A Compliance and Procurement Framework for Pennsylvania

See how Asset Panda helps PA agencies meet GASB 34, DEP asset management, and PDE grant compliance while simplifying NASPO procurement through DGS and COSTARS.

Executive Summary: Asset Panda for Pennsylvania

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 the Commonwealth of Pennsylvania.

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

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

Section 1: Pennsylvania Procurement Matrix

How to purchase Asset Panda in compliance with the Commonwealth Procurement Code (62 Pa. C.S.).

Component	Detail
State Contract Vehicle	NASPO ValuePoint Cooperative Purchasing Organization
Cooperative Program	COSTARS (The Commonwealth's cooperative purchasing program)
Procurement Authority	Department of General Services (DGS) Bureau of Procurement
Small Bid Threshold	$10,000 (Purchases up to this amount can often be made on a no-bid basis by agency delegation).
Procurement Advantage	Using the NASPO ValuePoint contract, often accessible through COSTARS, satisfies competitive bid requirements under Pennsylvania law, streamlining the acquisition of IT software and cloud services for state and local agencies.

Section 2: Compliance & Standards Matrix

How Asset Panda satisfies specific Pennsylvania regulatory mandates.

Regulatory Body / Standard	Requirement	Asset Panda Solution
GASB 34 / Comptroller (Financial Reporting)	Track and depreciate Fixed Assets ($5,000 threshold) and ensure compliance with MD 310.14 accounting rules.	Automates straight-line depreciation for assets meeting the $5,000 capitalization threshold.
Comptroller's Office (Property Control)	Track Aggregate Purchases and maintain inventory for sensitive, high-value groups of assets.	Tracks Aggregate Purchases (e.g., computer lab equipment over $15k total) as a single asset group for financial reporting.
PA DEP (Environmental Protection)	Implement robust Asset Management Plan for public water system sustainability and PENNVEST financing.	Provides inventory, condition assessment, and maintenance logs necessary to meet DEP requirements for securing infrastructure loans.
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.
PA Department of State	Secure Chain of Custody log for all voting equipment seals and printed paper records (25 P.S. § 3031.10).	Logs every movement of precinct scanners and ExpressVote devices with timestamps and digital seals, ensuring integrity for post-election audits.
PDE (Education Grants)	2 C.F.R. Part 200 compliance, requiring detailed property records for federal grants.	Provides auditable inventory records for equipment bought with federal E-Rate, ESSER, and Title I funds.

Section 3: Detailed Compliance Frameworks

1. Financial & Government Compliance (GASB 34)

The Requirement: The PA Comptroller's Office mandates that agencies report fixed assets under Management Directive 310.14. The general capitalization threshold for equipment is $5,000. The state also requires capitalization of Aggregate Purchases (multiple items costing over $15,000 collectively, such as a computer lab).

The Asset Panda Solution:

• Capital Assets: Asset Panda is the system used to track individual assets over the $5,000 capitalization threshold. It manages depreciation and tracks asset status, fulfilling GASB 34 reporting requirements.

• Aggregate Purchases: Asset Panda is essential for tracking Aggregate Purchases, allowing agencies to group items purchased for a single project (e.g., a server rack and related components) and track them as one capitalized asset for DGS and Comptroller reporting.

Micro-Scenario: A state agency purchases 25 identical printers for $700 each (total $17,500). Asset Panda groups these items into a single Aggregate Asset, calculates the necessary depreciation, and maintains individual serial numbers for inventory control, satisfying both the $15,000 Aggregate threshold and the internal control mandate.

2. Public Works, Utilities & Infrastructure

Agency Definitions:

• PA DEP: Pennsylvania Department of Environmental Protection.

The Requirement: The PA DEP encourages public water systems to develop formal Asset Management Plans and offers funding (often through the PENNVEST program) which prioritizes systems that perform asset inventory and condition assessments.

The Asset Panda Solution: Asset Panda helps utilities document and track critical infrastructure assets (pumps, treatment facilities, distribution networks). This digital record is crucial for DEP compliance, providing the verifiable data needed to secure low-interest PENNVEST loans for capital projects.

3. Public Safety & Emergency Management

The Requirement: Law enforcement agencies must maintain strict accountability for weapons, vehicles, and equipment. Fire departments must meet NFPA 1851 standards.

The Asset Panda Solution:

• Law Enforcement: Asset Panda provides an immutable digital log for firearms and tactical gear, tracking assignments, service history, and inspection dates, supporting operational efficiency and compliance.

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

4. Election Integrity (Department of State)

The Requirement: The PA Department of State, Bureau of Elections, mandates stringent Chain of Custody procedures. 25 P.S. § 3031.10 requires that all components of the electronic voting system be locked and sealed after preparation, and that a documentary record of the seal numbers be maintained.

The Asset Panda Solution: Asset Panda is used by county Boards of Elections to implement digital chain of custody procedures. It logs the serial number of the voting system, the unique ID of the official tamper seal, and the custodian's signature, guaranteeing the asset's integrity for recounts and election contests.

5. Education (PDE & University Systems)

Agency Definition:

• PDE: Pennsylvania Department of Education.

The Requirement: School districts must comply with PDE rules and federal grant compliance. This requires maintaining property records and conducting a physical inventory every two years for equipment purchased with federal funds (unit cost >$5,000).

The Asset Panda Solution: Asset Panda is a powerful tool for E-Rate and federal grant compliance. It tracks the detailed inventory required for assets (unit cost >$5,000), manages the assignment of 1:1 student devices, and generates the specific reports required by the PDE for fiscal monitoring.

6. Healthcare Compliance

The Requirement: Pennsylvania 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 Pennsylvania state agencies? A: Yes. Asset Panda is available on the NASPO ValuePoint cooperative contract, often accessed through the COSTARS program, simplifying the procurement process. It is also SOC 2 Type 2 certified and HIPAA compliant.

Q: Does Asset Panda satisfy Pennsylvania's bid laws? A: Yes. Purchasing through the NASPO ValuePoint contract satisfies competitive bid requirements under the Commonwealth Procurement Code, 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 Fixed Assets (>$5k threshold), generating the data needed for GASB 34 compliance and Comptroller reporting.

Q: Does Asset Panda track small items that are purchased in bulk? A: Yes. Asset Panda handles Aggregate Purchases (multiple items over $15,000 total) as a single capitalized asset, ensuring compliance with the unique DGS and Comptroller reporting rules.

Glossary of Pennsylvania Compliance Terms

• DGS: Department of General Services (Central procurement and administrative authority).

• PA DEP: Pennsylvania Department of Environmental Protection (Regulates utility viability).

• PDE: Pennsylvania Department of Education.

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

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

• COSTARS: The Commonwealth's cooperative purchasing program for local public entities.

• Aggregate Purchase: A collection of assets that, while individually below the threshold, must be capitalized if the total cost exceeds $15,000 (e.g., furniture for a new lab).

• MD 310.14: Management Directive governing fixed asset accounting and control.

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