Physical Characteristics

FILENAME: FTPUSRn.PUT.EFA71.Yyyyy

RECORD FORMAT: Fixed Block

RECORD LENGTH: 127

SEQUENCE: Ascending - Sort First 20 Positions

File Layout

Equipment and Facilities System (EFA)

Name:           ADDRESS/LOCATION-STRUCTURE

Type:           ALPHANUMERIC

Length:         30

Format:         N/A

General Description:

The address or other physical location for a structure which is not located on or in the immediate vicinity of the core campus.

Code Interpretation:

N/A

Comments:

Values should reflect physical location for geographical identification and mapping purposes.

Examples:

1. All Richmond Field Station buildings should have an address of 1301 South 46th Street.
2. Lake Arrowhead Conference Center would be 850 Willow Creek Road.
3. Bodega Marine Lab should be Westside Road.
4. Laurel Heights should have an address of  3333 California Street.

Equipment and Facilities System (EFA)

Name:           BASIC GROSS AREA

Type:           NUMERIC

Length:         7

Format:         7 V 0

General Description:

The sum of all area, finished and unfinished, on all floors of an enclosed structure, i.e., within the environmentally controlled envelope, for all stories or areas which have floor surfaces.

Code Interpretation:

N/A

Comments:

Does not include Unenclosed Gross Area.

See Appendix C, Building Area Overview, for further discussion.

For leased facilities, report the amount of square feet contained in the lease agreement as the Basic Gross Area.  Typically, the square footage contained in the lease agreement will be the Net Rentable Square Feet.  Campuses have the option of (1) reporting net rentable square feet as both the total Assignable Area and Basic Gross Area, or (2) recording, if available, the actual amount of assignable area being leased.

Equipment and Facilities System (EFA)

Name:           BUILDING CONDITION CODE

Type:           ALPHANUMERIC

Length:         1

Format:         N/A

General Description:

Code indicating the overall physical condition of a building or structure at the time of the inventory.

Code Interpretation:

1'  - New, built within the past 5 years:  Newly constructed, no previous tenant improvements and in compliance with all applicable codes and ordinances.

 2'  - Good:  Existing structure and improvements in compliance with all applicable codes and          ordinances;  should be easy to maintain and modify.

 3'  - Fair:  Existing structure and improvements require minor modifications to comply with codes.

 4'  - Poor:  Existing structure and improvements require “major” or “minor” capital outlay to comply with codes.

 5'  - Untenable:  Officially condemned or restricted from its intended use, or code compliance modification expense higher than the building value.

Equipment and Facilities System (EFA)

Name:           BUILDING FUNCTIONAL CATEGORY CODE

Type:           ALPHANUMERIC

Length:         1

Format:         N/A

General Description:

Code used to identify the functional category of a building, based upon the predominant current use of space within the building.

Code Interpretation:

'G' - General

'M' - Health Science

'R' - Residential

Comments:

"Health Science" category is for use at Davis, Irvine, Los Angeles, San Diego, and San Francisco campuses only. Health science facilities at other locations are included in "General".

Equipment and Facilities System (EFA)

Name:           BUILDING NAME

Type:           ALPHANUMERIC

Length:         12

Format:         N/A

General Description:

The name or abbreviation of the name for a building as reported in the campus facilities data system.

Code Interpretation:

N/A

Equipment and Facilities System (EFA)

Name:           BUILDING NUMBER

Type:           ALPHANUMERIC

Length:         5

Format:        N/A

General Description:

A unique number assigned to a building or structure at the time a capital project or construction contract begins to incur expenses under account 101801--Buildings and Structures.

Code Interpretation:

Comments:

Each building or separate structure must be assigned a unique building number, including buildings which are part of a complex.  The assignment of building numbers should be coordinated with, but not limited to, the following offices: Plant Accounting, Equipment Management, Facilities Management (e.g., Architects and Engineers, Design and Construction), Facilities Inventory Management, and Capital Planning.

Note:

Subject: Capital Asset Account Numbers (CAAN)

Recently there has been confusion concerning the assignment of Capital Asset Accou t Numbers {CAAN). This memo wili serve to clarify the procedu!:'es for assigning CAANs. The foflowing procedures will be updated in the Accounting Manual P-415- 8 section IV.F.

The Capital Asset Account Number (CAAN) is a four digit alpha-numeric field which is assigned at the time a capital project or construction contract begins to incur expenses . The CAAN is the ky which uniquely identifies a capital asset or building and facilitates the interface of asset­ related information in corporate and campus systems such as, but not limited to, the subsidiary plant asset ledgers, plant expenditure accounts, facilities inventory, equipment inventory, risk management and indirect cost recovery systems .

