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What is the UPR?

NOAA has adopted the internal rule which states that object class codes beginning with 31 will be used only when acquiring accountable personal property. Therefore, the assumption is that if a payment was made in the finance system using object class code 31, there should be a corresponding record in the property system.

There are exceptions to this rule. Object class codes beginning with 31-5x are used when acquiring property that would ordinarily be accountable, but which is being purchased for a non-NOAA entity. That is, although NOAA is buying the property, the property will never belong to NOAA. Object class codes beginning with 31-3x are used when obligating money that will be used to make periodic payments under a lease agreement. Finally, CWIP Project Codes are used when acquiring equipment that is being assembled or used to construct an asset that will be capitalized when placed into service. (See the CWIP Fact Sheet.) In all of these instances, though the item may appear briefly on the UPR because the payment was made using an object class code beginning with 31, they are immediately removed because they are not actually payments that need to be matched to an item of accountable property that will be recorded in the personal property system.

How does it work?

Once a week, a file is captured out of CBS of all payments against object class code 31 for items other than purchase cards. Purchase card payments are captured out of CBS once a month. These files are sent to a server in Germantown, where a program residing on the server adds these records to those previously existing and displays them on the NOAA Personal Property Web Site. A data set is captured out of Sunflower from 2003 to current, that is matched against the UPR, and any matches by document number, and the mandatory five fields to include: Document Number, Organization Code, Project Code, Task code, Object Class Code, and amount. If a partial reconciliation or an attempted reconciliation has been made, you will see an Asterisks on the UPR. This indicates that a partial reconciliation has been attempted, or one of more, but not all five mandatory fields match the UPR line. Special attention should be given to the structure of the document numbers as located.

 

For additional information about completing UPRs, please download our training slide show on the left side of the screen, beneath the folder menu!