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DFF - Asset Category

Distribution

Director of Fixed Assets Accounting

FA Administrator

FA Plant Funds Manager

FA Specialist

FA Property Contact

Ownership

The Director of Fixed Assets Accounting is responsible for ensuring that this document is necessary, reflects actual practice, and supports University.

The Asset Category DFF records additional information about the asset. For every asset, the 'Responsible Org', 'Inventory Taker,' and 'Inven Date and Time' fields must be completed. The other information is optional depending on the source of funds and if the asset is located off-site. This DFF also appears when adding assets from mass additions.

  1. Responsible Org:  REQUIRED FOR ALL ASSETS. Is the organization that will be responsible for the asset.  In many cases it is the organization that purchased the asset.  The Org can be selected from the LOV.
  2. SCHEV Number: REQUIRED FOR ETF ASSETS. Is a four digit unique number for each asset from SCHEV indicating their approval.
  3. APR Number:  REQUIRED FOR ETF ASSETS. The number of the University’s request from SCHEV for reimbursement for the asset’s purchase.  Many assets will have the same APR Number.  This is a three-digit number.
  4. ETF Lease Year: The year number assigned to the purchase.  Most purchases in one fiscal year will have the same number.  This is a two digit number.
  5. Sponsor Funding Award: The sponsor funding award number must be completed for assets funded from sponsored programs.  The number can be selected from the LOV.
  6. Condition Code: This indicates the condition of the asset.  The values can be selected from the LOV.  Good condition is the default value for new assets.
  7. Inventory Taker: REQUIRED FOR ALL ASSETS. Is the individual adding the asset or who tagged the asset.  Select the employee’s name from the LOV.
  8. Date and Time: REQUIRED FOR ALL ASSETS. Is the current date that the asset is being added or was tagged.  The date should be entered with day-month-year March 17, 2002 would be 17-MAR-02.
  9. Off Site Address: A free form field to record the location of the asset if it is not located in a University building.  Use this when the building is not in the LOV.  Follow the naming convention established by Property Accounting.
  10. Comments: For information entered by the Property Accounting Office.
  11. Old Tag Number: A free form field to record the old tag number if a new tag number has been assigned.

Note: The 'Old Tag Number' field does not appear in the DFF for the Mass Additions table. It appears only on the Quick or Detailed Additions and the Asset Category screens.

Effective: 05/03/04

Revision: 1 12/05/03

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