From the session held on June 3, 2026.
Question: Can you group Capital Assets?
Answer: No. A grouped asset is a Capitalized Asset representing a purchase of Expense items. Capitalized assets should be added individually.
Question: If you add the bulk purchase as a grouped asset (capitalized) then add them individually as expensed items, won’t that be overstating your assets?
Answer: No. Expensed items do not impact the GL. That is why we need to do capitalized group assets. When you add the expensed items to NCFS, it is just for tracking purposes. You are not impacting your finances with that expensed type. That is why it is so important to get your type correct.
Question: How to submit a Fixed Asset ticket?
Answer: Send an email to: ncfs@ncosc.gov.
Question: How long does a retired asset stay in NCFS?
Answer: Record stays indefinitely so you can always search on anything that has been retired.
Question: Can you easily transfer multiple (1000s) of assets using the Transfer in Spreadsheet by copying and pasting from an excel sheet or do you have to double click on each line to search for the asset and add it to the spreadsheet?
Answer: Yes, you can. That's the point of the spreadsheets, so I recommend taking a look at the FA spreadsheet deep dive. It goes through how to use our pre-built reports to grab a lot of that information. Treat the ADFDi spreadsheet uploads as upload forms. Gather your information on a worksheet, a separate worksheet beforehand, then copy and paste as values to the upload form.
Question: What drives the useful life default and is it the COA account you select? If so, is there a report that shows those defaults by account?
Answer: Yes – based on the asset category. No report currently, but OSC will work on that.
Question: So, one of the reasons that I asked about grouping the assets is that I have a capital, a CIP project, but it has equipment inside of it that is also capitalized, that needs to be asseted separately. We're trying to find a way of having our cake and eating it too. Do we need to back that out of the CIP project for how much those were? Or does ACFR require us to have a single CIP project that states that we spent 2,000,000 on such and such? As opposed to 1500, when you know the CIP project was for 2,000,000. Thoughts?
Answer: There are specifics that change this answer but generally speaking you're going to mark a CIP of the full cost to the primary type. So say you have a parking lot that has a fence. The parking lot costs you $1,000,000 while the fence costs you $50,000. You're going to roll that $50,000 into the total costs of the parking lot and mark the whole thing as a parking lot. It sounds to me like what you're trying to do here is pull the expense items out separately and track them separately, but if they are affixed to a building, they're part of the building, right? We don't track HVAC sub systems differently than the building.
Question: So I understand correctly as of the 28th FY27, all equipment is going to be capitalized at $10,000. If anything, that I see underneath that will come through as expensed?
Answer: Yes. The system normally will set the capitalization type for you. It will start doing that based on the $10,000 as of the 28th.
Question: Will it change automatically those assets that are currently under the threshold from capitalized to expensed?
Answer: No. OSC will do that. Our process is going to be every asset that is now below threshold, will be subjected to the type mismatch process of deletion. So, every asset that will now have a wrong type going forward is going to be deleted on the 27th and will work in early August to give you a full set of re-additions for you. There will be very little work on your end regarding this capitalization threshold change. It's just a review of if you want to keep your items as expensed for tracking.
Question: Why do retired items stay in the system?
Answer: We do not want to delete records of what has happened previously. It will allow you to search on items long after they have been retired for historical purposes.
Question: Was doing an asset addition and noticed that the columns in the spreadsheet changed from letters to numbers.
Answer: Double check the cell type did not changed to a number or date and time.