Revisin N. 2 dated 12 August 1999 Last Updated 6 February 2004 SMITHSONIAN ASTROPHYSICAL OBSERVATORY PROPERTY MANAGEMENT STAFF HANDBOOK 1.0 COVERAGE This dcument cvers all expendable and nn-expendable prperty acquired by r in custdy f SAO, except real prperty and recrds. The dcument is rganized in three parts as fllws: Part I Authrities, Prperty Management Organizatin (sectin 2.0) Definitins f Prperty by Ownership (sectin 3.0) and Definitin f Prperty by Kind (sectin 4.0) Part II Acquisitin f Prperty (sectin 5.0) Part III Respnsibilities f Prperty Custdians (sectin 6.0 thrugh 17.0)
Part I 2.0 AUTHORITIES AND PROPERTY MANAGEMENT ORGANIZATION 2.1 Accuntable Prperty Officer (APO) The Accuntable Prperty Officer (APO) r her/his alternate is the principal fficer respnsible fr designating Prperty Custdians and fr crdinatin and directin f their activities. This persn perfrms these duties under the supervisin f the Manager, Financial Management Department (FMD). The APO, r his/her alternate, is respnsible fr cmpliance with all Smithsnian Directives (SD), Prperty Management Clauses required by the Federal Acquisitin Regulatin (FAR) and ther nn-gvernment cntracts and grants. This cmpliance includes the prper inventrying, reprting and final clse-ut f all accuntable prperty. 2.2 Prperty Custdians The Prperty Custdians (PC), designated in writing by the APO r her/his alternate, are respnsible fr prper custdy, use, maintenance and care f the prperty entrusted in their pssessin r under their supervisin, as further defined in this dcument. POs will cnduct a physical inventry and, at the cmpletin f a cntract r grant, prvide a Final Prperty Accunting as requested by the APO. 2.3 Bard f Survey The Bard f Survey, cnsisting f the Deputy Directr fr Administratin and the Manager f the Financial Management Department (FMD), will be cnvened by the APO r her/his alternate as necessary t recmmend r apprve sales f excess private prperty; investigate shrtage, lss, damage, theft, r destructin f prperty; fix respnsibility fr lss; determine cnditin f prperty reprted as scrap r salvage; and prepare a reprt f Survey fr the APO. 2.4 Gvernment Prperty in the Cntrl f Subcntractrs Subcntract administratrs must ensure that the Federal Acquisitin Regulatin (FAR) Prperty Management clauses required in the prime cntract are incrprated in all subcntracts issued by SAO. Grant prvisins shuld be incrprated in grant subcntracts. Subcntract administratrs shall ensure that subcntractrs prvide the APO all interim and final prperty reprts required by the FAR and ther nn-gvernment requirements.
3.0 DEFINITION OF PROPERTY BY OWNERSHIP SAO uses six distinct wnership categries f prperty. Each categry is defined belw. 3.1 Federal Prperty All prperty which is: acquired thrugh purchase using Federal funds (nrmally S&E) acquired thrugh transfer frm ther Federal agencies (frm excess) cnstructed r fabricated in-huse with Federal funds. 3.2 Gvernment Prperty Title t this prperty is vested in the Federal Gvernment. All prperty which is: furnished by a Gvernment cntracting r granting agency t SAO as a cntractr r grantee (this categry f prperty is referred t as "Gvernment Furnished Equipment" - GFE) acquired by SAO thrugh purchase fr the perfrmance under a cntract and the cst f which is charged t the cntract cnstructed r fabricated in-huse fr the perfrmance under a cntract and the cst f which is charged t that cntract. 3.3 Cntract/Grant Prperty Title t this prperty is vested in the respective Gvernment cntracting r granting agency. All prperty which is: acquired by SAO thrugh purchase fr the perfrmance under a cntract/grant, with the unit cst f $5,000.00 r mre and the cst charged t that cntract/grant cnstructed r fabricated in-huse fr the perfrmance under a cntract/grant, with the unit cst f $5,000.00 r mre and the cst charged t that grant. Althugh title t this prperty is vested in the Smithsnian (Private), the granting agency has the right t require transfer f the title within a specified perid f time fllwing the cmpletin f the cntract/grant (except fr NASA & NSF grants).
