Kuali Financial System

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Asset Fabrication Document Help

Purpose

This document is created by an FIS user to record an "asset under construction" by a campus department.

Instructions

See the PDF of the instructions and the PDF with additional tips and tricks, including policy details.

What is a Fabrication?

In order to be considered an equipment fabrication, the following criteria must be met:

  • Is not available on the open market
  • Will be free-standing and movable
  • Will have an estimated cost of $5,000 or more
  • Parts will be purchased from multiple vendors and/or via multiple purchase orders
  • Will be built at least partly by department personnel
  • Upon completion, will be placed into service for one year or longer, will not be a deliverable to the sponsor, UC will retain title, and the finished product will be a one-of-a-kind item
  • Outside labor as well as labor provided via an authorized recharge activity can be included in the fabrication cost; the cost of departmental labor cannot.

Note: Fabricated computer clusters must be constructed by the department and all computers are required to work collaboratively toward an end result. Ports may include individual monitors and keyboards, but the predominant function of the system must support a research project and/or perform mathematical or physics calculations. Computer networks do not qualify as clusters.

What must I do before starting a fabrication?

Complete the Fabrication Justification form and a CAMS Asset Fabrication document. The document once fully approved will create a UCOP Asset Tag number. When placing orders for supplies, materials, etc. for the fabrication, indicate the asset number.

Equipment Management will mail an asset decal to the asset representative assigned to the custody code. The asset decal should be applied to the equipment in an easily-visible location.

How should I track a fabrication?

Fabrication expenses must have object code 9600 - FABRICATION. The financial system assigns this object when you indicate Fabrication in the Items section of the KFS Requisition document or when processing a Purchasing Card Document and indicating an object code of 9600.

To transfer expenses involving a fabrication, create a Kuali Distribution of Income and Expense or General Error Correction document, using these guidelines:

  • All fabrication expenses should be coded to object code 9600
  • Be aware of the 120-day limit on transfers involving federal funds

In addition to using object code 9600, you must also track all expenses and credits pertaining to each fabrication. One way to accomplish this is to create a Project code and then use that project code on all transactions pertaining to the fabrication.

On a yearly basis, Equipment Management will contact the asset representative to check on the status of the fabrication.

What should I do when a fabrication is complete?

Send the final cost, completion date, and a list of fabrication transactions (e.g., order numbers, transfer documents, etc.) to Equipment Management. Equipment Management will enter a received date and dollar amount into CAMS.

See Policy & Procedure Manual 350-75 for more information.

Routing

  1. Asset Representative/Delegate (if not created by them)
  2. Fiscal Officer assigned to account assigned to equipment
  3. Capital Asset Accounting (if adding items at or above the Equipment threshold of $5000

Supplemental content

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