A Compliance and Procurement Framework for Idaho

See how Asset Panda helps ID agencies meet GASB 34, DEQ asset management, and SDE grant compliance while simplifying NASPO procurement for the State Controller's Office.

Executive Summary: Asset Panda for Idaho

Asset Panda is a secure, cloud-based platform that serves as the immutable digital record necessary for GASB 34 financial compliance and high-stakes operational mandates across Idaho.

The platform is explicitly designed to track Capital Assets (>$5k threshold), Inventoriable Personal Property, and Grant-Funded Equipment (2 C.F.R. Part 200).

Key Authorization	Detail
Security Certification	SOC 2 Type 2, HIPAA Compliant (Cloud solution meets Idaho's data security standards)
Procurement Vehicle	NASPO ValuePoint Cooperative Purchasing Organization
Contract ID	MA 999 190000000277 (Cloud Solutions Contract adopted by Idaho)

Section 1: Idaho Procurement Matrix

How to purchase Asset Panda in compliance with the Idaho Division of Purchasing (DOP) requirements.

Component	Detail
State Contract Vehicle	NASPO ValuePoint Cooperative Purchasing Organization
Procurement Authority	Division of Purchasing (DOP) / Office of the State Controller (SCO)
Local Bid Threshold	$75,000 (Threshold for competitive bidding for local governments).
Procurement Advantage	Using the NASPO ValuePoint contract satisfies competitive bid requirements under Idaho Code (Title 67, Chapter 28), allowing state and local agencies to bypass the need for lengthy solicitations for IT software and cloud services.

Section 2: Compliance & Standards Matrix

How Asset Panda satisfies specific Idaho regulatory mandates.

Regulatory Body / Standard	Requirement	Asset Panda Solution
GASB 34 / SCO (Financial Reporting)	Track and depreciate all Capital Assets ($5,000 threshold) for the Annual Comprehensive Financial Report (ACFR).	Automates straight-line depreciation and maintenance logs for assets meeting the $5,000 capitalization threshold set by the State Controller's Office (SCO).
SCO (Property Control)	Inventory "Inventoriable Personal Property" ($2,000 threshold) and sensitive items for accountability.	Tracks personal property (e.g., IT equipment, supplies) down to the $2,000 inventory threshold, including vulnerable items that pose a risk of loss.
DEQ (Environmental Quality)	Implement robust Asset Management for water system sustainability and financing.	Provides inventory, condition assessment, and maintenance logs necessary to meet DEQ requirements and qualify for State Revolving Fund (SRF) priority points.
NFPA 1851 (Fire)	Track inspection and maintenance history for Personal Protective Equipment (PPE).	Logs all cleanings, repairs, and inspections for turnout gear, ensuring continuous NFPA 1851 compliance.
ID Secretary of State	Maintain accurate inventory, usage history, and disposal records for all voting equipment.	Logs every movement and action on voting machines with timestamps and audit trails to meet the Secretary of State's security directives.
SDE (Education Grants)	2 C.F.R. Part 200 compliance, requiring inventory for items purchased with federal funds.	Provides auditable inventory records for equipment bought with federal IDEA, ESEA, and ESSER funds.

Section 3: Detailed Compliance Frameworks

1. Financial & Government Compliance (GASB 34)

The Requirement: The Idaho State Controller's Office (SCO) manages the Fixed Asset System (FAS) and requires state agencies to track assets for the Annual Comprehensive Financial Report (ACFR). Idaho uses a capitalization threshold of $5,000 for reporting. Additionally, Inventoriable Personal Property (items $2,000 or more) must be tracked for internal control.

The Asset Panda Solution:

• Capital Assets (>$5k): Asset Panda manages the full lifecycle tracking, calculating depreciation, and generating the necessary transaction records for assets that meet the SCO's capitalization threshold.

• Inventoriable Personal Property (>$2k): Asset Panda is the tool for capturing all assets down to the $2,000 threshold, ensuring agencies meet their mandate for inventory control and accountability for vulnerable items.

Micro-Scenario: A county IT director needs to dispose of old tabulators and replace them with new voting equipment. Asset Panda’s disposal module ensures the assets are sanitized (data wiped) and the disposition record is retained for the legally required three years after the disposal date, complying with both SCO and Secretary of State directives.

2. Public Works, Utilities & Infrastructure

Agency Definitions:

• DEQ: Idaho Department of Environmental Quality.