3.4 Smithsnian (Private) Prperty All prperty which is: acquired by SAO thrugh purchase, cnstructin r fabricatin in-huse in the perfrmance f a NASA/NSF grant, with the unit cst f $5,000.00 r mre and the cst charged t that grant acquired via title transfer frm a Gvernment cntracting agency t the Smithsnian (i.e., frmer Gvernment prperty) acquired frm a Gvernment granting agency that did nt exercise its right t recall title within the specified time perid after the clsing f a cntract/grant (i.e., frmer cntract/grant prperty) acquired with Smithsnian restricted r unrestricted Private funds. Title t this prperty is vested in the Smithsnian (Private). 3.5 Laned, Rented r Leased Prperty All prperty which is: n lan, rented, r leased by SAO frm a Gvernment agency, a nngvernment rganizatin r an individual. 3.6 Entrusted Prperty Title t this prperty is vested in the entity frm which the lan, rental, r lease was acquired. All prperty which is: delivered t SAO fr strage purpses nly, frm anther agency, rganizatin r individual. Title t this prperty remains with the entity fr which the prperty is being stred.
4.0 DEFINITION OF PROPERTY BY KIND This sectin defines tw kinds f prperty: expendable and nn-expendable. 4.1 Expendable Prperty All prperty, irrespective f wnership, having an acquisitin unit value f less than $5,000.00, r which is cnsumed when used, frms a minr part f nn-expendable prperty r lses its identity when put in use. 4.2 Nn-Expendable Accuntable Prperty 4.3 Unit Cntrlled Prperty All prperty, irrespective f wnership, having an acquisitin unit value f $5,000.00 r mre, which is cmplete in itself, is f a durable nature (ne year r mre expected service life), retains its identity thrughut its useful life, des nt lse its identity, and becmes a cmpnent part f anther item f nn-expendable prperty. Sme articles f lesser value (sensitive items, etc.) may cme within the nn-expendable accuntable prperty classificatin, as determined by the PMO r her/his alternate. All prperty, irrespective f wnership, having an acquisitin cst between $500 - $4,999 (except thse items f prperty deemed sensitive) which is cmplete in itself, is f a durable nature (1 year r mre expected service life), retains its identity thrughut its useful life, des nt lse its identity, and des nt becme a cmpnent f anther item f prperty. Unit cntrlled prperty is nt issued a prperty tag, nr is unit cntrlled prperty tracked as accuntable.
PART II 5.0 ACQUISITION AND RECORD KEEPING OF PROPERTY This sectin identifies hw prperty is acquired and the recrd keeping prcedure fr nnexpendable prperty. 5.1 Acquisitin f Federal Prperty 5.1.1 Acquisitin Thrugh Transfer Acquisitin f Federal prperty thrugh transfer (i.e., frm excess) will be prcessed fr accuntability purpses by the APO r his/her alternate, upn receipt f a duly cmpleted transfer rder. Acquisitin f Federal prperty by transfer may als be made fr the specific purpse f cannibalizatin prvided the justificatin fr such actin is clearly stated n a separate Requisitin, and explains the reasn therefre. 5.1.2 Acquisitin Thrugh Purchase Acquisitin f Federal prperty thrugh purchase will be prcessed fr accuntability purpses by the APO r his/her alternate, upn receipt f a duly cmpleted, authrized and apprved Purchase Order, except as prvided in the Purchasing Prcedure fr Mt. Hpkins. 5.1.3 Acquisitin Thrugh In-Huse Cnstructin r Fabricatin Prpsed in-huse cnstructin r fabricatin f nn- prperty must be reprted by the cgnizant Accuntable Officer t the PMO at the time when such cnstructin r fabricatin is planned. Acquisitin f the necessary parts, cmpnents, etc., will be accmplished in accrdance with 5.1.1 and/r 5.1.2 abve. 5.2 Acquisitin f Gvernment Prperty 5.2.1 Prperty Furnished by the Cntracting/Granting Agency Furnishing f such prperty is agreed t between the C&G Department and the Cntracting/Granting Agency and listed in the cntract/grant dcument. Prperty furnished n gvernment cntracts is usually referred t as Gvernment Furnished Equipment (GFE). 5.2.2 Acquisitin Thrugh Purchase Acquisitin f Gvernment prperty thrugh purchase will be prcessed by the Subcntracts and Prcurement (SP) Department upn receipt f a duly