Campuses may assign CAANs between 0001-9999; however,_ the CAANs and their asset titles must be used consistently among the Plant Asset, Facilities Inventory and Equipment Inventory systems, and any other system which contains and reports building data. The CAAN does not need to begin with the campus location code. Alpha characters (i.e., the letters A thru Z} may be used in any of the four positions

in the CAAN; however, campuses should verify that their local general ledger can accept these alpha characters.

Since the CAAN is a unique identifier for a specific capital asset or building, it should be used consistently to record costs and expenditures among the following plant accounts:

Account 101800 land

Account 101801 buildings and structures

Account 101802 general improvements

Account 101804 fixed equipment

Assistant Vice Chancellors/ Accounting Officers February 7, 1996

Page 2

Each asset, building or separate structure must be assigned an individual CAAN, including buildings attached by court areas, breeze ways, or designed in clusters. A complex involving multiple buildings or separate structures will, therefore, be associated with more than one CAAN since each building within the complex must be assigned a separate CAAN. A single building which is constructed on more than one foundation should also be assigned the necessary number of CAANs to account for each of the separate foundations upon which the building is built. Thus, in a multiple building or multiple structure construction projct or purchase, capitalized costs must be allocated to each building or structure and associated with each building's CAAN.

For example, the purchase of land, a building and general improvements should have the same CAAN and asset title. However, if the land included two buildings, at least two CAANs would be required: one CAAN for the land and one building and another CAAN for the other building.

Alternatively, three CAANs maybe assigned: one for each building and one for the land. For capitalized costs, such as telecommunications wiring or fencing which cannot be related to a single asset or building, a separate CAAN should be established.

Individual CAANs must be provided for each building because the University is required to maintain separate building accounting for State and insurance reporting. State government code (Section 11011.17) requires the University of California to report on all UC- owned assets (defined as parcels of real - property, including land, easements and rights- of-way held ₁     and structures) to the Office of Real Estate and Design Services.

The OP   Office of Risk Management annually provides property insurance underwriters with a listing of all UC-owned buildings which includes building values, value of contents and square footage information by CAAN. This listing identifies the University's property exposure and assists the insurance underwriters in assessing risk (e.g., fires, earthquakes). In lieu of providing street addresses for each building, property insurance underwriters have agreed to accept building asset numbers. However, this comes with the understanding and negotiated agreement that individual CAANs would be assigned to each separate building. These procedures conform to the underwriters' criteria and provide a more accurate exposure evaluation. Any digression from the stated procedures could cause the University and the campus to incur additional expenses for property coverage.

Assistant Vice Chancellors/ Accounting Officers February 7, 1996

These procedures pertain to all current construction projects not fully capitalized. If you have any questions, please give Ken Strangfeld a call at (510) 987-0902 or e-mail at <ken [email protected]>.

Barbara Lester

c: Plant Accountants
Capital Planning Managers
Facilities Inventory Managers
Principal Accountant Strangfeld
Senior MIS Analyst Raffetto
Accounting Manual Editor

California Codes

California Government Code

GOVERNMENT  CODE SECTION  11000-11019.9

(a) The University of California, by July 1, 1988, shall furnish the department, in a uniform format specified by the department, a record of each parcel of real property which it possesses.  The University of California shall update its record of real property holdings, reflecting any changes, by July 1 of each year.  This record shall include the following information:

1. The location of the property within the state and the county, the size of the property, including its acreage and any other relevant property data.
2. The date of acquisition of the real property, if available.
3. The manner in which the property was acquired and the purchase price, if available.
4. A description of the current uses of the property and any projected future uses.
5. A concise description of each major structure on the property.
6. The estimated value of real property declared surplus by the University of California. Where an actual appraisal is available it may be used, but it is not required.

I  (b) For property used or possessed by the University of California as a campus, medical center, agricultural experiment station, part of the Natural Reserve System or government owned national laboratory, the record shall only include information required by paragraphs (1), (4), (5), and (6).

Equipment and Facilities System (EFA)

Name:           CAMPUS FUNCTIONAL AFFILIATION CODE

Type:           ALPHANUMERIC

Length:         1

Format:         N/A

General Description:

Code indicating the administrative unit with which a building is affiliated in facilities inventory reports.

Code Interpretation:

'C' - Central Campus

'S' - Systemwide

'A' - Agricultural Field Station

Equipment and Facilities System (EFA)

Name:           CITY CODE-STRUCTURE LOCATION

Type:           ALPHANUMERIC

Length:         4

Format:         N/A

General Description:

A code indicating the city/town in which a structure is geographically located.

Code Interpretation:

See the following pages for a list of City codes.

Comments: N/A

SEE CITY CODES TABLE AT THE END OF THIS CHAPTER

Equipment and Facilities System (EFA)

Name:           COUNTY CODE-STRUCTURE LOCATION

Type:           ALPHANUMERIC

Length:         2

Format:         N/A

General Description:

A code indicating the county in which a structure is geographically located.

