Index

  1. Numbering of "PTAG" Numbers
  2. Numbering of Location Codes
  3. Use of Banner FIS FTVLOCN Location Code Table for Real Property Data
  4. Asset Type Code
  5. Recording Construction in Progress (CIP)
  6. Funding Fund
  7. Insurance and Replacement Amounts
  8. Depreciation -- Attachments versus Components
  9. Functional Use Codes
  10. Construction Codes
  11. Acquisition Code
  12. Title To Code
  13. Capitalization Fund
  14. Depreciation Method
  15. Salvage Amount
  16. Service Life of Major Improvements
  17. OTAG Number
  18. Land Card Number

 

  1. Numbering of "PTAG" Numbers

    Each permanent record in Banner Fixed Assets has it's own "ptag" number. The number can be up to 9 characters long. The "ptag" numbers have been assigned by each university for personal property. An OUS wide standard has been established for "ptag" numbers that pertain to real property (buildings, land, land improvements, improvements other than buildings, infrastructure).
    1. Criteria

      The "ptag" number must:
      1. Distinguish real property from personal property.
      2. Distinguish between land, buildings, land improvements, improvements other than buildings, and infrastructure.
      3. Break out building records into original cost, additions, major improvements and building componentization. Also, the records should be related to each other so that one can readily obtain all records related to the same building.
      4. Allow for eventuality of component depreciation for buildings.
    2. Numbering Standard

      "Ptag" numbers for real property can be up to 9 digits but not less than 5 digits. The first five characters will adhere to the following OUS numbering convention while the use of the remaining four characters is at the discretion of the institutions. All fixed asset records of the same real property asset will have the same first five characters but be distinguished as separate Ptags using institutionally determined suffixes using any of the last four characters.

      The first digit will denote the type of real property:
      B - Building
      I - Improvement Other than Buildings
      M - Land Improvements
      (We recognize that there are two types of land improvements - depreciable and non-depreciable. We will use the same prefix for both types and use the asset type codes and account codes to distinguish between depreciable and non-depreciable land improvements.)
      N - Infrastructure
      L - Land

      The second, third, fourth, and fifth digits will be numeric and denote the real property number. This provides a university with as many as 9,999 buildings, 9,999 parcels of land, 9,999 improvements other than buildings, 9,999 land improvements, and 9,999 pieces of infrastructure.

      The sixth, seventh, eighth and ninth digits are left to the discretion of the institutions but it is understood that the use of these characters will be used to distinguish original records from additions, major improvements and building componentization records from one another of a given asset.

      Note: For ease of reporting, all addition, major improvement or building component records of a real property asset will be related to the original asset record using the Banner "component" relationship in addition to the asset's Ptags having the same first five characters.

    3. Examples

      University A has one building.

 

Banner
Ptag Primary Tag Subordinate Type
B0001 Null Null

 



  1. After some years, building B0001 has two additions and one major improvement. Additional building records will be:

 

Banner
Ptag Primary Tag Subordinate Type
B0001aaaa * B0001 Component
B0001bbbb * B0001 Component
B0001cccc * B0001 Component

 

    1. (* The determination of the last four characters of the Ptag are at the discretion of the institution but must be unique.)

      At this point, there are four records pertaining to building B0001. The first record of the original cost, and three additional records for the two additions and one major improvement. Having four records allows for different depreciation start dates for the original cost, for the two additions, and for the major improvement.

      Note that the institutional determined suffix does not provide for OUS wide distinguishing of additions from major improvements or building components. This would be distinguished by use of the "asset type" code -- major improvements and building components will have asset types indicating an improvement or building component whereas additions will use the same asset type as the original building. (The original building record and subsequent additions would be differentiated by date.)

      If component depreciation for buildings is implemented and if OUS has 10 components for each building, the four building records above could become as many as 40 records having the same first five characters with as many as forty unique suffixes. (The last four characters are institutionally defined however the following is being presented for illustration purposes.)
       