cmpleted, authrized and apprved Purchase Order, except as prvided in the Purchasing prcedure fr Mt. Hpkins. 5.2.3 Acquisitin Thrugh In-Huse Cnstructin r Fabricatin Same as 5.1.3 abve, except that the acquisitin f the necessary parts, cmpnents, etc., will be accmplished in accrdance with 5.2.1 and/r 5.2.2 abve. 5.3 Acquisitin f Grant Prperty Acquisitin f cntract/grant prperty will be accmplished in accrdance with 5.2.2 and 5.2.3 abve. 5.4 Acquisitin f Smithsnian (Private) Prperty 5.4.1 Acquisitin Thrugh Purchase Acquisitin thrugh purchase will be accmplished in accrdance with 5.2.2 abve. 5.4.2 Acquisitin thrugh In-Huse Cnstructin r Fabricatin Same as 5.1.3 abve, except that the acquisitin f necessary parts, cmpnents, etc., will be accmplished in accrdance with 5.2.2 abve. 5.4.3 Acquisitin Thrugh Transfer f Title All requests fr acquisitin f Gvernment r cntract/grant prperty thrugh transfer f title will be crdinated by the APO r his/her alternate. 5.5 Acquisitin Thrugh Lan Lans f prperty t be used fr fficial SAO purpses will be prcessed by the APO r his/her alternate. All lans must be cnfirmed annually. 5.6 Acquisitin Thrugh Rental r Lease Acquisitin thrugh rental r lease will be accmplished in the same manner as acquisitin thrugh purchase (see 5.1.2, 5.2.2, 5.3 and 5.4.1 ). 5.7 Acquisitin f "Entrusted Prperty" Prperty Custdians are respnsible fr cmplying with the Prperty Strage Prcedure fr Visiting Scientists and Invitees dated 12 May 1999.
5.8 Recrd Keeping When nn-expendable prperty f any categry has been received, tagged and delivered t the end user, and a signed "Receiving Certificate" has been returned t the Prperty Management Office, the pertinent data will be submitted t SI fr entry int the asset mdule f PepleSft, bi-mnthly as required by SD-315. When dispsitin instructins fr nn-expendable prperty are received by way f Bard f Survey actin fr Trust prperty, GSA instructins fr Federal prperty r directin frm the Gvernment Prperty Administratr fr Gvernment prperty, the prperty will be deleted frm the Prperty Database immediately fllwing the dispsitin actin and reference t the deletin authrity entered as a part f the recrd.
Part III RESPONSIBILITIES OF ACCOUNTABLE OFFICERS 6.0 RECEIVING, DELIVERY AND INSPECTION OF PROPERTY 6.1 Receiving 6.2 Delivery All incming prperty at SAO shall be delivered t and received by Shipping and Receiving. Special arrangements (i.e., large shipments, etc.) fr direct delivery t a final lcatin will be crdinated by Shipping and Receiving. Incming prperty at field statins shall be received by the Statin Manager r her/his designated alternate. Internal delivery f all incming prperty is the respnsibility f Shipping and Receiving r the Statin Manager. Deliveries will be made t the persn identified in the blck "Deliver t" f the requisitin. 6.3 Inspectin, Receiving Reprt and Receiving Certificate Prperty Custdians are respnsible fr assuring that prperty delivered t their accuntable areas is inspected, discrepancies reprted t the SP Department r Statin Manager and the Receiving Reprt returned t the SP Department. Receipt f nnexpendable prperty als requires the use f the "Receiving Certificate". The Receiving Department r the Statin Manager is respnsible fr acquiring a signature n the "Receiving Certificate" frm either the persn identified in the blck "Deliver t" f the requisitin, the Prperty Custdian r the Divisin Administratr. If the Receiving Department is unable t acquire a signature n the "Receiving Certificate," the nn-expendable prperty will be returned t the Receiving Department and stred until the "Deliver t" individual r the Prperty Custdian is able t sign the "Receiving Certificate." 6.4 Shipping Dcuments The Prperty Custdian and/r Shipping and Receiving persnnel will frward t the APO r his/her alternate, all shipping dcuments, frms, etc., that nrmally accmpany incming shipments f Gvernment Furnished Equipment (GFE).
