Property Custodian Training

Property Custodian Training
GEN150 1/15/2018 Property Custodian Refresher GEN 150

Property Custodian Refresher GEN 150
Training Objectives Become familiar with property management requirements under our DOE Contract Recognize different types of property and how they are handled through their life cycle Understand a Property Custodian’s roles and responsibilities Know the requirements for property loans and passes Know how to deal with material/property not currently needed Understand what is required for this year’s Property Validation 1/15/2018 Property Custodian Refresher GEN 150

Contract Requirements
Our contract requires a full lifecycle management program All accountable property is reported to DOE annually: High Risk: any items Export Controlled for Nonproliferation, Dual Use, Anti-terrorist Sensitive: easy to pilfer and turn into cash Accountable: materials or equipment costing more than $10,000 Other Accountable: Equipment costing more than $5000; hand tools and certain designated equipment costing more than $300 Example: 20v Dewalt Hammer Drill, Keithley benchtop power supply The DOE contract with JSA LLC. requires a full lifecycle management program to control Government property purchases. All accountable property must be reported annually to the DOE for the following thresholds: High Risk: any items Export Controlled for Nonproliferation, Dual Use, Anti-terrorist Sensitive items: easily Pilferable and easily turned to cash Accountable: cost greater than $10,000 materials or equipment Other Accountable: cost greater than $5000 for equipment, or hand tools and designated equipment cost greater than $300 For example: 20v Dewalt Hammer Drill, or a Keithley benchtop power supply 1/15/2018 Property Custodian Refresher GEN 150

Additional Requirements
Use Laboratory personal property only for official work at the Lab Maintain custody of and safeguard Laboratory property at all times Never remove property from the JLab for use, loan, trade-in, or repair without prior written Property Management Office approval Documentation to support property removal must be in the form of collaborative agreements, loan agreements, subcontract documents, or property passes Must have export control review and obtain hand-carry travel documents to take or ship laptops, computers, or other tagged property out of the country Laboratory personal property shall be used only in the performance of official work at the Laboratory Individuals are responsible for maintaining custody of and safeguarding Laboratory property at all times. No property shall be removed from the JLab site for use, loan, trade-in, or repair without prior written approval of the Property Management Office. Documentation to support the removal of property is in the form of collaborative agreements, loan agreements, subcontract documents, or a property pass. Export control review and hand carry travel documents are required when laptops, computers, or other tagged property are hand-carried or shipped out of the United States. 1/15/2018 Property Custodian Refresher GEN 150

Role and Responsibilities
Your role as a property custodian is to Ensure all your equipment is marked to show ownership Know where your equipment is before accepting transfers or movements Keep records current by reporting property movements As a property custodian you are responsible for Ensuring property is only used for official purposes Maintaining custody of your property and keeping it serviced and safe Getting written approval from the Property Office before taking or sending property away from the Lab Turning in unused property or materials to the Property Office Not cannibalizing equipment without prior Property Office Approval Role: Ensures that all his/her equipment is marked to show ownership Know where equipment is located upon acceptance of transfers or any movements Report property movements to keep records up to date Responsibilities Ensuring property is only used for official use Maintaining custody of, servicing and safeguard property Getting written approval from the Property Office prior to taking or sending property away from the Lab Not cannibalizing equipment without prior Property Office Approval Turning in unused property or materials to the Property Office 1/15/2018 Property Custodian Refresher GEN 150

Acquiring Property Try to re-use first Consider excess property--equipment, materials & supplies that are unneeded or repairable Examples: Reutilization of facility materials (free stock) Surplus from other labs or federal agencies (GSAXCESS.GOV) Guidance on excess property at Try these methods as well Loans from other Institutions Trading-In/Exchange Sales Property Purchasing (Procurement, P-Card, Contract) In-House Fabrications Acquiring Property: When acquiring property, try to re-use Excess Excess property is equipment, materials & supplies that are unneeded or repairable Examples: Reutilization of facility materials (free stock) Surplus from other labs or federal agencies (GSAXCESS.GOV) Guidance on excess property at Additional methods of acquiring property: Loans from other Institutions Trading-In/Exchange Sales Property Purchasing (Procurement, P-Card, Contract) In-House Fabrications 1/15/2018 Property Custodian Refresher GEN 150

