

• For contracts in excess of 500,000 (1,000,000
  Construction ) submit a Small Business
  subcontracting plan (Some federal agencies show
  this amount as 550,000)
• Subcontracting plan identifies planned
  expenditures with various categories of small
  businesses
• Small, Small Disadvantaged, Veteran, Service
  Disabled Veteran, Woman-Owned, Hub Zone, HBCU/MI

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Small Business Concerns

• Classifications on Subcontracting Reports
• Small Business
• Small Disadvantaged Businesses
• Woman Owned Small Businesses
• HBCU/MI
• HUBZone Small Businesses
• Veteran-Owned Small Businesses
• Service-Disabled Veteran-Owned

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Small Business Subcontracting Plan Categories
General Goals

• Small Business Enterprise (SBE) 23
• Small Disadvantaged Business (SDB) 5
• Woman-owned Small Business (WSB) 5
• Historically Under-utilized Business Zone
  (Hubzone) 3
• Veteran Owned Small Business (VOSB) 3
• Service Disabled Veteran Owned Small Business
  (SDVOSB) 3
• Subject to change and may vary by federal agency

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Resources

• Central Contractor Registration / Dynamic Small
  Business Search (Federal Database of Vendors)
• www.ccr.gov
• State of Floridas CMBE Listing
• www.osd.dms.state.fl.us
• Small Business Vendor Diversity Relations
• [phone] fwelcom_at_ufl.edu

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Central Contractor RegistrationDynamic Small
Business Searchwww.ccr.gov

• Federal Database
• Extensive search options
• Extensive listing of vendors classified according
  to NAICS
• Information concerning the companies
• Capabilities, experience, contracts with, etc.

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State of Floridas CMBE Listing

• Certified Small Minority Businesses
• Florida based vendors
• Local Vendors
• Similar to Small Disadvantaged Businesses on
  Federal level

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Requirements

• Good Faith Effort
• Lack of Good Faith Effort
• May impact ability to be awarded the contract
• May be found in breach of Contract
• May result in liquidated damages

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Subcontracting Goals

• Be realistic in formulating goals
• Consider what is to be purchased
• Potential to utilize small businesses in these
  purchases

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Enhancing our Performance

• Ensure subcontracting goals are realistic
• Utilize resources/search database prior to
  procuring products/services
• Contact your Small Business Vendor Diversity
  Relations Division for assistance
• Utilize your resources Contact/involve early on
  is one of the keys for success in reaching the
  subcontracting goal

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Enhancing Our Performance

• Cases of Underachievement
• Document good faith effort
• Provide justification for underachieving

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Internet Resources

• www.ccr.gov
• www.osd.dms.state.fl.us
• www.sbvdr.admin.ufl.edu

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QUESTIONS ?