Frequently Asked Questions

How do I schedule Carter 1001, the Financial Services conference room?

Call Dorothy Swenson, 351-2228, to schedule the room. Carter 1001 has 12 chairs, one long table, dry erase board with screen and a telephone for on-campus calls. There is also wireless and hardwired internet access. You are asked to leave the room clean, chairs pushed in, board erased, supplies as provided, light off and door unlocked.  There is no charge for this room and it has been tastefully decorated with pictures and a floor map of Carter Hall and turn of the century financial  statements.

Who do I talk to about my accounting reports?

If you have a question about the content of a particular report, please call the appropriate fund accountant for the fund. See Staff Listing for the appropriate fund accountant.

If the responsible person on the report is incorrect, please send a signed memo to General Accounting giving the fund/org number and the name of the current responsible person. Your request will be directed to the appropriate fund accountant and they will make the necessary changes.

Where do I get TIOs?

TIO's are available in Financial Services, Carter Hall room 1002. It is necessary to request a supply in person, as the forms are logged by TIO number. Please call 351-2237 or Dorothy Swenson at 351-2228 with questions about TIO's.

What is the balance in my fund or org?

Fund and org balances are available through the Banner system and the Insight reporting module. A fund accountant can provide you with a balance and direct you to the best method of obtaining balance and transaction information.  See Staff Listing.

If I send something to surplus auction, where does the money go?

The main purpose of the surplus auction is to dispose of unusable equipment in compliance with State fiscal rules. Proceeds from the sale are placed into a clearing account and are used to cover the expenses of the auction. These expenses include rental of the building, commissions of the auctioneer, advertising, and moving expenses. Often times, the money gained from the sale of equipment is not sufficient to cover these costs.

Please contact Property Control (Mark Gryboski, 351-1830) if you are selling a large item or one that could easily be traced, as it is easier to track the specific proceeds from the sale of these items.

Can University equipment be sold by a department so that the proceeds can be used by the department?

It depends. State fiscal rules allow for four methods of disposal:

1. Sale to another department or state agency
2. Trade-in on new equipment
3. Scrap
4. Surplus auction

A department can advertise the items for sale using e-mail or the UNC Today Report. A department interested in purchasing the items can do so using a TIO. The transfer of equipment is recorded as revenue to the selling department and as an expense to the purchasing department. A department can also sell items to another state agency by acquiring a purchase order from the agency. When payment is received, the proceeds are deposited into the department's account.

Please note that if equipment was purchased with grant funds, contact SPARC at 351-1907 concerning disposal.

Proceeds from items that are scrapped or sold at public auction cannot always be allocated to departments.

Can employees or students purchase surplus equipment from departments?

No. State fiscal rules and Colorado legislation prohibit employees or students from purchasing surplus state equipment. The perception by a taxpayer that tax dollars are used to purchase equipment, then sold at reduced prices to employees or students has been a concern of legislators. University policies also restrict departments from selling surplus items  to employees or students.

How can a department dispose of surplus equipment?

There is a small storage area in the basement of Parsons, but most often,  it is not large enough for big items. Departments need to contact Property Control (Mark Gryboski, 351-1830) for the paperwork so that property records  can be adjusted. Contact Facilities at Parsons for pick-up of the item(s). Please note that if equipment was purchased with grant funds, contact SPARC at 351-1907 concerning disposal.

What is Capital Equipment?

Capital equipment is defined as any fixture or furniture having an original  cost of $1,000 and a useful life of more than one year, that will not lose  its identity through incorporation of a more complex unit. These items  will have a property tag attached and will be inventoried annually.