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UH System Policies and Procedures
- Board of Regents Policies
- Executive Policies
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Administrative Procedures
- Current Procedures
- Abolished Procedures (Post Oct. 2014)
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1. General Provisions
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2. Administration
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3. Organization
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4. Planning
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5. Academic Affairs
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6. Tuition, Financial Assistance, and Fees
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7. Student Affairs
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8. Business and Finance
- 025. Fiscal Responsibilities within the University
- 026. Appointment of Fiscal Administrators and Assistant Fiscal Administrators
- 200. Overview
- 215. Definitions
- 220. General Principles
- 225. Limitations in Purchasing
- 230. Contracting for Services
- 235. Competitive Sealed Bidding
- 240. Competitive Sealed Proposals
- 245. Professional Services Procurement
- 250. Small Purchase – Goods and Services
- 255. Sole Source Procurement
- 260. Emergency Procurement
- 265. Specialized Purchasing
- 266. Purchasing Cards
- 270. Types of Contracts
- 275. Contract Formation and Administration
- 281. Construction and Professional Services in Support of Construction
- 285. Cost or Price Reasonableness
- 290. Requirements of Federally Funded Purchases
- 300. Interests in Real Property
- 305. Use of Non-University Space and Facilities
- 350. Concessions
- 375. Fund Raising by a Recognized University Affiliated Volunteer Group or Non-Profit Organization
- 400. Risk Management Guidelines and Procedures
- 509. Property and Equipment Overview
- 510. Loaned Property, Personally Owned Property, and Collections
- 512. Identification of Property
- 516. Property and Equipment Valuation (formerly Valuation of University Equipment)
- 521. Property and Equipment Acquisition
- 523. Receiving Property and Equipment
- 524. Property and Equipment Maintenance
- 530. Property and Equipment Storage and Movement
- 536. Subcontract Control of Government Property
- 539. Property and Equipment Record Maintenance
- 540. Physical Inventory
- 541. Property and Equipment Management Reports
- 542. Property and Equipment Utilization
- 543. Property and Equipment Transfer and Retirement
- 550. Capitalization
- 555. Impairment of Capital Assets and Retirement of Real Property
- 560. Post-Issuance Tax Compliance Procedures for Tax-Exempt and Build America Bonds
- 561. Tax Treatment of Non-Service Financial Assistance for Individuals
- 565. Tax Reporting of Payments to Postdoctoral Appointments
- 571. Administrative Procedure AP 8.571, University of Hawai‘i at Mānoa Athletics Ticket Sales for Events that are not University of Hawai‘i Athletic Competitions and that Involve Payments to Non- University of Hawai‘i Entities
- 602. General Ledger
- 611. Account Code
- 612. Establishment and Maintenance of Account Codes
- 615. Object Codes
- 617. Revenue and Higher Education Function Codes
- 619. Fund Groups
- 620. Gifts
- 621. Delinquent Financial Obligation Tax Setoff Hearings
- 622. University Endowments
- 635. Accounting For Leases, Public-Private and Public-Public Partnerships and Availability Payment Arrangements, and Subscription Based Information Technology Arrangements
- 636. Supply Inventory
- 641. Journal Entries
- 650. Continuation and General Clearing Accounts
- 651. Non-Student Accounts Receivable and Delinquent Financial Obligations
- 671. Year-End Accounting Data
- 685. Cancellation or Replacement of University of Hawaii General Account Checks
- 686. Terminal Vacation Payout
- 701. Receipting and Depositing of Funds Received by the University
- 702. Establishment of Electronic Funds Transfer and Receipt of Funds
- 710. Credit Card Administration
- 731. Student Accounts Receivable and Delinquent Financial Obligations
- 740. Dishonored Checks
- 750. Establishment and Maintenance of Change Funds
- 760. IRS Compliance for Reporting Cash Payments Over $10,000
- 770. Student Refunds
- 802. Requirement of Direct Deposit and/or ACH
- 806. Roles and Responsibilities for Payment Transaction Processing
- 808. Bank Wire Transfer
- 851. Employee Out-of-State and Intra-State Travel
- 852. Personal Automobile Mileage Voucher
- 853. Mobile Devices and Related Communications Services Program
- 863. Relocation Allowances
- 867. Information Reporting on 1099-MISC, 1099-NEC and Backup Withholding on Payments
- 868. Reporting and Withholding on Payments to Nonresident Aliens and Foreign Corporations
- 870. Pay Types and Pay Days
- 871. Distribution on Security of Paychecks