Trade-Ins/Replacement
Property can be traded in for a similar item Trade-in has to be identified on the PR Property Management Office must approve before removing from site Notify Property Management to update tag number once you receive new item Property can be repaired or replaced under warranty Coordinate warranty repair/replacement with Procurement Property Management Office must approve before removing from site Notify Property Office when returned; take item by Property Office for marking and tagging Trade-Ins/Replacement Property can be traded in against the procurement of a similar item Trade-in has to be identified on the Purchase Requisition Property Management Office must approve before removing from site Once the new item is received Notify the Property Management Office to update the records with the tag number change Property may be repaired or replaced for like items under warranty Coordinate warranty repair or replacement with Procurement Notify Property Office when returned. Take replacement item by Property Office for marking and tagging if required 1/15/2018 Property Custodian Refresher GEN 150

Receiving Property Delivery Property brought to JLab must go through Shipping & Receiving You must bring all non-consumable property (tools, equipment, computers) picked-up from vendors using “P” credit cards to Shipping & Receiving within one workday Exceptions Tanker truck delivery of helium, nitrogen, and fuel oil Material delivered as part of a construction subcontract Drop Shipments to other locations Coordinate with Procurement and Property Management Procurement documents and an MOA or MOU must clearly specify Drop location Instructions for recipient Delivery Property brought to JLab must be delivered through Shipping & Receiving All non-consumable property (tools, equipment, computers)picked-up from vendors using “P” credit cards MUST be brought to Shipping & Receiving within one workday for marking Exceptions Tanker truck delivery of helium, nitrogen, and fuel oil Material delivered as part of a construction subcontract Drop Shipments to other locations Must be coordinated with Procurement and Property Management Procurement documents and a Memorandum of Agreement (MOA) or Memorandum of Understanding (MOU) must clearly specify the drop location and instructions for the recipient 1/15/2018 Property Custodian Refresher GEN 150

Moving Property Transferring Property to Someone Else You must ensure your property has a recorded owner If you no longer need it, transfer it ( When you receive transferred property Locate it before accepting it Complete the transfer within a week Notify Property Office if needed Shipping Property Process and document outgoing shipments through Shipping & Receiving including Hand-carried items Materials returned to vendor Items out for repair or calibration Complete Shipment Authorization Form Transferring Property to Someone Else When you change positions at the Lab or are about to leave the Lab it is important to transfer your property Use link at When someone transfer property you, make sure you locate the property before accepting it. Complete the transfer within one week. Notify the Property Office about any issues Shipping Outgoing shipments including hand carried items are processed and documented through Shipping & Receiving Includes all materials: Returned to Vendor Sent out for Repair or Calibration Lab staff or Users shipping property must complete the online Shipment Authorization Form 1/15/2018 Property Custodian Refresher GEN 150

Moving Property Property Loans Property may be loaned to authorized persons if: It is not being used at the Lab, but is not excess There is mission-related work between JLab and the borrower A completed Shipping & Loan Authorization has been approved with accompanying Export Control Review & Hazardous Property Review Must have approved JLab Property Pass Form before moving property Borrower must have copy of pass with the item(s) Issued for up to one year (renewable) Required for all laptops & external hard-drives Exceptions: Cell phones, PDAs, pagers Reports, books Consumables (pencils, paper) Compact disks, memory sticks, thumb drives Is there a form? The Shipping & Loan Authorization form What is the process? Jlab personnel fill out the form, that tells Shauna and I there is a loan needed. She runs the Export Control check, I verify the “related work” information, the borrower must agree to the T&C’s by signing, the Jlab person loaning signs, I sign and we send the item. Property Passes An approved Jefferson Lab Property Pass Form is required before property is removed Borrower must carry a copy of the Pass with the item(s) Issued for up to one year and are renewable Property Passes are required for all laptops & external hard-drives A Property Pass is not required for removal of the following items: Cell phones, PDAs, pagers Reports, books Consumables (pencils, paper) Compact disks, memory sticks, and thumb drives 1/15/2018 Property Custodian Refresher GEN 150

Storing Property JLab maintains storage facilities for materials not currently needed but could be in future To store property, complete online Storage Request Form A storage tag will be affixed Accountable and Other Accountable property must be tagged if Valued over $10,000 Equipment over $5,000 Pilferable item over $300 Maximum initial storage term - 2 years Must review and renew annually JLab maintains storage faciulitieswarehouses and outside areas for short and long term storage not currently needed but there is a planned need for the item. To store property, fill in an online Storage Request Form A storage tag will be affixed Accountable and Other Accountable Property must be tagged for any item with a value greater than $10,000, and equipment over $5,000, or any pilferable item over $300, Initial storage term not exceeding two years All storage must be reviewed and renewed annually 1/15/2018 Property Custodian Refresher GEN 150

Validating Property As part of the Validation Process each custodian must validate the information in the Property Database; specifically these columns. The Property Validation page will also indicate when data is missing by indicating “Cannot validate with errors. That means exactly what it says and you must correct the errors to complete validation.

