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 http://spa.columbia.edu/uniform-guidance for further details that may supersede information outlined in this policy. Revised policies will be posted once they are available.
This policy provides a standard of practice for the management, accounting and control of moveable capital equipment (also referred to as capital equipment) owned by Columbia University (the University or CU), titled to the University, under the custody of the University, or for which the University is accountable to the federal government and other sponsors. Relevant procedures are contained in the Property Manual.
Reason for the policy
This policy provides guidance to assure that University assets are properly maintained and protected.
Primary guidance to which the 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:
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 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 both financial and government policies and procedures regarding equipment are addressed.
2. Custodial Departments
Chairpersons, deans and directors have general stewardship responsibilities for the maintenance and control of all property and equipment in their custody and control. A departmental equipment coordinator or equivalent is responsible for managing equipment at the departmental level. Principal investigators are responsible for the management of capital equipment under their sponsored agreements or during the course of the 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.
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