UCAR
PROPERTY MANUAL
Property Homepage
Manual TOC
3--Guidance
4--Contacts
5--DPA Responsibilities
6--Meeting Notes
7--Responsible Person
Duties
8--Sensitive Property 9--Capitalization Guidelines
Section 3-8: Equipment
Loans
Overview
Equipment (assets and non-assets) for which UCAR is accountable shall be loaned between divisions, to an employee at a non-UCAR site, or to a non-UCAR entity only with appropriate authorization. DPAs will work with division staff and the UCAR Property Office to ensure that all equipment loans are documented with appropriate authorization.
When UCAR or UCAR-accountable equipment is loaned to a non-UCAR entity, such entities must be either a U.S. Government agency or a non-profit educational and/or research institution. UCAR does not loan equipment to for-profit entities unless directed to do so by the sponsor that funded the equipment purchase. In such cases, documentation of that direction (e-mail or other) from the sponsor must be provided to the Property Office along with the UCAR Equipment Loan Agreement.
Equipment acquired under agreements subject to the Federal Acquisition Regulations (FAR) may require authorization from the Government Contracting Officer before it is loaned away from the project for which it was acquired. FAR 45.401 states that "Prior approval of the contracting officer having cognizance of Government production and research property is required for any use, whether Government or non-Government, to ensure that the Government receives adequate consideration."
Types of Loans
- Internal UCAR Loans.
Divisions will notify the UCAR Property Office of equipment loans between UCAR divisions before they occur. Many UCAR funding agreements require that the sponsor's Contracting Officer approve use of equipment on a project other than that for which it was acquired. Notifying to the Property Office will allow for review of the funding agreement to determine whether such approval is necessary.
Appropriate utilization
within the division is the duty of the Responsible
Person to whom the equipment has been assigned by the division.
- Employee Loans.
Divisions loan equipment to an employee (for the benefit of UCAR and convenience of the employee) to be used by the employee at non-UCAR sites, usually the employee's home. All such loans must be documented using the Equipment
Loan Form for Employeeson the Property Web site. Equipment assigned to an employee for use at UCAR corporate or field sites does not require a loan form.
Loan forms are completed by the DPA and submitted to the Property Office for tracking. DPAs retain copies for division records. As equipment is returned and other equipment is loaned, the appropriate lines should be dated and initialed in the body of the form and a copy sent to the Property Office. When all equipment on the form has been returned to the division, the DPA signs off on the return portion (bottom) of the form and sends the completed form to the Property Office.
The Property Office reviews employee loans before signing off on Corporate Property Recovery forms when an employee leaves UCAR. Therefore, incomplete information submitted to the Property Office can delay an employee's final paycheck.
- Loans to non-UCAR
Entities.
For specific projects or collaborative efforts, divisions may want to loan UCAR-accountable equipment to non-UCAR entities, such as Universities or U.S. Government Agencies. Some UCAR funding agreements require that the sponsor's Contracting Officer approve use of equipment on a project other than that for which it was acquired. Notification to the Property Office will allow for review of the funding agreement to determine whether such approval is necessary. If the loan pertains to government funded or furnished equipment, authorization must be obtained from the cognizant Contracting/Grants Officer prior to loaning the equipment unless it is to be GFE under a subaward with the appropriate flowdown provisions and controls.
These loans must be documented on the UCAR Equipment Loan Agreement form and appropriate authorization, including that of the UCAR Property Administrator, must be obtained before the loan is executed.
Appropriate utilization is the duty of the Responsible Person to whom the equipment has been assigned by the division.
Information regarding property loans is entered in the FADB, FASITE screen. This information includes a scheduled return date that is tracked by the Property Office to ensure that all loans to non-UCAR entities are returned or extended, as appropriate.
- Loans to UCAR. For some projects, another organization may want to loan equipment to UCAR. UCAR requires that there is appropriate documentation from the lender. There must be a completed loan agreement in place prior to the loan. The DPA for the division must notify the Property Office and then contact Sponsored Agreements to coordinate the loan agreement. Once the loan agreement is in place, the Property Office will issue a LOAN tag to be affixed to the equipment while it is in UCAR custody. A record will be created in the Fixed Asset Database. The DPA must track any equipment on loan to UCAR as well as monitor locations and return dates.
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