Records of Government Property
UNM will maintain property records that will provide a complete, current, and auditable record of all Government property transactions. These records will be maintained by the Property Accounting Department, in accordance with FAR 52.245-1. Property records will be filed in the Property Accounting Department’s office.
Minimum Information Contained in Property Records
UNM Banner’s Fixed Asset Master Query Form and Receiving Goods Query Form record the following information for each item of Government-purchased or Government-provided property:
Master Information: UNM Tag Number (unique item identifier), Asset Description, Unit of Measure, Cost, and Net Book Value
Acquisition Information: Acquisition Method, Acquisition date, Model Number, Manufacturer, Serial Number, User Reference Number, In Service Date, Condition, Title To, Disposal Method, and Disposal Date
Procurement Information: Vendor, PO, Receiver, Invoice, Department, Grant Number, Custodian ID (if checked out)
Funding Source Information: Index, Fund, Account Code, Cost
Capitalization Information: Capitalization fund, equity account, asset account, accumulated depreciation account, adjusted cost
Receiver Document Order: Quantity Ordered, Quantity Received (To Date and Current), Quantity Rejected (To Date and Current), Quantity Returned (To Date and Current), Quantity Accepted (To Date and Current), and Unit of Measure.
Additionally, UNM manages inventory through the UNM Inventory Tools where the following information is maintained:
Location: Building and room number
User’s Memo field: User’s name, physical address, and other relevant information for the departments.
Inventory Contact: Name, email address, mail stop code, Banner ID, department’s Dean, Director or Chair.
Primary Property Records Documents
There are six primary property records documents. These include:Purchase Documents: The purchasing documents used to add to the Fixed Asset Module in Banner and tag the asset. This includes but is not limited to invoices (for purchase orders), Property Accounting Equipment Purchase Form (for PCard transactions), Asset Property Accounting Form (for Bookstore purchases), Incoming Transfer of Equipment from Another Entity Form (for incoming transfers), Incoming Loaned Equipment Form (for incoming loans), and the Asset Adjustment Form (for other acquisition methods). Requisitions are created in LoboMart, the University’s eProcurement system. A Purchase Requisition, or PR, is used to request a Purchase Order (PO) from the Purchasing Department. Purchase Requisitions go through an approval process in Banner or Lobomart and are received by the Purchasing Department only after all required approvals have been obtained. After the approved PR is received in Purchasing a Purchase Order may be issued. Only Purchasing places purchase orders with the vendor. Purchase Requisitions (PRs) are internal documents only. Vendor quotes, packing slips, invoices, and other related information will be recorded in Banner some of which are available through WebXtender or LoboMart.
The New Asset Report: The New Asset report is sent to the department’s Inventory Contact along with the UNM asset tag for items purchased or received by their department. The Inventory Contact must verify the information included in the report and report back to UNM Property Accounting Department any corrections along with the location of the asset.
The Fixed Asset Query Form: FFIMAST in Banner is the primary property records document. It contains all of the information required by FAR 52.245-1 (f)(1I)(iii)(A). It is the basis for Property Accounting.
Other Government Property-Related Records
The following records will also be maintained by the Property Accounting Department:(1) Annual inventory records.
(2) Loss of Government property records.
(3) Annual property certification records.
(4) Final Government property inventory certificates.
The following records will be maintained by the responsible Department:
(1) Maintenance & calibrations records.
*Unique Item Identifiers (UII):
*Note: As of 9/23/2015, the UID system is not available for UNM.
According to Department of Defense Instruction, DoDI 8320.04 (see DODI), the Item Unique Identification (IUID) registry captures, retains, and provides current and historical data regarding uniquely identified tangible items enabling net-centric data discovery, correlation, and collaboration in order to facilitate effective and efficient accountability and control of DoD assets and resources in support of DoD business transformation and war fighter mission fulfillment. Certain items are designated as Unique Item Identifiers (UIIs), and these items must be identified and entered in to the IUID database.
A UII is assigned when:
- An item for which the Government’s unit acquisition costs is $5,000.00 or more.
- An item for which the Government’s unit acquisition cost is less than $5,000.00, when identified by the acquisition agency as DoD serially managed, mission essential, or controlled inventory.
- An item for which the Government’s unit acquisition cost is less than $5,000.00 and the acquisition agency determines that permanent identification is required.
Normally, IUID submissions will be identified in the Government contract or if Government-furnished property (GFP) is used. However, if UNM procures an item with a unit acquisition cost that is $5,000.00 or more, the DDC, or designee, will contact the Government Contracting Officer and the Government Property Administrator to determine if the item is an IUID candidate. If so, the DDC will enter that item into the IUID database within ten (10) working days.
*Note: As of 9/23/2015, the UID system is not available for UNM.
The IUID Registry is the central repository for IUID information and serves as an acquisition gateway to identify: what the item is; how and when the item was acquired; the initial unit cost of the item; current custody (government or contractor) of the item; and how the item is marked.
The registry is located on the Internet at https://dodprocurementtoolbox.com/site-pages/overview-iuid-registry.
Prior to using the controlled access portion of the IUID Registry, the UNM designee must register in order to be given login credentials and access rights. Verification of IUID submission does not require controlled access, but all other functions do.
Data is submitted via the Wide Area Workflow (WAWF), by submitting a file through the Global Exchange Service, or manually via the IUID website at https://dodprocurementtoolbox.com/site-pages/overview-iuid-registry.