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Information Classification for Property Accounting

Information Owner: Asst. Comptroller-Accounting

Office Responsible for System: Accounting Service

Data Steward: Kay Parker

Date: September 2003

Property Accounting Related Information:

Purdue University maintains records pertaining to the acquisition of moveable capital equipment. This is maintained to provide data to departments to help them make an informed decision if the purchase of an equipment item is necessary, as it may currently exist on campus. It also provides data for insurance and maintenance purposes. Property information is also used in preparing the Annual University Financial report. The existence or equipment is verified once every 2 years by conducting an inventory. The Costing office also uses the data in developing the Facilities and Administrative cost rate used on Sponsored Programs.

The Property Accounting section of Accounting Services is responsible for the accounting of all moveable capital equipment. Property Accounting records the capital equipment in a database, tags equipment with inventory numbers and update the Property System as needed. Some of these responsibilities are delegated to Regional Campus and University Warehouse staff.

Property information includes but is not limited to description of item, serial #, inventory #, account #, building & room location, cost, class code and ownership.

All Property information is considered sensitive data except for classification codes that are public.

Information NameDescriptionClassifications
PublicSensitiveRestricted
Inventory Data

Property Acct information includes description, model #, building & room location.

  X  
Acquisition Information

Includes financial cost, account number, date of purchase, in-service date, P.O. #, voucher #, title code, source of funding and accumulated depreciation.

  X  
Disposal Information

Includes the description of item, when it was disposed and if stolen, police report information.

  X  
Off-campus Tracking Info

Includes address and reason why equipment is used at home, for travel or other site for University business.

  X  
University Financial Report

Capital Information contained in the Financial Report- Footnote Disclosure.(Schedule 9 is provided for backup information and
used for the Cost Study.)

X