 

Building Component (I.E. Foundation, Shell, etc.) Original Cost
Ptag #'s
Addition 1
Ptag #'s
Addition 2
Ptag #'s
Major Improvement
Ptag #'s
Comp 1 B0001 AA B0001AAAA B0001BBAA B0001CCAA
Comp 2 B0001 BB B0001AABB B0001BBBB B0001CCBB
Comp 3 B0001 CC B0001AACC B0001BBCC B0001CCCC
Comp 4 B0001 DD B0001AADD B0001BBDD B0001CCDD
Comp 5 B0001 EE B0001AAEE B0001BBEE B0001CCEE
Comp 6 B0001 FF B0001AAFF B0001BBFF B0001CCFF
Comp 7 B0001 GG B0001AAGG B0001BBGG B0001CCGG
Comp 8 B0001 HH B0001AAHH B0001BBHH B0001CCHH
Comp 9 B0001 II B0001AAII B0001BBII B0001CCII
Comp10 B0001 JJ B0001AAJJ B0001BBJJ B0001CCJJ

 

    1. In the above illustration the building components are signified by the last two characters whereas the original building verses additions and improvements are distinguished using the fifth and sixth characters. This is for illustration purposes only. The suffix (last four characters) can be any unique string determined by the institution to individually identify/differentiate the records.
  1. Numbering of Location Codes

    Location codes denote the physical location of a fixed asset. For personal property, the location code signifies in which building and which room within that building one would find the asset. Location codes have six characters and five roll-up levels. The first two levels are controlled by the Controller's Division. Level two signifies the real property asset. Universities may use the lower three levels to signify floor, room and closets, etc.

    The location code is intended to designate a physical location regardless of the number of additions and major improvements to the existing real property asset. As a result, the location code may not necessarily be the same as the ptag. However, the location code should resemble the ptag. The first five digits of the location code number will equate to the first five digits of the corresponding Ptag code.
    1. Criteria

      The location code must:
      1. Denote the physical location of a fixed asset.
      2. Distinguish between land, buildings, land improvements, improvements other than buildings, and ingrastructure.

      The location code need not:

      1. Tie buildings to land parcels (we don't want to use up additional levels of the Location Codes hierarchy)
      2. Tie land improvements to land or buildings
      3. Tie improvements other than buildings to buildings
      4. Differentiate original cost, additions, major improvements or components of the same building
    2. Numbering Standard

      Controller's Division establishes the 1st and 2nd level location codes. Currently, the 1st level signifies the university (e.g., UO, OSU, PSU, WOU, SOU, EOU, OIT, CA) and within each university: "On campus," "Off campus," "Out of state (not Oregon)," and "Foreign Country (not USA):"
      • 01 - On Campus
      • 02 - Off Campus
      • 03 - Out of State
      • 04 - Foreign Country


      Controller's Division also establishes the 2nd level location codes. The location code is used to identify the physical location of the asset. This is the location code for the real property (building, land, iotb, infrastructure, and land improvements). For real property records, the 2nd level location code will mirror the first, second, third, fourth, and fifth digits of the ptag number.

      Universities may use the 3rd, 4th, and 5th levels of the location codes to signify floors, rooms, etc., as each university sees fit to do so. The only requirement is that the location codes roll up to the appropriate building (or other real property asset) in the 2nd level of the location codes.

    3. Examples

      Using the same example under "ptag" above, if University A had one building record of B0001, and three more records resulting from two additions and one major improvement, with an eventual total of 40 records from using 10 components for depreciation, the location code for all ptags of `B0001 AA' through `B0001CCJJ' would be:
      • B0001


      Note that all real property assets have a related 2nd level location code. All real property location codes will be the same as the first five digits of the associated ptags. (Exception: to prevent renumbering of some historical records containing suffixes, some related location codes may contain a sixth character suffix in the location code.)

      For practical purposes, universities will have to request a new 2nd level location code from the Controller's Division for all new buildings, improvements other than buildings, land, land improvements or infrastructure. A new location code would not be required for new additions or building improvements because they would relate to a building that already has a location code.

  2. Use of Banner FIS FTVLOCN Location Code Table for Real Property Data

    Real property records contain some fields that are not part of Banner Fixed Assets. Some of these fields include address, city, state, county and square footage. Though Banner Fixed Assets does not have a place to store this information, the Banner FIS FTVLOCN table does contain fields for this data. Since every real property asset will have it's own location code record, this information will be maintained in the corresponding records within the location code table.
    1. Standard

      The address, city, state, county, and square footage (Sq Ft applicable to buildings only) will be recorded in the FTVLOCN table on the level two location code records for all real property records. (Any additional information to help identify the physical location of the real property asset would also be desirable to be maintained in the location code table.)
  3. Asset Type Code

    Each fixed asset has an asset type code to signify the depreciation method and service life. Each asset type code also refers to the type of personal property or real property so that one has a means for being able to select the appropriate asset type when establishing the asset record on Banner Fixed Assets and for differentiation of assets for various reporting needs.

