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
- Log into your Megamation DirectLine URL. DirectLine Login Page
- Select FAE Inventory from main menu
- Select State Land Entry from FAE Inventory menu
- Select your College from drop-down list if not already entered
- Enter the county Parcel #
Master Record tab instructions
- 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
- 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
- Maintenance records can help facilities personnel plan their resources for this piece of property. All fields are optional.
- 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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