Validating Property If you have missing data, you can click the link to see what is needed and correct it

Validating Property If you have more than one of these items, you can see them all with this view.

Missing or Damaged Property
As soon as you become aware an item assigned to you is missing or damaged Report it to the Property Office (x7348 or x6270) Complete a Missing Item Report Form If you suspect the property has been stolen, file an incident report with JLab Security Office (x7548 or x5822 after hours) As soon as you become aware an item assigned to you is missing or damaged Report it to the Property Office (x7348 or x6270) Complete a Missing Item Report Form If you suspect the property has been stolen, file an incident report with JLab Security Office (x7548 or x5822 after hours) 1/15/2018 Property Custodian Refresher GEN 150

Unneeded Property Inform the Property Office if you have unneeded or excess material ( Materials will be available for reuse at JLab or to other DOE labs and federal agencies If not reused, material is disposed of through: Federal Excess Process Recycling/Reutilization Donations to public & non-profit entities Sale (surplus items) Equipment retained for parts must be approved and identified as salvaged Inform the Property Office if you have unneeded or excess material ( Materials will be available for reuse at JLab or to other DOE labs and federal agencies If not reused, they will be disposed of Property Management disposes of property through: Federal Excess Process Recycling/Reutilization Donations to public & non-profit entities Sale (surplus items) Equipment retained for parts must be approved by Property Management and identified in the property record as salvaged. Parts are to be inventoried and possibly tagged depending on value 1/15/2018 Property Custodian Refresher GEN 150

Review Click on the correct answer. If you have chosen correctly, you will move on to the next slide. If not, try another answer. It is permissible to take property off the facility without a property pass, loan agreement, or procurement document for the following: Use by staff Trade-in for new equipment Equipment sent for repair or calibration None of the above 1/15/2018 Property Custodian Refresher GEN 150

Review Click on the correct answer. If you have chosen correctly, you will move on to the next slide. If not, try another answer. How often must property storage requests be renewed? Annually Every 2 years Every 3 years Depends on length of storage request 1/15/2018 Property Custodian Refresher GEN 150

Review Click on the correct answer. If you have chosen correctly, you will move on to the next slide. If not, try another answer. Who is responsible for identifying and marking equipment from outside entities brought onto JLab facilities? The Property Office The outside entity owner Does not need to be marked Administrative Services 1/15/2018 Property Custodian Refresher GEN 150

Review Click on the correct answer. If you have chosen correctly, you will move on to the next slide. If not, try another answer. Property Custodians must submit excess property forms for items no longer needed. True False 1/15/2018 Property Custodian Refresher GEN 150

Review Click on the correct answer. If you have chosen correctly, you will move on to the next slide. If not, try another answer. For items to be stored there must be an approved Lab planned project/experiment they can be used for. True False 1/15/2018 Property Custodian Refresher GEN 150

Review Click on the correct answer. If you have chosen correctly, you will move on to the next slide. If not, try another answer. What is required in order to loan DOE property to a US research institution? Documentation that the loan will result in a benefit to both the US Government and the borrower A DOE-approved loan request form with export control review An MOU, SSP, or other document spelling out the terms and conditions of the loan A hazard review All of the above 1/15/2018 Property Custodian Refresher GEN 150

Review Click on the correct answer. If you have chosen correctly, you will move on to the next slide. If not, try another answer. Who gives final authorization for laptops to be taken home for use on JLab business? A supervisor An Associate Director or above The Property Office The Custodian 1/15/2018 Property Custodian Refresher GEN 150

Review Click on the correct answer. If you have chosen correctly, you will move on to the next slide. If not, try another answer. Custodians are required to provide information on items purchased by P-cards _____________. When requested by Property Management Within one workday of purchase Prior to P-card reconciliation Next visit to Shipping and Receiving 1/15/2018 Property Custodian Refresher GEN 150

Review Click on the correct answer. If you have chosen correctly, you will move on to the next slide. If not, try another answer. Property Custodians can get help with excessing items from… The Property Home Page contact list The tutorial on the property transfer page Neither a nor b Either a or b 1/15/2018 Property Custodian Refresher GEN 150

Review Click on the correct answer. If you have chosen correctly, you will be taken to the completion page where you can update your training record. Property Custodians can trade in or exchange items for new or upgraded items by… Contacting the vendor Notifying the Property Office prior to completing the trade-in or exchange Going through Procurement You are not authorized to trade in or exchange Lab property 1/15/2018 Property Custodian Refresher GEN 150

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