7.0 IDENTIFICATION OF PROPERTY This sectin applies nly t nn-expendable prperty (see 4.2 fr definitin). 7.1 Assignment f Prperty Tags The APO r his/her alternate, is respnsible fr the assignment and cntrl f prperty tags. N prperty tag shall be remved unless authrized by the APO r his/her alternate. Prperty Custdians shall reprt t the APO r his/her alternate, whenever a prperty tag becmes bliterated, illegible r accidentally remved s that a replacement tag may be affixed. Whenever expsure t the elements r ther severe cnditins preclude the use f regular tags, durable metal tags may be affixed r the number data may be etched r stamped nt the prperty. The APO shall frward the apprpriate prperty tags and Receiving Certificates t Shipping and Receiving. Upn receipt f the nn-expendable prperty, Shipping and Receiving shall affix the tags t the prperty, recrd the required infrmatin n the Receiving Certificate and enter the required infrmatin int PepleSft upn receipt. 7.2 Use f Prperty Tags. The fllwing prperty tags shall be used as apprpriate: 7.2.1 Smithsnian Institutin Prperty Tags shall be used t identify all Federal and Smithsnian (Private) prperty (see 3.1, 3.3 and 3.4 fr definitins). 7.2.2 U.S. Gvernment Prperty Cntract Tags shall be used t identify all Gvernment prperty (see 3.2 fr definitin). 7.2.3 Entrusted Prperty Tags shall be used t identify all entrusted prperty (see 3.6 fr definitin). 7.3 Mtr Vehicles In additin t the prperty tags described in 7.2 abve, the Prperty Custdians are respnsible t ensure thse mtr vehicles under their accuntability be identified as fllws: 7.3.1 Mtr Vehicles That Are Federal Prperty SI license plate (U.S. Gvernment identificatin plate nthe frnt and rear f the vehicle; in the case f trailers rear nly) sign "Fr Official Use Only" (letters between 1/2" and 3/4" high)
sign "U.S. Gvernment" (letters between 3/4" and 1" high) sign "Smithsnian Institutin" (letters between 1" and 1 1/2" high) exceptin: Decals supplied by SI Supply Divisin that d nt cnfrm t these dimensins are acceptable. The abve signs shall be centered n bth frnt drs f all vehicles, except trailers where they will be centered n bth sides f the frnt quarter f the vehicle. Prperty Custdians will frward requests fr SI license plates t the APO r his/her alternate, and will return t him/her plates which are n lnger required. 7.3.2 All Other Mtr Vehicles All ther mtr vehicles shall be licensed in accrdance with applicable state r freign cuntry regulatins. Cpies f title dcuments and registratin frms will be frwarded t the APO r his/her alternate. 8.0 INVENTORIES AND PROPERTY LISTINGS 8.1 Intrductin Each Prperty Custdian will be assigned a prperty cde cnsisting f the numeric 40, and tw letters: Example: 40IL indicates Administratin/Mike McIsaac. 40 (the numeric) designates the Divisin r Department t which the item is assigned. I (the first letter) designates the Divisin r Department t which the item is assigned. L (the secnd letter) designates the Accuntable Officer respnsible fr the prperty. This cde will be used as the means f identifying the prperty fr which the respective Prperty Custdian are respnsible at any given time. 8.2 Annual Physical Inventry Prperty Custdians will be respnsible fr perfrming the annual inventry initiated and crdinated by the APO. The APO r his/her alternate, will issue the necessary instructins t assure a well crdinated effrt and accurate results.
The annual inventry will be accmplished within fur mnths f its initiatin. 8.3 Prperty Listings Upn cmpletin f the annual physical inventry all discrepancies will be crrected by way f Bard f Survey actin fr Trust Prperty, ntificatin f GSA fr Federal Prperty and frwarding any discrepancies relevant t Gvernment Prperty t the Gvernment Prperty Administratr fr dispsitin instructins. When crrective actin has been cmpleted, the APO r his/her alternate, will frward t the individual Prperty Custdian a listing, in duplicate, f all nn-expendable prperty under her r his accuntability. The Prperty Custdian will be requested t verify this listing, sign bth cpies (thereby assuming accuntability fr the prperty listed), return ne cpy t the APO r his/her alternate, and retain the ther fr her r his recrds. Discrepancies are then frwarded t SI via a SI-3522 Reprt fr Survey Frm fr Adjustments t the asset mdule f PepleSft. 8.4 Update f Prperty Listings In rder t maintain accurate and current prperty listings, it is essential that Prperty Custdians cmply fully with the instructins and guidelines f 6.0 and 7.0 abve and the sectins that fllw. 8.5 Independent Verificatin During the perid between inventry cycles, the Prperty Management Office shall cnduct unannunced independent verificatin f individual Prperty Custdian's inventry listings. 9.0 UTILIZATION AND MAINTENANCE OF PROPERTY 9.1 General Plicy It is Smithsnian plicy t utilize, care fr and maintain all prperty in accrdance with acceptable standards f prtective and regular maintenance. Prperty Custdians shall peridically review the use being made f prperty fr which they are accuntable and inspect such prperty t ensure that standard maintenance practices are being fllwed. 9.2 Plicy Applicable t Gvernment Prperty SAO is respnsible fr cmplying with FAR clauses that deal with care, maintenance and use f Gvernment Prperty in its pssessin r cntrl, currently FAR 45-509.
