Add/Edit Land Records in DirectLine

Purpose: This module is used to add new land purchases and record disposal of land when it is sold. Acquisition costs are recorded along with maintenance needs for the property.

Land records are not reported to the state through the annual FIS report but it is used for tracking your assets on financial statements and the Academic Year report compiled by SBCTC.

Audience: Business office or facilities staff that manage DirectLine data.

Navigation path: Module > FAE Inventory > State Land Entry

  1. Log into your Megamation DirectLine URL. DirectLine Login Page
  2. Select FAE Inventory from main menu
  1. Select State Land Entry from FAE Inventory menu
  1. Select your College from drop-down list if not already entered
  2. Enter the county Parcel #

Master Record tab instructions

  1. Complete the remaining fields on the Master Record tab as needed.  See the list of fields and their descriptions in the table below.
Field Name Required/Optional Description
Description
Required
Use something easily recognized by college staff and other users
Commodity Group Required 0100 for Land
Be familiar enough with this parcel to determine if any of the property falls under A300 (Shorelands) or A400 (Tidelands)
Ownership Status Required 1 - Owned by the institution
2 - Leased/Purchased by the institution
3 - Leased or owned by the federal government
4 - Leased/rented by the college
5 - Other (Donated)
6 - Not owned, but available to the college at little or no cost
Total Cost
Read-only.  Will be displayed from Investment tab
Total Acres Required
On/Off campus Required 1 - On campus continuous
2 - On campus non-continuous
3 - Off campus
Legislative Required Use drop-down list to find your district
State Site ID Required Assigned by OFM
County Code Required Use drop-down list to find your county
Utilization Code Required 1 - Used on full-time basis
2 - Used on part-time basis
3 - Excess to location but needed by agency
4 - Excess, to be surplussed
5 - Surplussed
Acquisition Date Required Date of close of escrow
Total Shorelands Optional Identify shoreland or tideland footage (Commodity group A300 - A400)

Investment tab instructions

  1. Continue entering investment data.  See list of fields and their descriptions in the table below.
Field Name Required/Optional Description
Value Method Required 1 - Purchased
2 - Lease Purchase
3 - Donated asset
4 - Self-construction
AFRS_FUND Required Enter the state fund used for this purchase. Add additional lines as needed if more than one fund is involved
PS_FUND/AI Optional Appropriation index associated with the funding source
PRG/CLASS Optional Legacy Program or ctcLink Class assigned to this purchase
ORG/DEPT Optional Legacy ORG code or ctcLink Department assigned to this purchase
Cost Required Total investment costs
Acquisition Date Required Date of close of escrow or additional investment

Disposal/Maintenance tab instructions

  1. Maintenance records can help facilities personnel plan their resources for this piece of property.  All fields are optional.
  1. Enter the disposal information on this screen when the parcel is sold. These fields will remove the asset from your financial statements as of the disposal date.

Save your work (1) and exit the screen (2)

Process complete

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