UCAR PROPERTY MANUAL
Section 3-3: Managing UCAR-Accountable PropertyUCAR manages Property in accordance with OMB Circular A-110 - Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations. However, when the sponsoring agreement imposes other terms and conditions, such as the FAR, UCAR will comply with the applicable terms and conditions. Access to the premises in which any Government property is located, for the purpose of inspection, will be made available at reasonable times. The division is responsible for reviewing the agreement terms and budget to verify that purchases are appropriate before property is ordered. If the funding agreement requires special purchasing approval, the division will ensure such approval is in order before the Requisition is issued. In agreements subject to NASA FARSUP 1852.245-70(b)(2), submission of form DD1419 is required prior to equipment purchases. The program manager and division administrator will ensure that property acquisitions are properly authorized and used in the project or program (hereinafter referred to as project) for which acquired. Federal property can not be used to provide services on non-Federal awards. Receipt of Government Furnished Equipment (GFE, also known as GFP) In agreements subject to FAR 52.245-1(f)(ii), when UCAR receives GFE, the property is identified as such in the FADB. UCAR must provide a list detailing the GFE to the applicable federal government Property Administrator including information such as condition, damages if any, etc., identifying any discrepancies between UCAR’s receipt and the government records. UCAR may enter into a contract with a sponsor to procure or construct a Fixed Asset strictly for the sponsor's use (not for research conducted by the division). This is referred to as a Deliverable (produced exclusively for delivery to the sponsor). Some UCAR funding agreements, such as those subject to the FAR, require that use of equipment on a project other than that for which it was acquired must be authorized by the sponsor's Contracting Officer. Therefore, changes in utilization must be communicated by the division to the Property Office. The Property Office will coordinate with Sponsored Agreements to review the funding agreement and, when appropriate, issue a request for authorization to use the equipment on the project indicated by the division.
During the time property is used on the project for which it was acquired, the division shall make it available for use on other projects if such other use will not interfere with the work on the project for which the property was originally acquired.
The division must review the agreement when acquiring replacement equipment. If allowable, the division may use the property to be replaced as trade-in or sell it and use the proceeds to offset the costs of the replacement or like services subject to the approval of the Federal awarding agency. (See the UCAR Contracts Office Web site for procurement procedures.)
UCAR Contract Procedure I.13, Applicable Government Regulations, requires that Contract Administrators review the Government's flow down requirements before making any award and incorporate required provisions in awards. With respect to government titled equipment, FAR and OMB Circular requirements would apply to any equipment on loan to a sub-contractor via flowdown terms and conditions. The following are requirements of awards subject to FAR 52.245-1(f)(v): Subcontractor awards must include any assets to be provided and flow down appropriate award terms and conditions (e.g., liabilities for loss, damage, destruction or theft of property). UCAR shall assure its subcontracts are properly administered and reviews are periodically performed to determine the adequacy of the subcontractor’s property management system.
Determination of title vestment is addressed in the award document. Upon receiving a copy of the Purchase Requisition from the UCAR Contracts Office, the UCAR Property Office will identify title vestment and ensure that it is appropriately identified in the Fixed Asset Database (FADB) record.
The Contracts Office sends copies of all property Purchase Requisitions to the Property Office. The Property Office generates a Purchase Order report twice weekly to verify receipt of all such Requisition copies. The Property Office assigns property numbers and tracks receipt with assistance from the Division Property Administrator (DPA). Once received, the property tag is sent to the DPA and affixed to the property in a location that is easily visible and scannable. Receipt authorizes UCAR Accounts Payable to issue payment against the vendor invoice. Issuance of payment records the expense in the UCAR General Ledger (GL). Property payments in the UCAR GL are downloaded to the FADB monthly creating the database record for each asset. Per the OMB Circular A-110 and/or the FAR 52.245-1(f)(iii)(A)(1)-(10), as applicable, the FADB record for each asset shall contain the following information:
The UCAR Property Office tracks all property for which UCAR is accountable using bar-coded property tags (PPEtags) and corresponding records in the FADB. All tags have "University Corporation for Atmospheric Research" printed above the barcode and PPE#. Government Furnished Equipment In the case of Government Property (Government Furnished or Contractor Acquired) subject to conditions of the Federal Acquisition Regulations( FAR), when said property becomes excess to the needs of the specific award through which it was funded or to which it was assigned, it must be reported in writing to the Federal Contracting Officer who will issue disposition instructions. In reporting the equipment, UCAR will include a recommendation for final disposition; however, the Contracting Officer or her/his designee has final authority regarding disposition. Storage and Movement When property is temporarily not in use but is required for authorized future use, it must be adequately stored to protect it from theft or damage. The division is responsible for ensuring that property is appropriately stored.