10.0 ALTERATIONS AND CANNIBALIZATION Nn-expendable prperty f any categry shall nt be cannibalized, physically cnverted r materially altered t the extent that its identity is changed withut prir written authrizatin by the Bard f Survey except in cases when prperty has been acquired with the specific purpse f cannibalizatin as prvided in 5.1.1. Requests fr such authrizatin shall be addressed t the APO. Prperty Custdians will initiate this actin by submitting requests and justificatins t the APO r his/her alternate, using Frm SI-707. 11.0 TRADE-IN OR SWAP N prperty f any categry shall be traded-in r swapped withut the prir written authrizatin f the APO r her/his alternate. Prperty Custdians will initiate this actin by submitting requests and justificatins t the APO r his/her alternate, using Frm SI-707. 12.0 DISPOSAL OF PROPERTY Prperty Custdians will initiate a request and justificatin fr dispsitin f prperty t the APO r his/her alternate, using Frm SI-707. N prperty f any categry, including scrap and "n cmmercial value prperty" (junk), shall be dispsed f by any means withut written apprval frm the APO r his/her alternate. 13.0 EXCESS PROPERTY It is the respnsibility f the Prperty Custdian t prmptly reprt t the APO r his/her alternate, all prperty f any categry, fr which they are accuntable, that is excess t their needs. Frm SI-707 will be used, nting the cmplete descriptin including mdel number, serial number, size, weight, year f manufacture and cnditin cde. Reprts f scrapped, in need f repair and bslete (excess) Gvernment Prperty will be frwarded by the APO r his/her alternate, via Standard Frm 120 t the Gvernment Prperty Administratr fr dispsitin instructins. 14.0 DAMAGE OR LOSS It is the respnsibility f the Prperty Custdian t reprt the incidence f damaged, destryed, presumed stlen r lst prperty f any kind immediately t the APO r his/her alternate. The reprt will set frth all pertinent facts such as: full identificatin f prperty invlved, the time and cause f lss r damage, the extent theref, the name f the emplyee invlved, the circumstances, etc. Frm SI-707 will be used. After investigatin by the APO r his/her alternate, prperty that has been damaged, destryed, presumed stlen r lst will be reprted t the Bard f Survey r the Gvernment Prperty Administratr, by the APO r his/her alternate, fr dispsitin instructins.
15.0 TRANSFER AND LOAN OF PROPERTY 15.1 Transfer f Prperty 15.1.1 Prcedure Transfer f nn-expendable prperty in the custdy f ne Prperty Custdian t the custdy f anther shall be reprted immediately t the APO r his.her alternate, using Frm SI-707. The names, cdes and signatures f the releasing and accepting Prperty Custdians shall be included n the Frm SI- 707. 15.1.2 Restrictins 15.2 Lan f Prperty Gvernment Prperty shall nt be transferred t ther agencies, rganizatins r individuals. Such actin cnstitutes dispsal and will be handled in accrdance with 12.0. Prperty Custdian will nte that Gvernment prperty f any categry must be used slely in the wrk under the cntract r grant fr which it was furnished r acquired. Use f Gvernment prperty n ther cntracts r grants requires prir written apprval f the cgnizant cntracting agency. Requests and justificatins fr such use will be addressed t the APO r his/her alternate, using Frm SI-707 prir t effecting the transfer. 15.2.1 Lans Within SAO Lan f nn-expendable prperty between Prperty Custdian may be made prvided it is nt prhibited by the restrictins listed in 15.2.2 belw. All lans will be recrded by cmpleting the "Lan f Nn-Expendable Prperty" Frm. 15.2.2 Restrictins Gvernment prperty may nly be used as authrized; see 9.2 and 15.1.2. N prperty f any kind shall be laned t ther agencies, rganizatins r nn- SAO emplyees withut a Prperty Lan Agreement (see Attachment F) prepared by the Prperty Custdian, authrized by the APO r his/her alternate, and signed by the party accepting lan f the prperty. Written requests fr such lans, including the perid and justificatin will be addressed t the APO r his/her alternate, using Frm SI-707. The accuntability fr the prperty s laned shall remain with the Prperty Custdian making the lan.