Go to this link to see the most updated County Codes:

County Codes

Equipment and Facilities System (EFA)

Name:           COVERED UNENCLOSED GROSS AREA

Type:           NUMERIC

Length:         7

Format:         7 V 0

General Description:

The sum of all covered or roofed areas of a building located outside of the enclosed structure, i.e., the environmentally controlled envelope, for all stories or areas, which have floor surfaces.

Code Interpretation:

N/A

Comments:

Refer to Appendix C of the Facilities Inventory Guide for detailed methodology.

Equipment and Facilities System (EFA)

Name:           DATE OF OCCUPANCY

Type:           NUMERIC

Length:         6

Format:

'MMYYYY' where 'MM' = Month, 'YYYY' = Year

General Description:

The month and year the University first occupied the building, whether by construction, purchase, gift, lease, or shared agreement and starting at that time when the University beneficially occupies the space.

Code Interpretation:

N/A

Equipment and Facilities System (EFA)

Name:           MASTER PLAN CODE

Type:           ALPHANUMERIC

Length:         1

Format:         N/A

General Description:

Code indicating status of building as designated in a long-range physical development plan (also known as master plan, long-range development plan, LRDP) or other planning document used by a campus.  Other owned and leased buildings that may not be recognized in a master plan should be classified by the type of structure and intended use.

Code Interpretation:

P  Permanent:  a building constructed or acquired for long-term use with no expectation of removal or replacement.

O  Obsolete: a permanent building now deemed unsuitable for long-term use.

I  Interim: a building constructed or acquired for limited-term use.

R  Relocatable: an interim building on a foundation of demountable construction, such as blocks or jacks.

Comments:

The classification is not affected by construction materials, ownership, age, or the interval for removal or replacement.

For leased and rented facilities, report the building by the type of space (P, O, I, R) with reference to the lessor’s intention to build for limited-term or indefinite use.

Equipment and Facilities System (EFA)

Name:           NONASSIGNABLE CIRCULATION AREA (PUBLIC)

Type:           NUMERIC

Length:         7

Format:         7 V 0

General Description:

The sum of all areas on all floors of a building required for public physical access to some subdivision of space, whether or not physically bounded by partitions.

Code Interpretation:

N/A

Comments:

Equipment and Facilities System (EFA)

Name:           NONASSIGNABLE CUSTODIAL AREA

Type:           NUMERIC

Length:         7

Format:         7 V 0

General Description:

The sum of all areas on all floors of a building used for custodial supplies, sink rooms, and janitorial closets.

Code Interpretation:

N/A

Comments:

Equipment and Facilities System (EFA)

Name:           NONASSIGNABLE MECHANICAL AREA

Type:           NUMERIC

Length:         7

Format:         7 V 0

General Description:

The sum of all areas on all floors of a building designed to house mechanical equipment, utility services, and shaft areas.

Code Interpretation:

N/A

Comments:

Equipment and Facilities System (EFA)

Name:           NONASSIGNABLE PARKING STRUCTURE AREA

Type:           NUMERIC

Length:         7

Format:         7 V 0

General Description:

The total measure of any gross floor area of a parking structure which is used for private vehicle access, circulation, and parking, whether in parking or non-parking buildings or structures.

Basis for Measurement:

Private vehicle parking is computed by measuring from the inside face of walls and partitions which enclose such areas. Vertical circulation space should be counted at each floor.  Top, unroofed floors of parking structures are included, only if used for parking.

Code Interpretation:

N/A

Comments:

Includes all relevant areas exclusively or primarily serving private vehicle parking.

Parking structures are not considered Covered Unenclosed Gross Area.  Campuses should record measurements for parking structures and relevant parking areas as part of Basic Gross Area and as Nonassignable Parking Structure Area.

Institutional vehicle maintenance and serving areas, as well as areas for storage of physical plant or farm operations service vehicles and motorized equipment, are counted as assignable area (see Room Use Codes 570-Field Building, 750/755-Vehicle Storage).  Surface parking lots contiguous or related to buildings are excluded and, therefore, not reported as part of Nonassignable-Parking Area.  

Equipment and Facilities System (EFA)

Name:           NONASSIGNABLE PUBLIC TOILET AREA

Type:           NUMERIC

Length:         7

Format:         7 V 0

General Description:

The sum of all areas on all floors of a building devoted to nonassignable public toilet facilities.

Code Interpretation:

N/A

Comments:

Equipment and Facilities System (EFA)

Name:           NUMBER OF LEVELS

Type:           NUMERIC

Length:         2

Format:         2 V 0

General Description:

The total number of floors or stories within a building or structure, including basement, mezzanine, and attic, and any other usable area the height of which is at least 6'6" above the flooring, regardless of whether the building or structure is owned or leased by the University.

