Non-Capital Assets

Non-capital assets and designated non-capital assets (DNCAs) each require tracking and oversight to ensure proper stewardship, accountability, and compliance with UMB policies.

What Are Non-Capital Assets?

Non-capital assets (NCAs) are physical items with an acquisition cost of $1,000 or more but less than $5,000 per unit, and with a useful life longer than one year. All UMB personnel and UMB Affiliates are required to comply with UMB policies and procedures governing the purchasing, security, and disposition of NCAs.

Each School, Department, or Division must:

• Maintain records related to all NCAs
• Retain documentation
• Produce records upon audit
• Tag each NCA
• Record NCA purchases to GL account 3953 – Non-Capital Assets
• Maintain segregation of duties

Designated Non-Capital Assets (DNCAs)

Designated Non-Capital Assets (DNCAs) are a subset of Non-Capital Assets requiring additional tracking, including proof of assignment to UMB employees or affiliates.

The terminology “sensitive equipment” is no longer used. Instead, the DNCA category was established to classify specific items that require additional custodial responsibilities, accountability, and documentation.

Important: All DNCAs must be recorded in the EEAF System within 30 days of purchase.

Operational units may choose to require the Employee Equipment Acknowledgment Form (EEAF) for other items such as:

• Furniture
• Desktop computers
• Mobile phones

The EEAF System may also be used to track items that do not meet the definition of a non-capital asset but are located in a residence.

Employee Equipment Acknowledgment Form (EEAF) System

The EEAF System is an online software tool designed to help Operational Units manage assets, including Designated Non-Capital Assets (DNCAs). DNCAs are a specific group of non-capital assets that require extra tracking, such as proof they are assigned to UMB employees or affiliates. These assets are typically desirable, easily converted to personal use, and susceptible to theft. They are usually portable items like laptops, tablets, audio/visual equipment, and assets located in employee residences.

Important: All DNCAs must be entered into the EEAF System within 30 days of purchase.

The system is used by Operational Unit Non-Capital Asset Custodians as well as UMB employees and affiliates.

Roles

Non-Capital Equipment Lifecycle Requirements

Ownership and Purchasing Requirements

Equipment, supplies, and materials reimbursed with UMB funds are the property of UMB.

Equipment, supplies, and materials for use at a site other than a UMB location must be:

• Purchased using standard purchasing methods
• Shipped to UMB

Employees may arrange with their departments to pick up items at UMB or to have items shipped from UMB.

Under extraordinary circumstances, an employee may purchase items using personal funds. Items purchased directly by an employee must be reasonable and necessary to complete UMB business.

Reimbursements may be denied or required to be repaid to UMB if items are:

• For personal preference
• Extravagant
• Excessive compared to similar items purchased through standard State procurement methods