J_8_0_Controls_for_Government_Property_and_Guidance_on_Removing_Government_Property_from_CDC_Facilities.pdf

Category: Material Management

CDC-MM-2005-01

Date of Issue: 12/21/2005; Updated 12/21/2011 Proponent: Procurement and Grants Office, Logistics Management Branch Material Superseded: Removal Of Government Equipment from CDC Facilities, dated 12/21/2005

CONTROLS FOR GOVERNMENT PROPERTY AND GUIDANCE ON REMOVING

GOVERNMENT PROPERTY FROM CDC FACILITIES

Sections: 1. PURPOSE AND SCOPE

2. POLICY

3. RESPONSIBILITIES

4. PROCEDURES

5. REFERENCES

6. ACRONYMS AND DEFINITION

1. PURPOSE AND SCOPE

The purpose of this policy is to establish responsibilities and procedures for the use and removal of government property from the facilities of the Centers for Disease Control and Prevention (CDC). [1] This policy applies to all CDC employees, contractors, and visitors using government-owned property.

2. POLICY

Federal law requires that government employees will not directly or indirectly use, or allow the use of, government property of any kind, including property leased to the government, for other than officially approved activities. This policy applies if equipment is used on the premises of the CDC or at any other location. Unauthorized use of government property may result in disciplinary action and other measures as appropriate.

Removal of government property by employees, including personal custody property, from a CDC facility requires supervisor notification and written approval from the custodian of the equipment. Unless otherwise authorized, approvals for equipment removal will be for a single project or event. Approval, however, may be granted for a continuous period if the employee is participating in the teleworking program or is frequently required to travel on short notice and requires equipment to fulfill job duties. An employee releasing equipment from a CDC work site for repair must notify their supervisor and acquire written approval from the property custodian.

Only a CDC contracting officer may authorize the release of equipment to contractors for removal from CDC facilities. The property must be included in the contract as part of the itemized list of property being provided.

Physical security personnel have the authority to stop anyone leaving a CDC facility with equipment to determine whether the equipment is government-owned. Security personnel will

[1]

References to CDC also apply to the Agency for Toxic Substances and Disease Registry (ATSDR).

also have the authority to determine if the required approvals have been obtained for removal of the government-owned equipment. If the required approvals are not provided, removal of the property will not be permitted.

3. RESPONSIBILITIES

A. Responsibilities of CDC personnel regarding controls of government property from CDC facilities

CDC personnel must obtain written approval prior to removing government equipment from CDC facilities. In so doing, CDC personnel have a duty to protect and conserve government property, including equipment, supplies, and other property entrusted or issued to them (see Section 5.A).

B. Responsibilities of CDC Property Management Officer regarding controls of government property from CDC facilities

The CDC Property Management Officer, located in PGO, Logistics Management Branch is responsible for providing leadership and guidance in the proper use of government property;

and

Working with Centers Institutes and Offices (CIOs) to coordinate the planning for and use of all property.

Assuring, through staff serving as custodians, that prescribed property accountability and property custodial records and controls on property and property transactions are maintained.

Property accountability and the performance of CDC’s overall Personal Property Management Program.

C. Responsibilities of Organizational Property Accountable Officers (OPAO) and Property

Custodial Officers (PCO) of government property regarding government property controls

Each OPAO and PCO acting under the general direction of their supervisor and the technical direction of the Agency Property Accountable Officer and Property Management Officer is responsible for the effective management of property throughout the custodial area, including:

Being responsible and accountable for all property and equipment in the custodial area.

Assuring the proper use and care of property within the custodial area.

Keeping the Property Management Officer informed of all changes affecting the custodianship of the property.

Preparing and processing required documents covering the removal of government property from the custodial area.

Coordination with ITSO for removal of information technology equipment from CDC facilities.

D. Responsibilities of supervisors regarding removal of government property from CDC facilities

Supervisors are responsible for establishing accountability and continually enforcing necessary security and administrative measures to ensure proper preservation and use of all government property under their jurisdiction. Unless there is evidence of neglect or misconduct indicating dereliction of duty by a supervisor, this responsibility does not create a liability for a supervisor to be held pecuniary liable for loss, damage, or destruction of property under his or her jurisdiction.

E. Responsibilities of facility security personnel regarding removal of government property from

CDC facilities

The facility security personnel are responsible for appropriate checks to determine that equipment leaving the facility is accompanied by appropriate approval documents, including:

Checking for the written approval from the custodian of the equipment to document equipment removal.

Company specific documentation authorizing the possession and transport of contractor owned/controlled equipment (as required).

4. PROCEDURES

CDC personnel with mission requirements necessitating removal of government property from CDC facilities must notify their supervisor and obtain written approval from the property custodian prior to removing any government equipment from CDC facilities.

A. Removal documentation

All CDC personnel are required to obtain the appropriate documentation and written approval to justify government property being moved from and returned to CDC facilities. Appropriate documents should be aligned to the type of transaction that warrants transporting the equipment (e.g. HHS 439 - personal custody, HHS 679 - property pass, HHS 22 - organization to organization transfer and CDC 993 - excess pick up). Inquiries in reference to the appropriate transport transaction forms should be addressed to your Organizational Property Accountability Officer (OPAO) or Property Custodial Officer (PCO). Equipment requiring repair by non CDC personnel must be accompanied by a repair invoice identifying the type equipment with serial number for verification.

B. Security requirements

If security personnel prohibit equipment from being removed from a CDC facility, the security personnel shall record the name of the employee, the bar code and/or serial number(s), and brief description of the equipment. Such security personnel should then direct that the property be returned to its original location and contact the control room. The individual’s organization will be contacted as soon as possible by security personnel about proper property procedures as outlined in this policy.

C. Equipment returns

When an employee (or repairer) returns equipment to the CDC, the custodian shall:

Acknowledge equipment return on the employee’s copy of the property pass or personal custody form.

In the employee’s presence, sign and date the original, verifying the items returned.

Inform the employee to retain the acknowledgement copy for 12 months.

Retain the signed copy until the next physical inventory or a new authorization for removal of the equipment is granted.

5. REFERENCES

A. Use of Government Property, 45 C.F.R. 706.13, October 1, 1998.

B. HHS Contracting Guide for Contract of Government Property, C. HHS Logistics Management Manual, June 30, 2009

6. ACRONYMS AND DEFINITION

For the purposes of this policy, the following acronyms apply:

CIOs – Centers, Institutes, Offices CDC - Centers for Disease Control and Prevention PGO - Procurement and Grants Office ITSO – Information Technology and Services Office LMB – Logistics Management Branch OPAO – Organizational Property Accountability Officer PCO – Property Custodial Officer

For the purposes of this policy, the following definition applies:

Personal custody property - consists of sensitive or accountable high value property items that are issued for the exclusive use of an employee or unit. This designation is primarily for equipment used at an employee’s home or in a field environment.

http://frwebgate.access.gpo.gov/cgi-bin/get-cfr.cgi?TITLE=45&PART=706&SECTION=13&YEAR=1998&TYPE=TEXT http://www.hhs.gov/hhsmanuals/logisticsmanual/Appendix%20Q_HHS%20Contracting%20Guide.pdf http://www.hhs.gov/hhsmanuals/logisticsmanual/LMM.pdf