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SPA Process User's Guide

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.

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Transferring Property from External to 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 External Transfer Out (PAPEXT) screen allows an external SPA agency to enter a transfer property into the SPA system for transfer to an internal SPA agency. This is an overnight transaction process. This process is not available in batch. Line one navigation is not available on this screen.

Note: See also Transferring or Receiving Property From External to External Agencies. Transfers between two external agencies cannot be entered into SPA.

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.

Note: The sending agency will choose the effective date (also known as the transfer date or disposal date). For accounting purposes, this date will also be the effective date on the receiving agency’s records. The sending agency can update the effective date but only while the transfer is still pending.

Procedure (For External Agencies to Complete by Sept. 20)

  1. Access the External Transfer Out (PAPEXT) screen on the Main Menu (PAMENU).
  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.

    Note: If the error message Property/CPNT Exists, Press F9 to Delete appears, press F9 to delete the transaction and then enter the property number with a T as the first digit. For example, if the asset number is 0000000000, enter T000000000.

  4. Enter the component number in the COMPONENT field.
  5. Enter the receiving agency’s number in the XFERTO AGY field.
  6. Press Enter.
  7. Enter the in-service date in the IN-SERVICE DATE field in the MM-DD-YYYY format.
  8. Enter the transfer date in the TRANSFER DATE field in the MM-DD-YYYY format. The transfer date must correspond to the current/open fiscal year and the transfer date must be greater than the in-service date.

    Note: Remember to assign the correct transfer date during the two-month period in SPA where both the Current Fiscal Year and the Prior Fiscal Year may be transacted (Sept. 3 to Oct. 20). See SPA Fiscal Year-End Close Process (FPP N.008) for valid effective dates.

  9. Enter the property description in the DESCRIPTION field.
  10. Enter the acquisition cost in the ACQUISITION COST field.

    Note: The system reads an entry of 100 as $100.00.

  11. Enter the proceeds from sale in the PROCEEDS FROM SALE field. (This field is optional.)
  12. Enter the class code in the CLASS CODE field.

    Note: This entry must be a valid code. For a list of valid class codes, reference Appendix A.

  13. Enter the useful life in the USEFUL LIFE field (must be greater than zero).
  14. Enter the residual percent in the RESIDUAL % field. (Required, but defaults to the valid value of zero.)
  15. Enter the serial number in the SERIAL # field. (This field is optional.)
  16. Enter a comment in the COMMENT field. (This field is optional.)
  17. Press Enter. The message Property Has Been Added is displayed.

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Transferring or Receiving Property From External to External 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.

In order to reconcile the transfer of capital assets at the statewide level for CAFR, external agencies are required to provide the following information using the External Agencies Transfers In and Out (Excel) template:

External agencies must submit the fiscal year-end External Agencies Transfers In and Out (Excel) to the financial reporting section by Nov. 1, 20XX.

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Receiving Transferred Property Except for External to External 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 Receive Transfer Property (PARXER) screen allows internal and external agencies to receive transferred property in the following instances:

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 a transfer from an external agency to an internal agency, the external agency must first enter the transfer on the External Transfer Out (PAPEXT) screen. The transfer is processed immediately and the property is added to the receiving agency’s data.

Note: See also Transferring or Receiving Property From External to External Agencies. Transfers between two external agencies cannot be entered into SPA.

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.

Note: The sending agency will choose the effective date (also known as the transfer date or disposal date). For accounting purposes, this date will also be the effective date on the receiving agency’s records. The sending agency can update the effective date only while the transfer is still pending.

Procedure (For External and Internal Agencies to Complete by Sept. 20)

  1. Access the Receive Transfers screen (PARXER) on the Main Menu.
  2. Tab to the first outstanding property record the agency is accepting. Enter R to receive the property record.
  3. Enter the new property number assigned to this property in the NEW PROPERTY NO field.
  4. Enter the component number in the CPNT NO field.
  5. Enter the agency fund number in the FUND field.

    Note: Steps 7 through 9 are required for internal agencies only.

  6. Enter the last name of the responsible person in the LAST NAME field.
  7. Enter the first name of the responsible person in the FIRST NAME field.
  8. Enter the location of the property in the LOCATION 1 field.
  9. Tab to the next outstanding property record the agency is ready to receive. Repeat steps 2 through 9.

    Note: Any of the outstanding transferred property records may be selected and received. Other transfers may be left on the screen and the transfer completed at a later date. Additional outstanding transferred property records may be viewed by pressing F8 to scroll to the next page.

  10. Press Enter. The message Receive (01, 02, 03, etc.) Property (Y/N) appears.
  11. Enter Y and press Enter to complete the transfer. The message Transfer Complete appears.

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Correcting or Canceling a Pending Transfer for Internal Agencies

This procedure is for canceling or correcting a pending transfer for internal agencies.

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, enter a different agency number by typing over the system-generated number.
  3. Enter the property number in the PROPERTY NO field.
  4. Enter the component number in the COMPONENT field. Press Enter.
  5. Enter the correct agency number in the TRANSFER-TO-AGENCY field.
  6. Enter the correct transfer date in the TRANSFER DATE field.
  7. Enter proceeds from sale (if any).
  8. Press Enter. The message Transfer Updated appears.

To Cancel a Transfer

  1. Repeat steps 1 through 4 above.
  2. Use Spacebar or the End of File key to delete the incorrect Transfer-to-Agency number. This takes the property out of the transfer process.
  3. Press Enter. The message Transfer Canceled appears.

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Correcting or Canceling a Pending Transfer From External to Internal Agencies

Procedure (External Agencies Only)

  1. Access the External Transfer Out (PAPEXT) 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, enter a different agency number by typing over the system-generated number.
  3. Enter the property number in the PROPERTY NO field.
  4. Enter the component number in the COMPONENT field.
  5. Press Enter.
  6. Press F9 to delete.
  7. The message Property Deleted is displayed.

Note: If a correction is needed, external agencies must cancel the pending transfer and enter it again on the PAPEXT screen.