Acquisition of Moveable Capital Equipment
Reason for Policy
This policy provides the guidelines for the acquisition of moveable capital equipment.
Effective December 26th, 2014, OMB Circulars A-21, A-110 and A-133 will be replaced by regulations under the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (also known as the Uniform Guidance). Please refer to the University’s Uniform Guidance website for further details that may supersede information outlined in this policy. Revised policies will be posted once they are available.
Primary guidance to which this policy responds:
This policy responds to good business practices and Financial Accounting Standard Board (FASB) and Generally Accepted Accounting Principles (GAAP) requirements for recording and reporting capital assets and depreciation expenses. The federal regulations to which this policy responds include:
- FAR 52.245-1, Government Property, Parts 35, 45, and 52
- OMB Circular A-21: Cost Principles for Educational Institutions
- OMB Circular A-110: Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations (Relocated 2 CFR 215)
- OMB Circular A-133: Audits of States, Local Governments, and Non-Profit Organizations
Roles and responsibilities:
1. Controller’s Office
The Columbia University Controller’s Office is responsible for the maintenance of this policy and for responding to questions regarding the policy. Responsibility for the accounting and reporting on capital equipment management is shared by two groups within the Controller’s Office: Capital Asset Accounting (CAA) and Research Policy & Indirect Cost (RPIC). This structure is designed to ensure compliance with both financial and government policies and procedures regarding equipment.
- Capital Asset Accounting (CAA)
CAA is the primary group responsible for moveable capital equipment management at the University. The CAA Property Manager serves as the primary liaison to schools and departments for all capital equipment related processes and is responsible for ensuring compliance with Generally Accepted Accounting Principles and government regulations for capital equipment management at the University. CAA is also responsible for coordinating the tagging and bi-annual inventories required by outside agencies. They work in conjunction with an outside vendor to assure the tagging and inventories are accomplished on a timely basis.
- Research Policy & Indirect Cost (RPIC)
The overall responsibility of RPIC is to provide annual and final property reports for Government Owned/Furnished Equipment and other agencies or groups.
2. Custodial Department
Chairpersons, deans and directors have general stewardship responsibilities for the maintenance and control of all capital equipment in their custody and control. A departmental equipment coordinator or equivalent is responsible for managing capital equipment at the department level. Principal investigators are responsible for the acquisition of capital equipment under their sponsored agreements or during the course of research they are conducting.
3. Procurement Services
Three areas in Procurement Services are involved in the capital equipment cycle: the Purchasing Department, Accounts Payable Department and the P-Card program.
- Purchasing Department
Responsible for tracking and monitoring operating and capital lease data charged to Subcode 6117- Major Moveable Equipment Lease/Purchase.
- Accounts Payable
Responsible for providing Capital Asset Accounting (CAA) with quarterly reports of payment activity charges to Subcode series 61XX and 63XX to facilitate tagging and maintenance of the capital equipment inventory database.
- P-Card Program
Responsible for monitoring moveable capital equipment purchases on the P-Card and providing quarterly reports to CAA for inventory tagging and maintenance of the capital equipment inventory database
This policy was originally distributed in January 1983.
Who is governed by this policy:
This policy applies to all individuals who have custody, use or control moveable capital equipment owned by the University, titled to the University, under the custody of the University, or for which the University is accountable to the federal government and other sponsors. Covered individuals include, but are not limited to, faculty, staff, students, contractors, consultants, those working on behalf of the University and/or individuals authorized by affiliated institutions and organizations.
Who should know this policy:
Anyone who has custody, uses or controls moveable capital equipment owned by the University, titled to the University, under the custody of the University, or for which the University is accountable to the federal government and other sponsors.
Exclusion or special situations: