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 8: Sensitive Property Procedures

Overview

It is UCAR's policy to maintain specific and appropriate accountability for all property purchased for and used in the performance of its mission. UCAR follows the property guidelines of OMB Circular A-110, Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations, and FAR 52.245 Federal Acquisition Regulations, Government Property as applicable. The UCAR property control system accounts for all nonexpendable, tangible personal property with a useful life of one year or more and an acquisition cost of $5,000 or greater defined as Fixed Assets.   In addition, UCAR recognizes the need to maintain an additional layer of property accountability for those property purchases with an acquisition cost less than $5,000 or that might be sensitive in nature.

Definition

Sensitive Property can be characterized as "walk-away" items, or items that:

• are easily portable
• are adaptable to personal use
• have the potential for theft

The DPAs are knowledgeable about what constitutes Sensitive Property, and division employees must consult the DPA regarding what qualifies.  Items which are prone to theft based on the characterization above and which have an acquisition cost less than $5,000 must be RED tagged and tracked as Sensitive Property.  The DPA must affix the RED tag (see below) to the item and track the information on the Sensitive Property List.

Example of RED tag:

Examples of Sensitive Property are:

• Cameras & video camera recorders
• Portable projectors
• Modems
• GPS receivers
• Portable computers, laptops, notebooks, iPads, Kindles, Nooks, etc.
• Aviation spares (specific tracking required)
• Special tooling, and special test equipment

Given the rapid changes in technology, there will always be new items not on the above list of examples that fall under the definition of "Sensitive Property."  UCAR employees need to consult with their DPAs regarding the definition of Sensitive Property when determining whether tagging of items is appropriate. If questions arise, the DPAs should contact the Property Office for additional guidance.

Items acquired via GSA surplus, items donated to UCAR, or on loan to UCAR should be reviewed for sensitivity as well. Further, DPAs may want to include equipment with an acquisition cost less than $5,000 which is used in field experiments or frequently taken off-site to facilitate accountability for and tracking of these items.

Also a DPA may RED tag and track any additional property items deemed appropriate.  For example, although we do not require it, if a division decides that cellular communication devices are Sensitive Property, document that decision in the desktop procedure and be sure that all such devices acquired by that division are RED tagged and tracked.

Procedures

The DPAs must establish and maintain Sensitive Property desktop procedures.   The DPA must keep a Sensitive Property list (see Recordkeeping below) and make it available to the Property Office upon request.

Record Keeping

The DPAs will maintain a property control record for sensitive property, which may be subject to annual review by the UCAR Property Administrator. At a minimum, these records should contain:

• Sensitive Property Tag Number*
• Item Description
• Responsible Person
• Location (building)
• Location (room)
• Manufacturer
• Serial Number
• Model
• Acquisition Cost
• Date of Purchase
• Purchase Requisition Number
• Requisitioning Account Key
• Final Disposition

* Sensitive property items will be tagged using a different alphanumeric code (i.e., RED000000174) to distinguish them from tagged Fixed Assets (items with an acquisition cost greater than $5,000). RED tags should be placed in a conspicuous place on the item (front, top, or side) so it is easily visible. Periodically, at least every two years, the Property Assistant will compile all the lists of sensitive property into one master list.

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