UCAR PROPERTY MANUAL

Property Homepage Manual TOC 3--Guidance 4--Contacts 5--DPA Responsibilities
6--Meeting Notes 7--Responsible Person Duties 8--Sensitive Property

Section 7: Responsible Person Duties and Responsibilities

For each Fixed Asset accountable to UCAR, the responsible division will assign a Responsible Person. This individual's name and employee ID are recorded in the FADB record for that asset. The Responsible Person must fulfill the following duties in relationship to their Fixed Assets so that UCAR remains compliant with OMB Circular A-110 and other Government guidelines and agreement provisions, including the FAR:

Location

Know the location of the asset at all times and report changes in location to the DPA. UCAR is required to maintain accurate location information for each asset in the UCAR Property database.

If an item has been temporarily moved and will be returned to the location in the database in 10 business days or less, it is not necessary to change the location fields in the database. However, the Responsible Person must know where the item is during this time. The DPA will update location information in the FADB as required based on communications from the Responsible Person.

Utilization

Ensure that the equipment is used appropriately, according to provisions of the agreement through which the asset(s) was financed. For most UCAR agreements, this means use on the project that financed the purchase. Many UCAR funding agreements require that use of equipment on a project other than that for which it was acquired must be approved by the sponsor's Contracting Officer. The Responsible Person must notify the DPA, and the DPA the Property Office, if s/he intends to use equipment on a different project. This notification will allow for review of the funding agreement to determine if approval is required.

(See Section 3-3, Property Acquisition and Property Utilization for use priorities.)

If equipment is not in use, determine the cause. If between projects, no action is required. However, if the equipment is obsolete, broken, to be dismantled and used for parts, or for any other reason will not be used again, notify the DPA immediately. The DPA will work with the Property Office to identify appropriate disposal action and have the item removed from the list of active property for the division.

Storage and Maintenance

Property must be stored so that it is reasonably protected from loss or damage. It must also receive the care necessary to maintain it in the condition received or better (normal wear excepted). The Responsible Person will make sure their property is both stored and maintained appropriately.

Disposition

When the Responsible Person becomes aware that equipment will not or cannot be used any longer, s/he will notify the DPA immediately. The DPA will work with the Property Office to identify the appropriate disposal process, which, depending on the terms of the agreement, may include authorization from the sponsor's Contracting Officer. After authorization has been received or notification issued, whichever is appropriate, the item will be removed from UCAR's list of active property for the division.

Responsible Person Updates

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.

Apart from the biannual updates, the Responsible Person can obtain a list of equipment assigned to them at any time from their DPA.

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