The division is responsible for providing the care necessary to maintain the property in the condition received or better (normal wear excepted). Property maintenance, performed by the division, shall be preventive in nature, providing lubrication, cleaning, calibration, and inspection on a regular schedule as appropriate. The division keeps maintenance records.
All cases of loss, damage, or destruction (LDD) involving property for which UCAR is accountable shall be thoroughly documented and immediately reported to the UCAR Property Office. The documentation will include:
Based on the above documentation, the UCAR Property Office will report LDD of government property to the government property administrator. Release from accountability is subject to a written release from the government property administrator. (See Section 3-4 for additional detail.)
Each DPA must complete a 100% inventory of property (FAs) assigned to their division at least once every 2 years. The inventory will be performed with guidance and assistance from the UCAR Property Office. The division shall, in connection with the inventory, verify the existence, current utilization, and continued need for the property. For agreements subject to FAR 52.245-1(f)(viii)(A)-(B), regarding utilizing Government property.
For agreements subject to FAR 52.245-1(f)(iv), upon completion of the periodic inventory, UCAR will notify the cognizant government property administrator by e-mail. Twice each year, a Responsible Person Update is performed by all Responsible Persons. An Update form is generated from the FADB by the Property Office and distributed to each Responsible Person who reviews, updates, and returns it to their DPA by the end of the month in which it is received.
Upon completion of an agreement, the DPA(s) applicable division(s) will conduct a physical inventory of all property assigned to the related agreement. The UCAR Property Office will initiate this task by providing a list of the property. In this inventory the DPA will verify database information for the property items acquired, confirming the condition and location of all items, and assist in determining the appropriate disposition actions. Per the FAR 52.245-1(f)(x) UCAR is responsible for reporting the results of the final physical inventory to the Property Administrator. The Program Manager must identify property from the expiring agreement to be retained for use either on another current project or authorized future projects and submit a brief written justification for this retention to the UCAR Property Office. The Property Office will work with the agreement contracts officer or property administrator to obtain authorization to retain the property and notify the DPA when such authorization is received.
Property excess to the needs of a division must be reported promptly to the DPA. The DPA will contact other UCAR DPAs to determine whether another division can use the property. (This process must consider appropriate utilization based on ownership and conditions of the sponsored agreement.) If not usable by another division, the DPA will work with the Property Office to determine suitable final disposition. The Property Office will obtain appropriate written approval and, once that approval is received, notify the division to execute appropriate disposition. It is against UCAR policy to loan or donate property to employee's for personal use.
UCAR procures and maintains insurance consistent with prudent practices to protect its personnel and corporate assets. This coverage satisfies the requirements of the NSF-UCAR cooperative agreement, other contracts, and requirements of the corporation. For additional information regarding insurance, contact David Sundvall, Insurance Manager. Reporting UCAR is required to send reports on a periodic basis. Typically the submission of final property reports is due within 60-90 days of the award expiration depending on the terms of the agreement. Each agreement must be reviewed for the specific due dates to ensure timely reporting. In agreements subject to the NASA Grants Handbook Section 1260.27(b), final reports are due within 60 days of the award expiration. (See Reporting Matrix for more information.)
Per the FAR 52.245-1(f)(3) requirements, UCAR will assess its property management system effectiveness by performing periodic internal reviews and audits. Significant findings and/or results of such reviews and audits pertaining to Government property will be made available to the Property Administrator.
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Property Homepage
Manual TOC
3--Guidance
4--Contacts
5--DPA Responsibilities
6--Meeting
Notes
7--Responsible Person Duties
8--Sensitive
Property 9--Capitalization Guidelines
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