P e r s o nal P r o perty T r a i n i ng W eb i nar Missing Documents Incorrect Notifications Organizational Performance Reporting and Monthly Error Summary Presented by Michelle Ross Sheila Hensley ID: 773193
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Personal Property Training Webinar Missing Documents, Incorrect Notifications, Organizational Performance Reporting and Monthly Error SummaryPresented by:Michelle RossSheila Hensley 10/2/2019 1
Missing Documents10/2/20192 OBJECTIVE: T o p r o vid e information on all supporting documentation that is attached to Sunflower Adds. Which is checked against PPMBs Policy and Procedures. Missing Documents D ocu m e n t N u m b e r M i ss i ng S i gna t ur e / R e c eiv e D a t e Ac t ivi t y T y pe Manufacturer Name/Model Number Organization Performance Report Error Summary Report
Required Supporting DocumentationBefore entering assets into Sunflower, the PC should gather all of the required documents, i.e. Packing slip, invoice, in store receipt, and contract/PO;Property Custodian should be instrumental in communicating with their purchase Card holders. This is to ensure that they are using the correct accounting information when reconciling their credit cards; Check before you click Save! 10/2/2019 3
Document Number Document Number must match the UPR in order for it to auto-reconcile.New document format is different from the previous guidance. Finance developed the current format.The Document Number Policy is still in effect for all other document numbers.10/2/20194
Document Number Policy10/2/20195
Document Number Policy10/2/20196 Utilize this format if not on the UPR. Once it shows up on the UPR change the document number to match the UPR. Send an email to your LOR with document number and all barcodes associated with that document number for suppression.
Document Number Error/Correction10/2/20197 When t he document nu mber i s e n t e r e d i n c or r ec t l y i n S u n fl o w e r du r i ng th e i nitial entry this information will display in the initial event field.The document number field is where the correction should be made on the “Maintaining Asset” screen.The document number will remain on the UPR and can only be removed by suppression.Manual suppressions can only be completed by a Line Office Representative (LOR).
Document Number Contract10/2/20198
Document Invoice10/2/20199 This multipage invoice is attached as supporting documentation. Manufacturer, Model Number, Description, and Acquisition Cost are annotated. For additional information, contact your LOR.
Current UPR with Document Numbers10/2/201910
Important RemindersDo not include dashes when entering an asset record containing a Purcha se Order/Con tract DG133C10CQ0072 (NO DASHES) Th e current p r o p er f o rm a t t o u s e f or P u r c h a s e C a r d transactions is: 001023-2010639-001 10/2/201911
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Missing Signature,Receive Date andActivity Type10/2/201913
Acceptable Supporting DocumentationFor all accountable assets, one of the follo wing documents must be used to support the acquisit io n d at e : I n v o i ce or p a c ki ng sl i p – D at e wri tt e n o r s t a m p ed on the invoice or packing slip with the signature or initials of the receiving employee upon receipt of the property.In-store purchase – Date of receipt of purchase from the retail store with signature or initials. Receiving Report – is the date recorded next to the “Signature of Authorized U.S. Government Representative” line. If the Receiving Report is not used the documentation submitted should clearly identify the date the asset was received. A clearly identified receipt date contains a stamped or handwritten “received” along with the date and signature/initials of the receiving party.Found Assets – is the date the memorandum is signed by the Property Custodian.10/2/201914
Required StatementDocumentation must read: “Received” which can be stamped or handwritten. The date and signature/initials of the receiving NOAA employee. This must be handwritten on the supporting documentation. 10/2/201915
Example of Packing Slip10/2/201916
Example of Order Form10/2/201917
Example of Invoice10/2/201918
Example of In-Store Receipt10/2/201919 Date is not handwritten and missing “Received”
Example of Invoice with Errors10/2/201920
Example of Order Form with Errors10/2/201921
Found Memorandum10/2/201922
Things to Remember10/2/201923 PPMB requires the signa ture an d the r ece i v e d a t e on d oc um e n t a t i on u s ed t o s upp o r t the ac qui s ition date.If in doubt ask your LOR
References10/2/201924 Document Numb er: http:// www . p p s . n o aa . g ov / f or m s _ gu i d e s / gu i d e s _ai ds _ t oo l s / Si g n a tu res and Receive Dates: NOAA Acquiring Personal Property policy
What is Activity Type?10/2/201925 The field that desc ribes th e st a t u s o r o w n e r shi p of p r o p e r t y entered into sunflower?
Activity TypeNOAA Owned Assets10/2/201926
Activity Type Leased Vehicle10/2/201927
Accounting Information10/2/201928 Listed below are the most comm only found err o rs of S unflo we r Initi a l E ntri es : F un d C o de Or ga ni z a t io n C o de Pr og r a m CodeProject CodeTask CodeObject Class CodeAcquisition Date
Contract Accounting Information10/2/201929
Contract Accounting Information10/2/201930
Contract UPR Information10/2/201931 **Asterisks mean barcodes have been added under this document number
Pcard Accounting Information10/2/201932
Pcard UPR Information10/2/201933 **Asterisks mean barcodes have been added under this document number
Line of Accounting10/2/201934
Accounting Number Format10/2/201935 1. Dashes are required when entering Organization, Object Class Code and Program.2. The proper formats:54-00-00-0000-00-00-00-00 – Organization Code31-25-00-00 - Object Class Code00-00-00-000 – Program Code 3. If there is a drop down arrow you must click on it.
