SPA Process User’s Guide –
Chapter 7 – Transferring Property
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 ACFR preparation.
Procedure
- Access the Transfer Property (PATRAN) screen on the Main Menu.
- 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. - Enter the property number in the
PROPERTY
field. - Enter the component number in the
COMPONENT
field. - Press Enter.
- Enter the receiving agency’s number in the
TRANSFER-TO AGENCY
field. - Enter a comment in the
COMMENT
field. (This field is optional.) - Enter the transfer date in the
TRANSFER DATE
field. - Press Enter.
- Enter proceeds from sale (if any). If no proceeds are received, enter 0.
- Press Enter. The message Transfer Initiated appears.
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)
- Access the External Transfer Out (PAPEXT) screen on the Main Menu (PAMENU).
- 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. - 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.
- Enter the component number in the
COMPONENT
field. - Enter the receiving agency’s number in the
XFERTO AGY
field. - Press Enter.
- Enter the in-service date in the
IN-SERVICE DATE
field in the MM-DD-YYYY format. - 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.
- Enter the property description in the
DESCRIPTION
field. - Enter the acquisition cost in the
ACQUISITION COST
field.Note: The system reads an entry of 100 as $100.00.
- Enter the proceeds from sale in the
PROCEEDS FROM SALE
field. (This field is optional.) - 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.
- Enter the useful life in the
USEFUL LIFE
field (must be greater than zero). - Enter the residual percent in the
RESIDUAL %
field. (Required, but defaults to the valid value of zero.) - Enter the serial number in the
SERIAL #
field. (This field is optional.) - Enter a comment in the
COMMENT
field. (This field is optional.) - Press Enter. The message Property Has Been Added is displayed.
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.
Transfers between two external agencies cannot be entered into SPA.
Universities that do not report to SPA must follow the Financial Reporting Requirements in Sale, Disposal or Interagency Transfer of Capital Assets – External Agencies to report external transfers.
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:
- Internal agency receiving a transfer from an internal agency
- Internal agency receiving a transfer from an external agency
- External agency receiving a transfer from an internal agency
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)
- Access the Receive Transfers screen (PARXER) on the Main Menu.
- Tab to the first outstanding property record the agency is accepting. Enter R to receive the property record.
- Enter the new property number assigned to this property in the
NEW PROPERTY NO
field. - Enter the component number in the
CPNT NO
field. - Enter the agency fund number in the
FUND
field.Note: Steps 7 through 9 are required for internal agencies only.
- Enter the last name of the responsible person in the
LAST NAME
field. - Enter the first name of the responsible person in the
FIRST NAME
field. - Enter the location of the property in the
LOCATION 1
field. - 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.
- Press Enter. The message Receive (01, 02, 03, etc.) Property (Y/N) appears.
- Enter Y and press Enter to complete the transfer. The message Transfer Complete appears.
Correcting or Canceling a Pending Transfer for Internal Agencies
This procedure is for canceling or correcting a pending transfer for internal agencies.
Procedure
- Access the Transfer Property (PATRAN) screen on the Main Menu.
- 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. - Enter the property number in the
PROPERTY NO
field. - Enter the component number in the
COMPONENT
field. Press Enter. - Enter the correct agency number in the
TRANSFER-TO-AGENCY
field. - Enter the correct transfer date in the
TRANSFER DATE
field. - Enter proceeds from sale (if any).
- Press Enter. The message Transfer Updated appears.
To Cancel a Transfer
- Repeat steps 1 through 4 above.
- 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.
- Press Enter. The message Transfer Canceled appears.
Correcting or Canceling a Pending Transfer From External to Internal Agencies
Procedure (External Agencies Only)
- Access the External Transfer Out (PAPEXT) screen on the Main Menu.
- 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. - Enter the property number in the
PROPERTY NO
field. - Enter the component number in the
COMPONENT
field. - Press Enter.
- Press F9 to delete.
- 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.