Adding Property Records to RAMI

Effective Date:

September 1, 2014

Function:

Fixed Asset Management

Contact:

Dave Martin

Purpose

This document describes the process for adding information records to the Real Asset Management Inc. (RAMI) database. For additional information refer to the SUNY RAMI Users Manual.

Process

The process for adding property information records is:

  1. Complete a SUNY RAMI Transaction Update or similar campus form.
  2. Create a property record in the RAMI database system.
  3. Update the property record in RAMI when necessary.

    Additional detailed guidance information is provided below.

When to Collect and Enter Information

Information about prospective property acquisitions can be collected at any time. In general, the information needed to complete a SUNY RAMI Transaction Update Form is obtained from the purchasing documents (e.g., cost and description), the property itself (e.g., serial number), and from the principal investigator (e.g., intended location of use). Campuses must establish a process that documents the collection of information and that supports any changes and deletions to RAMI records. Records should be signed and dated.

RAMI addition transactions should not be performed until property is received and tagged. The RF Capitalization Policy requires that equipment be entered in to the RAMI property system within 60 days of the asset being placed in service. If additional time is needed, campus staff must contact RF Central Office Finance staff.

Special Considerations - Intangible Assets

Intangible assets are those that lack physical substance and are non-financial in nature. Intangible assets must be identifiable, meaning they are either capable of being separated by means of sale, transfer, license, or rent, or they arise from contractual or legal rights. Examples of intangible assets include software (either acquired or developed internally), patents, copyrights and trademarks, permits and licenses, and land use rights or easements.

Only intangible assets with a value of $1,000,000 or more should have a property record added to RAMI to be capitalized.

Required RAMI Information

The following table lists the fields on the SUNY RAMI Transaction Update Form that must be completed in order for the system to accept the record entry. The table also describes the fields, specifies where the information can be obtained, and provides additional information.

Field

Description

Information Source

Comments

Acquisition Date and Original Cost

These codes are the basis for AP/RAMI reconciliation; the cost includes shipping and handling, insurance, and installation.

Invoice

 

Appraisal and Class Codes

Categorize the property according to generic classifications.

SUNY RAMI Users Manual

 

Asset Number

Unique control field for RAMI: assigns a two-digit prefix identifying campus location, a six-digit unique identification number, and a two-digit management suffix. It appears on the RF decal for identifying the asset.

Campus property control office

Campus codes are the first two digits of the campus operating location. Suffix should be RF or R0 (R zero).

Award Number

RF Oracle Award Number

Purchase order

For donated assets, enter "GIFT". For loaned assets, enter "LOAN".

Award Purpose Code

Specific type of activity for which an award is established.

RAMI populates this field based on a valid Oracle award number.

For donated or loaned assets this field is left blank.

Award Type

Type of funds received from a sponsor.

RAMI populates this field based on a valid Oracle award number. The assignment of this code is provided to property control by the campus sponsored programs administration office.

For donated or loaned assets, the award type must be entered into RAMI.

Building Code

Identifies the building the equipment is located in.

Principal Investigator

The building abbreviation entered into RAMI must match the building abbreviation on the campus physical space inventory file.

Field

Description

Information Source

Comments

Description Fields

Describes the asset specifying manufacturer, serial and model numbers; identifies items that are impossible to tag; cross-references multiple funding accounts.

Purchase order

Invoice

Principal investigator

 

Location Fields

Campus, department, building, floor, and room.

Principal Investigator

The building, floor and room number recorded into RAMIPCS should match the same information recorded in the campus physical space inventory file (PSI).

Off Campus Code

Identifies if the equipment is located off campus.

Principal Investigator

An "X" should be placed in this field when a piece of equipment is not located in facilities owned or leased by SUNY or leased by the RF using RF funded revenue.

PO Number

RF Purchase Order number

Purchase Order

This is a numeric field. Example: PO Number R12345 should be entered into RAMIPCS as 12345.

For donated assets enter "GIFT".

For loaned assets enter "LOAN".

For equipment items that are purchased without a PO number enter "NONE".

Quantity Code

Code that identifies if an asset belongs to a group treated as a unit or is a single item.

Invoice

This is a numeric field.

Remaining Life, Years and Months

The estimated remaining life of the property in years and months. This information along with codes related to disposal, is useful for indirect cost allowance.

Disposal codes are listed in the SUNY RAMI UsersProperty Control Manual for different kinds of property.

 

RF Sponsor Code

Categorizes sponsors at a high level.

RAMIThe PCS system populates this field based on a valid Oracle award number.

For donated and loaned assets this field will be blank.

Field

Description

Information Source

Comments

Service Center/Cost Sharing

Identifies if a state or RF asset is included in a campus service center re-charge rate or if an asset is considered as a match/cost sharing to an RF federal or nonfederal sponsored program.

The assignment of this code is provided to property control by campus sponsored programs administration office or the New York State Accounting Office.

For service center assets enter "S".

For cost sharing assets enter "C".

If an asset is not cost shared or service center leave this field blank.

SURF Ownership Code

Code for title vesting.

Generally, the ownership designation is defined in the Property Title Code field and can be displayed in the flex field in the awards management screen through the account establishment administrator job responsibility.

The property title code is also listed on the 2 property reconciliations reports.

For donations enter "D".

For loaned assets enter "L".

For fabrications and other acquisitions that do not involve purchase, the operating location must assign a valid SURF code.

Utilization Codes: Fund Field, Status, and Condition Codes

Identifies funding source, general area of use, and condition.

Invoice

Principal investigator

For RF assets always enter "6" in the Fund Field.

Record Retention

The operating location office responsible for the property control function must maintain property control records as outlined in the RF procedure "Record Retention for Accounts Expenditure Record."

Related Information:

RF Capitalization Policy

Fixed Asset Capitalization Procedure

Award Purpose Capitalization Matrix

Change History

Date

Change History

September 1, 2014

Updated references from PCS to RAMI and added guidance on intangible assets.

February 5, 2007

Added new fields and expanded some field definitions

June 15, 2005

Conversion of Property Management procedure PM-A-03.htm; reviewed and revised.

 

 

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