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(1) The Policy provides guidance on the recording and management of assets that: (2) The Procedures provide a checklist and framework to determine if an item being purchased meets the definition of a Portable and Attractive Item and therefore needs to be recorded on the Portable and Attractive Item register. (3) This Policy should be consistently applied by the University, as well as all of its controlled entities, for both their financial reporting responsibilities and group consolidation purposes. (4) All Portable and Attractive Items must be recorded by the Operational Unit acquiring such items on Portable and Attractive Items Register using the University’s prescribed template. Custody and control of these assets and the management and administration of the Portable and Attractive items register remains with the Operational Unit which purchased the asset. (5) The responsibility and custodianship of Portable and Attractive items is devolved to the level that makes the purchase decision within operational units. (6) All areas of University may be subject to spot audits by Finance to ensure that Portable and Attractive item registers are being maintained and items are being controlled appropriately. (7) Operational Units must ensure that all Portable and Attractive items issued to specific employees are returned on or before the employees last day of employment. (8) The University expends significant funds on Portable and Attractive items. This Procedure defines what items are included in this category and how they should be controlled and monitored appropriately. (9) The University defines Portable and Attractive items as items of equipment that are portable and attractive in nature that: (10) Examples of Portable and Attractive Items include (but are not limited to): (11) The following items are NOT Portable and Attractive items: (12) Portable and Attractive items, as per definition, do not meet the definition of an asset (refer to Asset Procedure - Asset Definition and Asset Class) and are therefore expensed in the year of purchase. (13) All Portable and Attractive items must be recorded on the Portable and Attractive Items Register by the Operational Unit which purchased the asset. Custody and control of these assets and maintenance of the Portable and Attractive Item Register is the responsibility of that Operational Unit. The template for the Portable and Attractive Item Register is available on the Finance website. (14) The monetary threshold for Portable and Attractive as per the definition is $500. Therefore all Portable and Attractive items whose cost is greater than $500 are required to be recorded on the Portable and Attractive items register. The threshold may be lowered at the discretion of the Operational Unit for high risk items (15) Responsibility for monitoring and controlling Portable and Attractive Items is devolved to the Operational Units. (16) The University’s business units must maintain a Portable and Attractive items Register in which all Portable and Attractive items are listed by Cost Centre for that business unit. (17) The Portable and Attractive items register must include: (18) Portable and Attractive item must be recorded on the register as they are acquired. Departments should also make a reasonable effort to capture all Portable and Attractive items currently in use that were purchased prior to the effective date of this Policy. (19) Portable and Attractive items are to be removed from the register when they are disposed of due to becoming obsolete, damaged, lost or stolen. (20) All items removed must be properly authorised by the head of the responsible area. (21) Information relating to the reason for disposals must be recorded. (22) Obsolete and damaged item must be disposed according to environmental disposal requirements. Refer to the Asset Procedure - Disposal/Sale. (23) All assets on the Portable and Attractive items registered may be the subject of spot audit by Finance Division to ensure that the register is being maintained and that all Portable and Attractive items are being controlled appropriately.Portable and Attractive Items Policy
Section 1 - Background and Purpose
Section 2 - Scope
Section 3 - Policy Statement
Section 4 - Procedures
Part A - Introduction
Part B - The University’s Definition of a Portable and Attractive Item
Part C - Accounting Treatment
Part D - Identification and Control
Part E - Portable and Attractive Items Threshold
Part F - Responsibility for Monitoring and Control
Operational Units must ensure that all Portable and Attractive Items issued to specific employees are returned on or before the employees last day of employment.Portable and Attractive Items Register
Portable and Attractive Items Register Information
When to Identify Items on Register
When to Remove Items from the Register
Part G - Portable and Attractive Items Register Audit
Section 5 - Definitions