Administrative Procedure 8.541 Administrative Procedure 8.541


Property and Equipment Management Reports


Administrative Procedure Chapter 8, Business and Finance
Administrative Procedure AP 8.541, Property and Equipment Management Reports
Effective Date:  March 2016
Prior Dates Amended:  None.  This is a new procedure that replaces AP 8.517 and
AP 8.537.    
Responsible Office: Office of the Vice President for Budget and Finance/Chief Financial Officer
Governing Board and/or Executive Policy: EP 1.102, Authority to Manage and Control the Operations of the Campus  
Review Date:  March 2019

I. Purpose

To set forth the responsibilities for reporting equipment and controlled property in compliance with the requirements of the University of Hawai‘i (University), the State of Hawai‘i, the Federal Government, and other extramural sponsors.

II. Definitions

No policy specific or unique definitions apply.

III. Administrative Procedure

A.  Reports Prepared by the Property and Fund Management Office (PFMO)

    1.  Annual Inventory Verification Report

        a.  This report is generated by PFMO after each fiscal year end.

        b.  This report is used by the custodial department to facilitate the annual physical inventory verification to ensure that the listed property is accounted for, that it is accurately described, and that all items no longer usable or needed are transferred or retired.

        c.  This report is provided to fiscal administrators (FA) for further distribution to custodial departments.

    2.  Annual Property Reports for Federal Sponsors

        a.  PFMO is responsible for all property reporting, either as originator of the report or as the coordinator.

        b.  Award terms and conditions that are more stringent than federal regulations or general policies shall take precedence.

        c.  Examples of federal sponsors requiring annual property reports include:

            (1)  Department of Defense (DoD)
                (a)  Annual report due October 31 of each year
                (b)  Includes all D0D-owned government property accountable to the University (including property at subcontractor locations) as of September 30 of each year

            (2)  Department of Energy (DoE)

                (a)  Semi-annual reports due April 15 and October 15 of each year

                (b)  Provides financial data on government-furnished and contractor-acquired property in which title is vested with the Federal Government as of February 28 and August 31 of each year

            (3)  National Aeronautics and Space Administration (NASA)
                (a)  Annual report due October 31 of each year

                (b)  Includes all government-furnished and contractor-acquired property to which NASA has title as of September 30 of each year

            (4)  National Science Foundation (NSF)

                (a)  Annual report due October 31 of each year

                (b)  Includes all NSF-owned property accountable to the University as of September 30 of each year

    3.  Final Property Reports for Sponsored Projects

        a.  PFMO prepares final property reports for extramural sponsors as required by the sponsoring agency as part of the contract or grant closeout process.

        b.  PFMO shall work with the FA and the principal investigator to meet the final property reporting requirements.

B.  Ad Hoc Reports Prepared by the Custodial Departments

    1.  The University utilizes eThority, a web-based application, as a reporting tool used in conjunction with the Kuali Financial System (KFS).  In addition to reports provided by PFMO, eThority can be used by departments to create ad hoc reports.

    2.  Fiscal administrators and departmental support staff may use eThority to create their own property reports utilizing the capital asset databooks.

    3.  Each capital asset databook can be used to sort, group and filter capital asset data based on each individual user’s requirements.

IV. Delegation of Authority

There is no administrative specific delegation of authority.

V. Contact Information

Property & Fund Management Office, 956-8735, or

VI. References

    A. Link to superseded Executive Policies in old format
    B. Link to Administrative Procedures in old format

VII. Exhibits and Appendices



    Kalbert Young    
    March 18, 2016    
    Vice President for Budget and Finance/Chief Financial Officer


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