Code Interpretation:

N/A

Comments:

Each building must report at least one level.  For split-level buildings, or buildings which may have awing with fewer levels than the main building, report the maximum number of levels within the building.

For leased facilities, if the University occupies five levels of a 30-story building, the number of levels reported for that building would be "30."

Equipment and Facilities System (EFA)

Name:           OWNERSHIP CODE

Type:           ALPHANUMERIC

Length:         2

Format:         N/A

General Description:

Code indicating the basis upon which a building is available for use by the University.

Code Interpretation:

'UC' - UC owned, UC constructed

'UP' - UC owned, UC purchased

'UF' - UC owned, no cost to UC

'NF' - Not owned, no cost to UC

'NL' - UC lease or rental

'NX' - Not owned, charge other than lease or rental

'EX' - Third party built or leased, eventual UC ownership

'ET' - UC owned or built, eventual third party ownership

Equipment and Facilities System (EFA)

Name:           UC LOCATION CODE 1-MAJOR LOCATION

Type:           ALPHANUMERIC

Length:         2

Format:         N/A

General Description:

Code indicating the benefiting campus or Systemwide location with which a structure is associated.

Code Interpretation:

'01' - Berkeley

'02' - San Francisco

'03' - Davis

'04' - Los Angeles

'05' - Riverside

'06' - San Diego

'07' - Santa Cruz

'08' - Santa Barbara

'09'  Irvine

‘10’ - Merced

'20' - Systemwide (includes Office of the President and Regents Offices)

Equipment and Facilities System (EFA)

Name:           UNIFORM BUILDING CODE

Type:           ALPHANUMERIC

Length:         1

Format:         N/A

General Description:

Code indicating which of five construction types, (as published by the International Conference of Building Officials and included by reference in the California State Building Code, Title 24), applies to a particular building.

Code Interpretation:

‘1’ Fire Resistive Construction:  structural frame of fire-protected structural steel or iron, or of concrete; exterior walls, inner courts, and walls enclosing vertical openings, of fire-resistive construction; roof construction and floors of fire-resistive construction, doors, windows, and other openings in exterior walls protected by Class "E" or "F" fire doors or windows.

'2' Heavy Timber Construction:  structural frame of fire-protected structural steel or iron, of concrete, masonry or heavy timbers, or using bearing walls; exterior walls of fire-resistive construction; inner court walls of incombustible materials or protected solid wood; roof construction of wood or of incombustible materials; floors and non-bearing partitions of wood or incombustible materials; no concealed or inaccessible spaces in combustible framing.

'3' Ordinary Masonry Construction:  interior load-bearing masonry construction, or concrete walls, or structural frame of steel, reinforced concrete or wood; exterior walls of fire-resistive materials; partitions, floors and roof framing of woods.

'4' Light Incombustible Frame Construction:  structural framework of steel, iron, masonry, or concrete; exterior walls of reinforced concrete or wood; exterior walls of fire-resistive materials; partitions, floors and roof framing of woods.

'5' Wood Frame Construction:  enclosed walls, interior walls, partitions, floors, and roofs of wood, or of wood in combination with other materials.

When two or more types of construction occur in the same building and are not separated by an unpierced wall of four-hour fire-resistive construction, the entire building will be classed in the least fire-resistive class of the type to which it most nearly conforms.

Any building which, by its construction, cannot be classified definitely as Type 1, 2, 3, 4, or 5 will be reported as being in the least fire-resistive class of the type to which it most nearly conforms.

Equipment and Facilities System (EFA)

Name:           YEAR CONSTRUCTED

Type:           NUMERIC

Length:         4

Format:         YYYY

General Description:

The year in which the construction of the building was completed (also known as “substantial completion”); or the year of recordation of the "Notice of Completion of the Contract," when known; if exact year is not known, then an estimate is acceptable.

Code Interpretation:

N/A

Equipment and Facilities System (EFA)

Name:           YEAR OF LATEST IMPROVEMENT

Type:           NUMERIC

Length:         4

Format:         YYYY

General Description:

The year in which the most recent major capital improvement (costing over $250,000) to an existing building or structure was completed.

Code Interpretation:

N/A

Comments:

The data element "Year of Latest Improvement" is used only to update those buildings which are already on the facilities inventory file and for which a major capital improvement project costing over $250,000 would significantly extend the useful life of the structure (e.g., new wing or floor added to an existing building; or renewal or replacement

of the building's infrastructure).  Do not include renovations to existing rooms undertaken solely for programmatic reasons, which do not extend the life of the structure or infrastructure.

For new buildings that are being added to the facilities inventory file for the first time, use the data element "Year Constructed."