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10 Minute Break 10/2/201937
10/2/201938Manufacturer Name &Model Number Information
Manufacturer or Model Name Information10/2/201939 The manufacturer and model number can be foun d either on t h e ass e t o r on vendor’s s upp o r t in g d o c u m e n t a t i on . If y ou d o n ot see the manufacturer name or model number in Sunflower, you will need to submit a catalog request form. Catalog Management Form V1.xlsx
Manufacturer Invoice10/2/201940
Manufacturer Name Search10/2/201941
Manufacturer Selection10/2/201942
Invoice Model Number 10/2/201943
Model Number Search10/2/201944
Model Number 10/2/201945
Sunflower Catalog Request10/2/201946
Sunflower Catalog Requestcontinued10/2/201947
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10/2/201949Serial Number Acquisition Cost Acquisition Date
Recording Serial Numbers10/2/201950 Serial numbers create d in S u n fl o w e r s h o uld m a t ch t h e ass e t a n d the s upp or t in g d oc u m e n tation. In circumstances where the asset does not have a serial number, use the following format to record the asset in Sunflower: SN_ followed by the barcode.example: SN_CD1234567890http://www.pps.noaa.gov/personal_propert y_policies_pro cedures/ 1 20 9 10 _p r op e rt y_ s e rial _nu m b er _ r e q u i r e m e n t _ f or _a c c o u n t able_a s s e ts _ i n_ s u n f l o w e r . pd f P r ope r ty Bull e tin # 004 , FY 2011
Serial Number & Service Tag Number10/2/201951 The asset Serial Number could be the same as the Service Tag NumberMake sure that the Serial Number/Service Tag matches the number on the supporting documentation.
Sunflower Main Menu10/2/201952
To Maintain Asset10/2/201953
Barcode then Query10/2/201954
Correct Serial Number10/2/201955 When you change a serial number, you must attach a photo of the barcode and the serial number to verify the correct serial number change.
10/2/201956Acquisition Cost
10/2/201957Acquisition Cost Acquisition cost should include all costs incurred to bring the accountable asset to a form and location suitable for its intended use. Acquisition cost is the cost incurred for the initial purchase of an item. These costs may include: installation costs, transportation costs, computer accessories, and all other cost associated with making the item ready for use
10/2/201958The Acquisition Cost may include the following: • Amounts paid to vendors (e.g. purchase price) • Associated Fees*(e.g. Federal or State mandated, NOAA Link fee, NIH fee, etc.) • Computer Accessories (mouse, docking station, keyboard, and all internal hardware) • Engineering, architectural, and other outside services for designs, plans, specifications, and surveys • Installation costs • Legal and recording fees, and damage claims. Fair value of equipment donated to the government • Material amounts of interest costs paid • Storage Fees • Transportation charge(s) to the point of initial use* (e.g. shipping and handling costs) Acquisition Cost May Include
Invoice Accessories10/2/201959
10/2/201960Acquisition cost should not include: • Sales tax • Pass Through Fees (e.g. credit card surcharges and transaction fees) • Maintenance costs • Service contract costs • Training costs, • Warranty Cost • Administrative supplies Acquisition Cost Should Not Include
10/2/201961 When multiple physical items are shipped together fees/charges are calculated by finding the average (e.g. dividing the shipping cost by the number of physical items shipped and then adding that amount to the cost of each item) Shipping Cost
10/2/201962Acquisition Date
10/2/201963Audit Issues The recording of an incorr ect Acquisition Da te re s ul t s in imp r o p er r e c o r din g of o bli g a t i o n s . Property officials are notified of recording error. The Property Custodian must correct the Acquisition Date in Sunflower in a timely manner.
10/2/201964Additional Information The acquisitio n date is when the asset is r ece i v e d, i nsp ec t e d a n d a cce p t e d by a N O AA Employee. On the Found Memorandum the acquisition date is the date that the Property Custodian (PC) signs and dates the form.
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10/2/201966Organizational Performance ReportError Summary Reports
10/2/201967Purpose of Organizational Performance Report The Organizational Performance Report is a tool/report card that the PC, PAO and the PM can generate to see how the line offices are managing their errors, adds and final events.The report is based on the asset numbers assigned to the PC area.
10/2/201968Organization Performance Report
10/2/201969Select User Defined Reports
10/2/201970Select Organization Performance Report
10/2/201971Select Organization Performance Report
10/2/201972Complete PAO, PC box and Dates
10/2/201973Click Submit and Execute
10/2/201974Error Summary Report
10/2/201975Error Summary Report
10/2/201976Click the + sign by the Name for Barcodes
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10/2/201978Property Management Officer - Joy TaylorPPMB Branch Chief – Kenneth MorrowFinance Team – Jeannie BrownLine Office Representative (LOR) Lead – Larry Oates NESDIS – Chance Greene NWS East – Nicole Proctor NWS West – Michelle Ross OMAO – Edwin Lewis NMFS East – Robert Stroud NMFS West – Sheila Hensley AGO/OCAO/OCIO/WFM – Reginald Simms USEC/OCFO/OGC – Reginald Simms NOS – Marvel Kenneybrew OAR – Melissa Nelson