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ASSET LOAN DOCUMENTCapital Asset Management (CAM) Processor Training

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Lifecycle of an AssetPurchase Decal

MovementMaintenan

ce

Inventory Utilization

Disposition

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Loan Documents• Initial loan document for any equipment located off

campus for more than 30 days• Renewing a loan document for extended use of

equipment off campus• Returning a loaned asset to campus

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Initializing a loan document for off campus equipment use• Checked out to a department representative for use in the “field”• Sent out for repair or maintenance for more than 30 days• Long term use under a CSU project but not at a CSU facility• Any asset stored at an off site facility for more than 30 days• Assets purchased for satellite locations

Maximum loan term cannot exceed 2 yearsAt the time of loan, PMO requires verification of:

current usecustodianproject status physical stored at address

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This is the first and primary screen of the Kuali Financial SystemWe will be working in the “Lookup and

Maintenance” section of the Main Menu for all Asset Loan Documents

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Ass

et

looku

p

Click on the “Asset” link to begin your searchThis will be the first step for all further Asset Loan

Documents

Asset Loan document

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Enter your search criteria then click search

Your asset record will display below

8Click the “Loan” link to begin your document

Loan Asset

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Entering Loan information

•Document Overview• Equipment Loan• Borrowers Address•Notes and Attachments• Ad Hoc Requests

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Enter Description and Explanation

“Document Overview” is the explanation of your Document. It informs others in the route log what part of the property record the document is altering.Using common nomenclature will make your documents easier to search later

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Enter borrower id and expected return date

The “Borrower ID” must be someone directly associated with CSU and would be the primary person responsible for the asset.

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Enter custodian’s contact info and the physical location of the asset

The “Borrower’s Address” would be the offsite location of the Asset.The “Stored at” would be the physical location for the duration of the loan

Example (1): I will be using the computer at my home for the next 18 months so my home address would be both the “Borrower’s Address” and the “Stored at” location

Example (2): This asset was purchased for a research facility in Alaska and will be used in a satellite station. In this case the research facility would be the “Borrower’s Address” and the satellite station would be the “Stored at” address

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Enter supporting documentation for the nature of the loan

Include the project or contract under which the asset will be used for the loan term Include justification for the asset to be removed from campusProvide credentials, ID, and contact info for any non-CSU affiliated custodian(this will need to be updated at every renewal)

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FYI the Custodian of the equipment

The “Borrower” is not typically included in the document routing so be sure to let them know they are accountable for this asset by adding them to the Ad Hoc Recipients

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Renewing the term for a current loan

•Maximum loan term cannot exceed 2 years• To extend the loan for up to an additional 2 years, a Renew document can be entered

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Entering the renewal information• Document Overview• Equipment loans

• New return date

• Borrowers Address• Verified

• Notes and Attachments• Auditable

documentation of continued use

• Ad Hoc Recipients

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Returning an asset back to campus

When an asset returns to campus at the conclusion of the project, a document can be entered to update its status in Kuali

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Entering the return information• Document Overview• Equipment Loans

• Date asset was returned to a CSU owned property

• Verify:• Asset Location

• Changing its “home” location requires an additional “edit” document

• Organization• Changing the Asset

Representative requires an additional “edit” document

• Ad Hoc Recipients• FYI the Asset

Representative

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*Loan an asset from your department to yourself for use at your home

1) Find the asset you want to transfer

2) Click “loan”

3) Enter the Description and Explanation

4) Search and enter your Borrower ID

5) Enter projected return date or 2 years if you anticipate an extended loan

6) Enter the contact information of borrower and if different, the location the asset will be physically used

Asset Loan Practice Activity

7) Add Notes regarding the nature of use including project and/or contract info

8) Ad Hoc the custodian of the loaned equipment

9) Save the document

*In the “TRAINING” environment

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Definition of common Property Terms• PMO- Property Management Office- manages all

capital assets from requisition to disposition• Surplus- Central Receiving Department of Surplus

Property- manages disposition of all capital and non-capital property acquired by CSU and partner institutions/organizations• Disposition- the means by which all property acquired

by CSU is disposed of at the end of its lifecycle within the University• APO Accountable Property Officer aka the Head of the

Department• DPC Department Property Contact aka CAM processor• Department accounting line- meaning the Department

a particular account is associated with

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Definitions Cont…• Asset Representative Principal- the primary user or

contact for a particular capital asset• Cannibalization- an asset with parts or components

used to repair or kept on hand for future repair of separate assets (addressed in detail in later modules)• Modification- an asset with parts or components that

are interchangeable in a new configuration or with the addition of new components (addressed in detail in later modules)• Utilization- asset is preforming its function and being

used for the purpose it was purchased – Under utilized equipment should be sent to Surplus for re-distribution to campus or to be sold in order to recoup the purchase cost.

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Definitions cont…• Custodian- person in possession of capital equipment

but not necessarily the Asset Representative Principal• CAM Processor- the person authorized by the APO to

manage capital assets in Kuali

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To better understand the role you play in managing University assets the following are recommended training modules:

APO Certification –Head of Departments i.e.: Chairs, Directors, Controllers, or equivalent position titles

DPC Certification –CAM processors appointed as the primary Property Manager in their department

Asset Representative Certification –Any faculty, or staff with assigned assets in the CAM database

CAM Processing modules –APO, DPC and all CAM processors

Asset EditAsset LoanAsset Retirement GlobalAsset Management Reports

Equipment Inventory –APO, DPC, CAM processors and Asset Representatives

Asset Disposition –All employees of the department/unit

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ASSET LOAN DOCUMENTCapital Asset Management (CAM) Processor Training