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13.20 Final Property Reports and Closeout

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PURPOSE:

To provide direction to university departments regarding the preparation and submission of final property reports and completion of property closeout procedures on Sponsored Projects.

SOURCE:  

Powers and duties of the University President, ABOR Policy 3-801 and 3-802

Authority below applies ONLY to Federal Property (acquisition dollars or title):

  • Government Property, 48 C.F.R. § 45
  • Government Property, 48 C.F.R. § 52.245-1
  • Government Property, 48 C.F.R. § 245
  • Government Property, 48 C.F.R. § 1852.245
  • Uniform Guidance, 2 C.F.R. § 200

POLICY:  Sponsored Projects Services is responsible for the preparation and submission of required final property reports to sponsors and completion of property closeout procedures. The requirements for the final property report are recorded in the Property Titleholder and Reporting Database maintained by Sponsored Projects Services.

Examples of sponsors requiring final reports include, but are not limited to the following: (More sponsors require a final property report than an annual property report).

  • NASA - All grants, contracts and cooperative agreements with or without equipment.
  • JPL - All contracts with or with equipment.
  • DoD - All grants and contracts with or without equipment
  • DOE and its various laboratories - All grants and contracts
  • Johns Hopkins University with DoD and NASA pass through requirements
  • Other universities with DoD and NASA pass through requirements
  • Arizona Disease Control and Research Commission - All grants
  • Battelle Institution
  • NOAA
  • Arizona Department of Economic Security
  • Public Health Service/National Institute of Health - Contracts.
  • Wenner Gren Foundation
  • Central Intelligence Agency
  • Smithsonian
  • Space Science Telescope Institute

When a sponsor request return of its furnished or titled equipment, the Principal Investigator is to immediately return the equipment.

PROCEDURE

RESPONSIBILITY

ACTION

SPS PROPERTY ADMINISTRATOR
  1. Continuously check the Data Sheet on all newly retired grants, contracts and cooperative agreements for requirements for a final property report.
  2. Print a listing of recently terminated contracts, grants and cooperative agreements for each sponsor requiring a final report from the UAccess Research databases. The list should be obtained at least quarterly, if not more often.
  3. On each sponsor account requiring a final property report, obtain property reports using the Property Database, a Report from UAccess Financials, and titleholder information from the Property Titleholder and Reporting Database. Reconcile the financial report with the value of property included in the Property Database. Reconcile the titleholder database information with the title recorded for each asset in the Property Database. Request corrections as necessary.
  4. When the final report is on a government contract, submit a property inventory list to the Principal Investigator with instructions to complete within 10 working days and return to the SPS Property Administrator.
  5. Prepare and submit a final property schedule to the sponsor. Request relief of accountability, as necessary, for lost, missing or stolen items. If the final property schedule being submitted contains sponsor owned equipment, request disposition instructions with a primary emphasis of obtaining title for the University. If the equipment is government owned, request title under the Stevenson-Wydler Act or other appropriate statute or regulation. JPL and DoD final property schedules with government owned items require the use of a government condition code per item and the completion and attachment of Standard Form 1428 to the submitted property schedule.
  6. If there is no property to report, submit a negative closeout property report. If the report is on a JPL, NASA or DoD contract, submit a NASA 1018 to JPL and NASA, or a DoD Form 1642 to DoD facilities and offices.
  7. Upon issuance of disposition instructions by JPL, NASA, DoD and DOE contracts, complete and submit the following sponsor closeout property report forms. All sponsor disposition instructions are to be completed and the closeout report will be negative.
    1. NASA and JPL use form NASA 1018
    2. DOD use form DoD 1662
    3. DOE use the form submitted with their report request
    4. Johns Hopkins and other universities use either NASA 1018 or DoD 1662 depending on the federal funding source. 

PRINCIPAL INVESTIGATOR
  1. If the sponsor request in its disposition instructions the return of its furnished or titled equipment, it is to be immediately returned. A copy of the receipt and shipping document is to be forwarded to the SPS Property Administrator. 

SPS PROPERTY
ADMINISTRATOR
  1. Follow up with sponsors to insure a timely response to any request for disposition instructions. In the third request for instructions, advise the sponsor that if a response is not received within fifteen (15) days the University will consider the equipment abandoned and that title has passed to the University.
  2. Update the Property Titleholder and Reporting Database with the financial information, value of recorded property and date annual report submitted. Maintain copies of reports in the computer files of the sponsor and the grant, contract or agreement property folder.
  3. Prepare a Property Record Change Form to change title to the University when sponsor equipment is transferred, abandoned or given to the University. Direct the University department to remove all government or other sponsor identification by marking the box on the Property Record Change Form. Attach a copy of supporting documents and send to Property Management with a copy to the department and the Sponsored Projects Services property folder.