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(DPA guidance
documents. Non-DPAs contact your DPA).
DPA Responsibilities
Division/Department Property Administrator
(DPA) guidelines relate to division responsibilities for effective
property control. In this context, "division" is used to denote
any division, facility, department, group, etc. Divisions may delegate
property duties among staff as best suits their purposes, recognizing
that guidelines must be met.
Each DPA will work with the Property
Office to ensure UCAR compliance with the property terms of OMB
Circular A-110, Subpart C, Property Standards, or other contract
terms as applicable; particularly section .34. DPAs should click
on the OMB
Circular A-110 link and familiarize themselves with these terms.
(OMB
A-110 is incorporated in the UCAR Property Procedures by reference.
Provisions incorporated by reference have the same force and effect
as if they were given in full text.)
Divisions will designate one Division/Department
Property Administrator as the primary contact with the UCAR Property
Office. DPA responsibilities include, but are not limited to, the
following:
- Know the definition of a fixed asset
(basic, assembled, and constructed) to ensure proper management
of the division assets from the planning or acquisition stage
through final disposition.
- Attend scheduled DPA meetings as
appropriate to division property needs and provide guidance and/or
training within the division as appropriate. (The UCAR Property
Office is available to assist with this process.)
- Provide guidance and/or training
within the division as appropriate. (The UCAR Property Office
is available to assist with this process.)
- Tag Fixed Asset (FA) acquisitions
(including those received from Government excess) in coordination
with the Property Office.
- Identify a Responsible Person for
each asset assigned to the division. This should be someone in
close contact with the property who will know its location, can
ensure proper utilization, storage, and maintenance, and provide
advance notice when disposal is anticipated. (The FADB is programmed
to populate the FASITE screen and the Responsible Person field
with the DPA name. The DPA is responsible for identifying the
correct Responsible Person and updating that field.)
- Communicate needs for on-site training
and consultation regarding property issues to the Property Office.
- Document and track property loans
to employee homes or other institutions.
- Notify the Property Office when
equipment borrowed from other institutions is received, returned,
transferred or reloaned. This facilitates maintaining temporary
accountability records.
- Know the disposal processes and
notify the Property Office in advance when the division intends
to dispose of an asset (whole or in part). (Disposal often requires
prior approval from the funding entity.) The DPA is responsible
for ensuring disposals are properly documented by the division.
- Tag and track the division's Sensitive
Property according to the Sensitive
Property Procedures on the Property Website.
- Perform periodic 100% physical inventories
of division assets in accordance with OMB
Circular A-110 and as directed by the Property Office.
- Track responses to the biannual
Responsible Person Updates to ensure all Responsible Persons in
that division respond within the month designated.
- Provide supporting information/documentation
to the Property Office as requested in the UCAR annual audit.
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