Comptroller letterhead

To:                  Chief Fiscal Officers and GAAP Liaisons

From:              Thomas G. Shack III, Comptroller

Date:               June 7, 2016

Subject:           Annual FY 2016 Capital (Fixed) Asset Inventory Review


Comptroller Memo FY#2016-22

Executive Summary

The memo serves as notice that the annual inventory of GAAP capital assets is underway.  Several MMARS reports can be accessed through DocDirect to assist with this effort.  Every department must return a form confirming the review is complete.

We have established the inventory controls and reporting guidelines for capital assets and instituted a mid-year and annual capital asset inventory review.  Capital assets are defined as GAAP and non-GAAP capital assets – please see Comptroller’s Fixed Asset Acquisition Policy for detail.  Although the primary focus of this review is GAAP capital assets departments should also review any non-GAAP assets under their ownership.

Monthly Capital Asset Inventory reports are available on DocDirect and are defined as:

NGA155SDDepartmental Current GAAP (Non-Memo) and Non-GAAP (Memo) Assets Summary
NGA155SGCurrent Active GAAP (Non-Memo) Capital Asset Inventory by Department, Unit, and Asset Type  Key report for completion of your inventory review
NGA155SNCurrent Active Non-GAAP (Memo) Asset Inventory by Department, Unit, and Asset Type
NGA156SDDisposed GAAP and Non-GAAP Capital Asset Inventory by Department, Unit, and Asset Type
NGA156SSDepartmental Disposed GAAP (Non-Memo) and Non-GAAP (Memo) Asset Summary

Review of the GAAP capital assets can be completed by utilizing capital asset inventory report NGA155SG found on DocDirect:  The departmental GAAP capital asset inventory report as of June 30, 2016 will be available the first week in July, 2016.

To assist departments in reconciling their capital assets DocDirect report, the Commonwealth Information Warehouse (CIW) contains the following view: dbo_m_fa_fixed_assets_history.  This view is updated monthly in accordance with the MMARS source table and will mirror DocDirect capital assets reports NGA 155* and NGA 156*.  The CIW standard security applies to this view.

Please review and reconcile the report with your inventory for any capital asset additions, disposals or transfers your department has processed and answer the following review questions:

  1. Asset Additions:  Does the current NGA155SG represent all GAAP capital assets acquired or constructed by your department year to date?  If not, please provide details.
  1. Asset Deletions:  Does the current NGA155SG reflect disposals made prior to June 30, 2016?  If not, please provide detail. 
  1. Asset Transfer:  Was a capital asset transferred from your department to another department during the fiscal year reflected on the NGA155SG?
  1. Asset Not in Service:  Are there any assets listed on the current NGA155SG that are no longer in service?  If so, please provide details.

By the middle of July, the annual capital spending reviews will be sent to departments who have spent capital funds during FY2016.  The capital spending review compliments this capital asset inventory review.  The purpose of the capital spending review is to help departments assure capital spending which relates to capital assets, has been properly captured in the MMARS capital asset system.  All FY2016 capital asset transactions must be entered by the end of Period 13, (August 31, 2016).

Please complete the confirmation form located in the General Outbound (Common Access) section of PartnerNet  Include any variances identified in the review and return it no later than July 29, 2016 by uploading it to the Comptroller’s General Inbound Box on PartnerNet.  Instructions for using PartnerNet to upload and complete the confirmation form are included.  Note: The confirmation form should be uploaded to PartnerNet even if your department currently has no inventory.

All CFOs and GAAP Liaisons have access to upload the confirmation form to PartnerNet.  CFOs can designate other department personnel to upload the Inventory Confirmation Form on PartnerNet.  Department Security Officers can request access for additional users by submitting a PartnerNet Security Request Form.  Individuals needing access to PartnerNet to upload the form will be processed as soon as possible.

For further assistance, please contact B.J. Trivedi, Director of the Financial Reporting Bureau at (617) 973-2663, Michael Rodino at (617) 973-2304 or Christine Bender at (617) 973-2425.

Enc.:    Instructions            
            Capital Assets Inventory Annual Review Form xlsx format of FY201-22 attch

cc:       Payroll Directors

            General Counsels

            MMARS Liaisons

            Security Officers

            Internal Distribution