- 873. Payroll Processing Cycle Deadlines
- 876. Overtime Authorization and Compensation
- 877. Salary and Wage Overpayment Recovery
- 879. Post Death Payments
- 926. Administrative Procedure, AP 8.926 Administrative and Financial Management Requirements for Extramurally Financed Research and Training Programs/Activities of the University of Hawai`i (UH
- 927. Administrative Procedure, AP 8.927 Facilities & Administrative Cost Charges in Contracts and Grants
- 951. Accounting for Federally Matching Equipment Grants
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9. Personnel
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10. Land and Physical Facilities
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11. Miscellaneous
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12. Research
- Archived AP
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UH‐Related Laws and Rules
- Hawaiʻi Revised Statutes (HRS) 304A
- Hawaiʻi Administrative Rules (HAR) Title 20
Administrative Procedure 8.524 Administrative Procedure 8.524Title
Property and Equipment Maintenance
Header
Administrative Procedure Chapter 8, Business and Finance
Administrative Procedure AP 8.524, Property and Equipment Maintenance Effective Date: March 2016 Prior Dates Amended: None. This is a new procedure that replaces AP 8.513 and AP 8.533. Responsible Office: Office of the Vice President for Budget and Finance/Chief Financial Officer Governing Board and/or Executive Policy: EP 1.102, Authority to Manage and Control the Operations of the Campus Review Date: March 2019 I. Purpose
To provide uniform guidelines and procedures for the proper care and maintenance of equipment and controlled property accountable to the University of Hawai‘i (University).
II. Definitions
No policy specific or unique definitions apply.
III. Administrative Procedure
A. General
1. The University acquires significant amounts of equipment and non-expendable personal property every year through purchases, loans, sponsor transfers, gifts, and other means. 2. The University is responsible for the proper care and maintenance of University, agency, and federally-owned equipment in accordance with sound management practices, applicable federal regulations, related property control manuals of the funding agencies, or the provisions of contracts and grants. 3. Regular inspection and maintenance of equipment and controlled property ultimately reduces costs, maximizes the useful life of equipment and controlled property and demonstrates the University’s commitment to proper stewardship of its assets. 4. The period of these responsibilities spans from the receipt of the property until the University is properly relieved of its accountability for the equipment and controlled property. B. Responsibilities 1. Custodial department heads are responsible for establishing a maintenance program for University, agency, and federally-owned equipment and controlled property as required. 2. It is the responsibility of the principal investigator/asset representative to ensure that the maintenance program is carried out for equipment and controlled property in their possession and control. 3. Periodic reviews of records and procedures should be undertaken by the aforementioned individuals to determine if compliance and needs are being met as follows: a. Preventive maintenance such as cleaning, lubricating, inspecting working parts and wiring, and calibration should be performed when required or needed; b. Reasonable inspection schedules for maintenance should be devised based on manufacturer’s specifications, or other qualified sources of information; c. The need for maintenance contracts/agreements should be evaluated; d. Records of maintenance or calibration events should be maintained by the department throughout the life of the asset. A record of maintenance costs should be maintained as required to disclose maintenance/repair actions taken and to assist in determining the economical usefulness of the equipment. e. Federally-owned equipment that becomes too costly to maintain should be reported to Federal Administrative Contracting Officer via the department’s fiscal office and the Property and Fund Management Office. IV. Delegation of Authority
There is no administrative specific delegation of authority.
V. Contact Information
Property & Fund Management Office, 956-8735, or pfmo@hawaii.edu
Website: http://www.fmo.hawaii.edu/capital_assets/index.html VI. References
A. Link to superseded Executive Policies in old format https://www.hawaii.edu/policy/archives/ep/
B. Link to Administrative Procedures in old format https://www.hawaii.edu/policy/archives/apm/sysap.php VII. Exhibits and Appendices
None
Approved Signed Kalbert Young March 18, 2016 Date Topicsmaintenance program; preventive maintenance; regular inspectionAttachmentsNone |