    Asset type codes are limited to two digits. As a result, the numbering convention of asset type codes must fit into two digits. The set-up of asset type codes is controlled by the Controller's Division.
    1. Criteria

      The asset type code must:
      1. Provide sufficient information so that one can select the appropriate asset type.
      2. Differentiate the type of real property (building, land, improvements other than buildings, land improvements, and infrastructure) as well as subdivision within the broader type such as an agriculture building vs. dorm building, etc.. (The account code is another means for distinguishing the broader types of real property.) One of the primary purposes of the asset type code is to signify the depreciation method and service life.
      3. Differentiate major improvements from the original cost of buildings or additions.
      4. Make provision for possible future component depreciation of buildings.
    2. Standard

      Refer to section .812 of Fixed Asset Accounting Policies number 55.100, and section .710 of Fixed Assets Building Component Depreciation Policy number 55.110.

      For a listing of all asset type codes, see the asset type table (FTMASTY) in Banner Fixed Assets.
       
  4. Recording Construction in Progress (CIP)

 

  1.  
    1. Criteria

      CIP must be recorded in Banner Fixed Assets, because although CIP is not completed, it is considered a capitalized asset and is reported as a capital asset in the financial statements.
    2. Standard

      Individual real property records are established in Banner Fixed Assets in the fiscal year that construction begins for each project. A CIP account code is assigned to the Banner Fixed Assets master record to signify that it is CIP. When the real property is complete or "substantially complete" and when depreciation is to start, one would change the account code from CIP to completed building, completed improvement other than buildings, completed land improvements or completed infrastructure; and complete the depreciation information form for the asset.

      See OUS Fiscal Policy Manual Section 55.1000.200.D for definition of "substantially complete."

6. Funding Fund

  1. Criteria

    For each asset record, we need to know the amount or proportion of federal, state, and gift funds used to acquire or construct the asset. This information is critical to preparing facilities and administrative rate proposals.

    The funding fund(s) should be the actual Banner FIS fund(s) used for acquiring or constructing the asset. However, for funds of the old FMS accounting system that were never cross-walked to Banner FIS, a "place-holder" fund has been assigned to identify the federal, state, and gift funds portions of the asset. (The "place-holder" funds cannot be used for charging expenditures.)

    The amount or proportion of federal, state, and gift funds used to acquire or construct the asset must be accurate. It must consider the reclassifying of federal and gift funds as "state general fund" monies when federal and/or gift funds are used as match funds for long term debt.
  2. Standard
    • Funding source fund is recorded in FFRMASF
    • The funding fund is the actual Banner FIS fund(s) used for acquiring or constructing the asset, subject to the following limitations:
    • Use the following place-holder funds for funds in old FMS accounting system that were never cross-walked to Banner FIS:
      1. 299999 F/A Federal
      2. 359999 F/A State used for state and local
      3. 488999 F/A Gifts
      • The place-holder funds are coded "terminated" and "inactive" so that they can only be used for fixed asset purposes.

 

  1. Each master record in Banner Fixed Assets has associated "funding" and "capitalization" records. The funding records show the sources of funds used to acquire or construct the asset.

7. Insurance and Replacement Amounts

The insurance and replacement amounts are being reviewed. State of Oregon Risk Management intends to use the insurance and replacement amounts as a basis for determining the maximum reimbursement from insurance claims. OUS is asking State of Oregon Risk Management for an acceptable method for determining the insurance and replacement amounts of real property.

As a result, we currently do not have agreed-upon criteria or a standard for determining the insurance and replacement amounts. Therefore, for conversion purposes, we will convert the insurance and replacement amounts currently in the real property records to Banner Fixed Assets.

  1. Conversion Issues

    We used the insurance and replacement amounts that existed in the real property records at June 30 2003.

