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SPA Process User’s Guide – Chapter 7 – Transferring Property

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Transferring Property for Internal Agencies

Note: External agencies are institutions of higher education not reporting to SPA. Internal agencies are all state agencies and those institutions of higher education using the SPA system or reporting to SPA via batch. Please refer to the Internal/External SPA Institutions of Higher Education List and notify your SPA analyst if your agency’s status is incorrect.

The Transfer Property (PATRAN) screen allows internal agencies to initiate the transfer of property to another internal or external state agency or institution of higher education.

For a transfer between two internal SPA agencies or a transfer from an internal to an external agency, the property must already be maintained on the SPA system. For instructions on transferring property from external to internal agencies, please see the next section in this chapter.

This is an overnight transaction process.

The historical value of a property received in transfer cannot be altered. Therefore, value increases and decreases to the historical cost of the transferred component are not permitted. Value can be added to a property received in transfer by adding a new component to the property.

Once receipt of a property in pending transfer is processed by the receiving agency (i.e. the transfer is complete), the successfully transferred property cannot be disposed in SPA as entered in error (DM27). If the property was successfully transferred in error, contact your SPA analyst for assistance.

Please see Recording Interagency Transfers of Capital Assets for more information.

Note: The transfer in agency (including agencies not reporting in SPA or agencies using local depreciation or amortization calculation methods) must book the amount provided by the transfer out agency. Reconciling differences will be adjusted during CAFR preparation.

Procedure

  1. Access the Transfer Property (PATRAN) screen on the Main Menu.
  2. Verify the agency number in the AGENCY field. The SPA system automatically defaults to the user’s agency number. If data is maintained for more than one agency, a different agency number may be entered by typing over the system-generated number.
  3. Enter the property number in the PROPERTY field.
  4. Enter the component number in the COMPONENT field.
  5. Press Enter.
  6. Enter the receiving agency’s number in the TRANSFER-TO AGENCY field.
  7. Enter a comment in the COMMENT field. (This field is optional.)
  8. Enter the transfer date in the TRANSFER DATE field.
  9. Press Enter.
  10. Enter proceeds from sale (if any). If no proceeds are received, enter 0.
  11. Press Enter. The message Transfer Initiated appears.