Kansas Department of Administration

21-A-005 FY 2021 Capital Asset Reporting (November 19, 2020) (Supersedes 18-A-007)

Posted on 10/21/2021 at 12:51 PM by Kansas Department of Administration

Informational Circular No.21-A-005
Supersedes Informational Circular No:18-A-007
Effective Date:July 1, 2020

Contact Name:
Financial Integirty Team
Statewide Agency Audit Services

OCFO-FIT@ks.gov
ARpreaudit@ks.gov

Approval: Jocelyn Gunter (Original Signature on File)
Summary: Capital Asset Reporting and Implementation of Form DA-87

In accordance with KSA 75-3729 and the Department of Administration’s Policy Manual Filing 13,001 - Capital Asset Records, agencies must enter capital assets into the SMART Asset Management (AM) module when the asset is received and/or the asset is functional to accurately reflect the correct transactions for reporting on the Comprehensive Annual Financial Report (CAFR). To ensure compliance with state policies, the DA-87 Capital Asset Reporting Log will be required to record all capital asset transactions over the capitalization thresholds noted below. This includes the acquisition, disposal, and transfer of capital assets and any changes to existing capital assets reported in the SMART AM module.

NOTE: KDOT & Regent Institutions are exempt from the reporting requirements of the DA-87.

Assets with a cost meeting the established threshold and a useful life exceeding one year are reported as capital assets in the CAFR. It is the agency’s responsibility to ensure all capital assets are properly recorded in the SMART AM module.

The statewide capitalization thresholds for assets are as follows: 

Description Asset Category Code Capitalization Threshold
Equipment and Furnishings EQFRN $5,000
Vehicles VEHCL $5,000
Land LAND $100,000
Buildings and Improvements BDIMP $100,000
Intangible – Software INSOF $250,000
Intangible - Other INOTH $250,000
Land Improvements DLDIM-NLDIM $100,000
Leasehold Improvements LHDIM $100,000

Please note, two SMART queries are available to assist agencies in reviewing and reconciling capital asset transactions: 

  • Capital Asset Inventory List Query - KS_AM_ASSET_CAPITAL_INV_LIST – The query provides a complete agency inventory of capital assets recorded in the SMART AM module (use data filters to select CAFR asset book).
  • Capital Outlay Purchase Query - KS_AM_VCHRS_WITH_54XXXX_ACCT The query provides  a list of vouchers using the capital outlay account codes for the specified dates.

DA-87 Capital Asset Reporting Log due dates:

For FY 2020 the DA-87 forms were due on October 15, January 15, April 15 and July 15 for the previous quarters (cumulative). 

Beginning in FY2021 the DA-87 forms will only be required twice a year.  On January 15 agencies must submit data for the first six months of the fiscal year (July 1 to December 31) and on July 15th, agencies must submit data for the entire year (July 1 to June 30).  It is important to keep your capital asset entries up-to-date to avoid delays in getting the DA-87 submitted timely. 

Please submit the completed DA-87 log to the Financial Integrity Team (FIT) email: OCFO-FIT@ks.govFor detailed instructions on completing the DA-87, please see the “Instructions” tab on the workbook.

If the agency does not have any capital asset changes to report for the period, please send an email to the FIT team noting that no assets were purchased or updated within the reporting period.  

Assets are entered in the SMART AM module in one of two ways.

  1. Directly in AM via Express Add.  SMART Job Aid:  Adding An Asset Using Express Add
  2. Via asset integration on the requisition, the purchase order or the voucher

Each agency must determine which method will be used and ensure all parties involved are aware of how assets will be entered.

SMART Asset Integration Tools:  Asset integration is a process by which asset information included on the requisition, purchase order and voucher can flow to the Asset Management Loader Tables. This allows assets to be loaded to the Asset Management module directly, eliminating the need to hand-key asset details such as profile ID, tag number, custodian, location and chartfield values in the AM module. It also links the asset to its originating voucher.

In SMART asset integration can begin on either the requisition or the purchase order for the purchase of new assets or on the voucher for new or existing assets. Agencies have the option of deciding where to begin asset integration in SMART. Detailed job aids are available for entering assets at each level of integration: http://www.smartweb.ks.gov/training/integration-materials/am-po-and-ap.

  • Linking Vouchers with Asset Module  
    • AM Tool 5 - Beginning Asset Integration on Voucher
    • Reviewing the Transaction Loader Tables Job Aid
    • Agency Asset Processor's Role in Integration
  • Construction-In-Progress (CIP) is recommended to be entered in SMART AM at the beginning of the project.
    • It is essential that all costs associated with a CIP asset are captured in AM. Agency staff must determine if integration will be used or if asset costs will be manually adjusted in AM. The agency must determine the best process to communicate CIP costs between the Accounts Payable and Asset Management modules. SMART Job Aid: CIP Assets

Capital Asset Reporting Reminders:  Agencies should keep SMART AM up-to-date to ensure all assets are entered before FY closing. If an error or omission is found after year-end closing, in addition to entering the correction in SMART AM, a detailed explanation should be included on the Form DA-82 Capital Asset Supplemental Information.

The following guidance is provided to assist in completing capital asset reporting:

  • Capital asset physical inventories are to be completed annually. Inventories are recommended to be conducted prior to June 15th to allow for corrections/additions to be recorded in the SMART AM module prior to SMART Year-End deadlines.
  • Verify correct Profile ID and Category Code are used for assets. Asset Profiles drive the depreciation and accounting entry creation for CAFR purposes, it is crucial that the correct Asset Profile is used.
    SMART Job Aid: Incorrect Asset Profiles and Corrections / Profile ID Section Job Aid
  • Agencies should review Construction-In-Progress (CIP) before year-end closing to ensure all costs are included in the asset module. CIP costs can be entered directly into AM as an addition/adjustment on the Cost Adjust/Transfer page to add costs as expenditures are incurred.
    SMART Job Aid: CIP Assets
  • Completed CIP assets need to be recategorized, the profile ID updated to a non-CIP profile, and other requirements completed as further defined in the job aid.
    SMART Job Aid: CIP Assets Assets (See Section: Steps to Perform After CIP Asset is Complete)
  • All assets that have been sent to state surplus, sold, or otherwise no longer in the agency’s possession should be disposed of in the SMART AM module accordingly.
    SMART Job Aid: Retiring and Reinstating Assets
  • Verify reported asset cost allocations, and update asset costs, if necessary.
    SMART Job Aid: Adjustments and Additions to Cost and/or Quantity
  • For agencies utilizing integration, all outstanding Asset Integration Interface ID’s must be processed.
    SMART Job Aid: Reviewing Transaction Loader Tables

For assistance with entering/updating assets in SMART, please submit a SMART Service Desk ticket. For policy/recording questions please email the Statewide Agency Audit Services team at ARpreaudit@ks.gov.         

JG:te

Resources:
Policy Manual 13,001 Capital Asset Records
Form DA-87 Capital Asset Reporting Log
SMART Module of the Month Training – Safeguarding Assets

Additional SMART Asset Management job aids are available online via SMART Web.

Printable Version: 21-A-005

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