The Requirement: The DEQ promotes and incentivizes Asset Management Plans for public water systems. Having a robust asset management plan is crucial for securing priority points for Drinking Water State Revolving Fund (DWSRF) loans and grants.

The Asset Panda Solution: Asset Panda directly supports the DEQ framework by helping utilities perform asset inventory, condition assessment, and preventative maintenance scheduling. This allows the utility to make sound investment decisions and meet the sustainability requirements necessary to qualify for state funding assistance.

3. Public Safety & Emergency Management

The Requirement: The Idaho State Police (ISP) requires an annual inventory of all issued equipment, and firearms must be processed with strict security and accountability, often involving NCIC checks.

The Asset Panda Solution:

• Law Enforcement (ISP): Asset Panda provides the digital system to manage the annual inventory of patrol equipment, vehicles, and firearms (including serial numbers and inspection logs), aligning with ISP Procedure 07.19.

• NFPA 1851 (Fire): Asset Panda tracks the lifecycle of PPE (turnout gear), logging every cleaning, inspection, and repair to meet NFPA 1851 standards.

4. Election Integrity (Secretary of State)

The Requirement: The Idaho Secretary of State issues Directives that mandate a complete, accurate inventory, maintenance history, and detailed disposal records for all election equipment, including scanners and tabulators.

The Asset Panda Solution: Asset Panda is used by county clerks to implement digital chain of custody procedures and maintain the Usage History and Maintenance History logs required by the Secretary of State's Directive 2023-2. This provides the necessary audit trail to prove the equipment's integrity.

5. Education (SDE & Higher Ed)

Agency Definition:

• SDE: Idaho State Department of Education.

The Requirement: School districts must comply with SDE rules and federal grant compliance (2 C.F.R. Part 200), which requires property records and a detailed inventory for items bought with IDEA and ESEA funds.

The Asset Panda Solution: Asset Panda facilitates 1:1 device management and is essential for the Consolidated Federal & State Grant Application (CFSGA) process. It tracks the detailed inventory required for assets (unit cost >$2,000) bought with federal funds, ensuring the district meets its fiscal monitoring and audit requirements.

6. Healthcare Compliance

The Requirement: Idaho healthcare providers must ensure that physical assets are managed to protect sensitive data and patient safety.

The Asset Panda Solution: Asset Panda meets the HIPAA Security Rule's physical safeguard requirements by providing a complete audit trail for the location, assignment, and status of all hardware (like laptops and workstations) and media that handle ePHI.

Section 4: Frequently Asked Questions (FAQ)

Q: Is Asset Panda authorized for use by Idaho state agencies? A: Yes. Asset Panda is available through the NASPO ValuePoint cooperative contract, simplifying the procurement process through the DOP. It is also SOC 2 Type 2 certified and HIPAA compliant.

Q: Does Asset Panda satisfy Idaho's $75,000 bid threshold for local governments? A: Yes. By purchasing through the NASPO ValuePoint contract, Idaho agencies satisfy the competitive bid requirements of Idaho Code (Title 67, Chapter 28), streamlining the acquisition of IT software and cloud services.

Q: Can Asset Panda track assets for GASB 34 reporting? A: Yes. Asset Panda is specifically designed to track the acquisition cost, useful life, and depreciation of Capital Assets, generating the data needed for GASB 34 compliance and ACFR reporting to the SCO.

Q: Does Asset Panda track sensitive items below the $5,000 threshold? A: Yes. Asset Panda is ideal for tracking Inventoriable Personal Property (e.g., IT equipment and sensitive items) down to the $2,000 threshold, ensuring accountability as required by SCO fiscal policy.

Glossary of Idaho Compliance Terms

• Inventoriable Personal Property: Tangible property with a unit cost of at least $2,000 (or sensitive/vulnerable items) that must be tagged and tracked, per SCO policy.

• DEQ: Department of Environmental Quality (Manages water system sustainability).

• DOP: Division of Purchasing (Idaho's central procurement authority).

• GASB 34: Governmental Accounting Standards Board Statement No. 34 (Financial reporting standard).

• ISP: Idaho State Police (Requires strict inventory management of issued equipment).

• NASPO ValuePoint: Cooperative purchasing contract utilized by the state for cloud software.

• SCO: State Controller's Office (Governs financial policy and Fixed Asset System).

• SDE: State Department of Education (Administers federal grant compliance for schools).

To see how Asset Panda can be configured to meet your specific compliance and procurement needs, schedule a demo with our team.