8.  Depreciation -- Attachments versus Components

  1. Otag_Code_Primary and Subordinate Type

    Banner Fixed Assets provides for "attachments" and "components." An attachment is part of a parent asset, has the same ptag as the parent asset and is depreciated along with the parent asset. A component is related to but not part of a parent asset, has its own ptag, and is depreciated separately from the parent asset.

    Additions, major improvements and eventually Building components are part of existing real property assets (parent asset) and would therefore normally be considered an attachment. However, for Banner Fixed Asset purposes, they must be treated as a component so that they can have separate PTAG records that are depreciated separately from the parent asset.

    Additional capitalizable costs to a given real property project would be added to the existing asset record via the Banner attachment functionality in order to track the funding and associated capitalization data of the additional capital costs. The funding and capitalization data will be added to the parent asset and depreciate with the parent asset.

9. Functional Use Codes

  1. Standard

    The standard will continue to be that personal property assets have a single functional use code. Real property will not have a functional use code. Use for facilities and administrative rate data of real property will be determined by space inventory data.

    The functional use code will apply only to personal property. No functional use code will be required for building or other real property records.

10. Construction Codes

The real property construction codes did not exist in any form in Banner Fixed Assets. We believe that this information is of importance to Risk Management. Construction codes are required for building records. Every Building record should have only one construction code. The construction codes have been added to the user defined codes validation table in Banner.

11. Acquisition Code

  1. Conversion issue

    Some records did not have good acquisition codes. We created a code `99' -` Converted Incomplete' in the validation table and set `99' on the records with missing or bad acquisition codes. These records need to be reviewed by the institutions and their acquisition codes corrected to `real' acquisition codes. Once all `99' codes are removed from the records. The `99' code will the removed from the validation table by the Controllers Office.

12. Title To Code Normally use SI - State Insured, except for:

  1. SN - State Non-Insured, for Construction In Progress, because CIP is insured by the applicable contractor and
  2. ON - Other - Noninsured, for leased buildings.

See Title-To validation table for other acceptable codes.

13. Capitalization Fund The capitalization records show the fund that "owns" the asset and is charged for the periodic depreciation on the asset.

  1. Criteria

    The capitalization fund must denote the fund that will be charged the depreciation and where the asset is to be recorded.
  2. Standard
    • Capitalization fund is recorded in FFRMASA.
    • If the assessment fund is a proprietary fund (i.e., auxiliary enterprise or service department), use the proprietary fund.
    • If the assessment fund is other than proprietary fund use the net investment in plant fund 890000.

14. Depreciation Method

Straight Line "SL"
 

15. Salvage Amount

  1. Standard

    We will use $0 as the salvage value for all assets.

    Note: Originally, salvage value in real property records represented the estimated cost of the foundation which was calculated at 4% of the original cost of the building. The 4% was not covered by insurance on the belief that the original foundation would not be hurt and therefore never subjected to an insurance claim.

    However, the salvage value in Banner Fixed Assets is also used for depreciation calculation purposes. In this case, the salvage value will always be $0.
  2. Conversion Issues

    We will change all salvage amounts to $0. The use of the 4% as a salvage value for insurance purposes will be evaluated by Risk Management as part of evaluation/determination of appropriate risk valuations currently in progress.

16. Service Life of Major Improvements

All major improvements have a 20 year service life, except major improvements to agricultural buildings have a 15 year service life.

17. OTAG Number

Real property records converted to Banner from the previous system have a Otag numbers starting with an `R'. New records post-conversion will have Otags starting with a `T'.

18. Land Card Number

Real Property records refer to a land card number. This reference number refers to the Land Parcel Number (of the related land records) that provides the Division of State Lands file number in Salem of the land deeds. Banner does not currently provide a designated field in which to store this information in either Fixed Assets nor in the Location codes. (We do not want to use a rollup level of the location code hierarchy to tract this information because we do not want to use up another level of location code hierarchy for this. Also, we cannot use user-defined codes because the land card number is not part of a validation set). We cannot however lose this data. It is desirable to maintain this data in a designated database field and not be stored in a text field, therefore, land card number is to be put in the Banner Fixed Assets external reference number, specifically in the FFBMAST_EXT_REF_NUM field in Banner Fixed Assets.

Last Updated: 08/22/06