Who do I contact when I have an asset-related question?

Initiator → Fiscal Officer (Senior Financial Officer) → Assistant Accountant → Accountant → Senior Accountant → CAM

Who can I contact for KFS training?

• Requisitions – Johan Schoeman
• COA (Account), KIM and GL E-docs (DI, GEC, TF &RJV) – Chimoné Barends
• VAT – Tanja Badenhorst
• Asset Management – CAM

As an Asset Controller, how will I know when an asset has recently been purchased in one of my departments?

You can request this information from the Financial Initiator of the department or extract the latest Asset Register on KFS (recommended)

How do I change an asset’s information?

Locate the asset on KFS – click on edit*

* You can only edit the assets if you have the role assigned to you on KFS

How can I view the assets of a specific staff member?

KFS → Lookup and Maintenance → Capital Asset Management → Asset → Asset Representative Principal Name (enter NWU number)

How can I view the assets of a specific OU?

KFS → Lookup and Maintenance → Capital Asset Management → Asset → Organization Owner Organization Code (enter OU code)

I have bought an asset from my IREA / IRICO and/or project funds.  Is it mine or the NWU’s property?

All assets purchased by means of a KFS transaction (from all fund streams) are on the asset register of the NWU and therefore are the property of the NWU until such time that the asset, if eligible, is bought by the staff member

I want to work at home - can I take my NWU assets with me?

Yes, with your Line Manager’s approval in accordance with the NWU’s Hybrid guidelines

Follow these steps:

• Complete the GRT-CAM - Authorisation for use of Assets - Off Campus form
• Sign the form and request your line manager to sign it as well
• Submit the original document to the Asset Controller
• Keep a copy of the document with the assets

When can I buy my current workstation from the NWU?

• Desktops – 5 years
• Laptops – 4 years
• Screens – 4 years
• Tablets (incl. iPad) – 3 years
• From the In-Service Date on KFS
• Only computer equipment such as laptops, desktops and tablets which are outdated and no longer utilised in the department, can be sold to employees and students
• ALL other assets must be sent to the campus stores

What is the process for me to buy my workstation from the NWU?

Refer to the GRT-CAM - Procedure for repurchasing of NWU asset

How can an asset be donated?

All requests for donations must be directed to NWU Sustainability and Community Impact

Do not make promises to donees regarding potential donations before approval is obtained

If the donation has been approved, submit the following to GRT-CAM to remove the donated asset from the Asset Register:

• GRT-CAM - Asset Removal form
• Letter from donee (recipient) confirming receipt of the asset

Where can I find GRT-CAM’s forms?

http://services.nwu.ac.za/financial-systems/kfs-cam

Why do certain assets in my office not reflect on the KFS Asset Register?

Due to the vast number of small assets (<R15 000 and computer assets <R5 000) purchased by the NWU, each asset isn’t provided with a unique asset number on KFS.  These assets are combined and added as one asset on KFS.  The asset is thus on the KFS asset register, where GRT is the Asset Representative

Remember:

All KFS purchases can be traced via the General Ledger detail report, thus the above mentioned assets should be available for physical verification upon request

Important:

Even though these assets reflect GRT as the Asset Representative, it is still the responsibility of the custodian of the asset to ensure that the asset is safeguarded to the best of his/her ability

What are the different Asset Statuses?

A (Active)

• Currently in use
• Still within its depreciable (useful) life

S (Surplus)

• Very old and due for replacement (pending budget availability and need)
• The value in use of the asset is immaterial

R (Retired)

• Assets that have been retired from the NWU’s Asset Register
• Not included in asset verifications
• Cannot be edited nor removed from KFS (historical financial transaction)

Can I allocate an asset to a temporary staff member on KFS?

Yes, assets can be acquired for and allocated to temporary / term / permanent staff member.

Who can I contact regarding the replacement plan of NWU assets?

Please engage with your department’s Financial Planner

What is the difference between KFS and IWMS / Plan On?

KFS contains the official asset register of the NWU.  IWMS / Plan On is mainly used by NWU Facilities for the management of maintenance to buildings, etc

Why does GRT-CAM keep on asking for photos of assets?

It is a form of verification of the assets, and we are building a visual database of the NWU’s assets

How can I extract the invoice of an asset from KFS?

Asset Lookup → Enter Asset Number / Serial Number → click Search → Click on the Asset Number in the table generated → Scroll down to the Payments tab → Click on Show → Click on Document Number → Access and download the invoice from the document that opens

* This only applies for assets acquired by the NWU after 1 January 2015

Why am I getting an error when I try to submit my Edit doc?

Only one Edit doc can be ENROUTE per asset at any given time.

The first Edit doc must first be approved / disapproved by GRT-CAM before another Edit doc can be created.