16.0 SHIPPING AND OFF-SITE USE OF PROPERTY 16.1 Shipping 16.1.1 Plicy T the maximum extent practical, all shipments f prperty frm SAO t any destinatin and fr any purpse shall be accmplished thrugh Shipping and Receiving. T ensure that such shipments are prperly authrized and recrded, each shipment must be cvered by a duly cmpleted Manifest. Any prperty that is "hand carried" n a temprary basis away frm the facility where it is nrmally used (i.e., temprarily t anther lcatin, residence f an emplyee, etc.) shall be cvered by a duly cmpleted Prperty Pass (see 16.3 belw). 16.1.2 Manifest Prperty Custdians are respnsible fr cmpleting and signing the Manifest, entering their respective prperty cde (see 8.1), entering the fund number t be charged fr the shipping cst and btaining the signature f the apprpriate Authrizing Officer. Prperty Custdians lcated at SAO will frward all cpies f the Manifest t Shipping and Receiving. After prcessing the shipment, Shipping and Receiving will return the riginal t the Prperty Custdian, ne cpy cmplete with Gvernment Bill f Lading (GBL) number and estimated cst t the Authrizing Officer and ne cpy t the APO r his/her alternate. At field statins, the Prperty Custdians shall make the same distributin f the cmpleted manifest. 16.1.3 Special Shipments The APO r his/her alternate, is respnsible fr initiating the fllwing shipments: shrt- and lng-term warehuse strage f all categries f prperty will be crdinated by the APO r his/her alternate, upn receipt f a cmpleted Strage Request Frm lcated n the CfA intranet dispsal (see 12.0) all Gvernment prperty as directed by the cntracting agency (see 3.2) all Grant prperty as directed by the granting agency (see 3.3) all hardware and items deliverable under a cntract (upn request frm the Accuntable Officer). The APO r his/her alternate, will initiate such shipments using the Manifest r Frm DD1149, as apprpriate.
16.2 Off-site Use f Prperty 16.2.1 Plicy a. Smithsnian prperty (all categries) may nt be remved frm Smithsnian wrk sites by a Smithsnian emplyee except fr temprary fficial use, and when such use is necessary r beneficial t the cnduct f Smithsnian business. Temprary use is that shrt-term use required t cmplete an fficial and specific prgram/prject assignment that cannt be accmplished n-site during nrmal business hurs. This perid f use nrmally will nt exceed Tw Years. Temprary use requires written apprval by the Assciate Directr r Department Manager f the rganizatinal unit, pursuant t the prcedures utlined in paragraphs 3 and 4. b. The perid f use may be extended by the Assciate Directr r Department Manager f the rganizatinal unit with recertificatin (paragraph 3) nt t exceed tw years. Off-site use f prperty fr lnger than tw years will require the Directr's apprval. c. The Directr, Assciate Directrs and Department Managers may name a designee, in writing, t perfrm the functins called fr in this plicy. 16.2.2 Apprval t Remve Apprval t remve frm a Smithsnian wrk site fr temprary use by a Smithsnian emplyee will be granted by the Assciate Directr r Department Manager f the rganizatinal unit, prvided the request is in accrdance with this plicy. Such apprval is subject t Assciate Directr r Department Manager f the rganizatinal unit certifying that remval f the prperty will nt adversely affect the perfrmance f fficial duties f the rganizatin by the requesting emplyee and that the prperty being remved is nt excess prperty. Failure t meet plicy and apprval requirements can lead t disciplinary actin fr the emplyee, especially if lss, damage, r destructin ccurs during the remval perid. 16.2.3 Prcedures a. Smithsnian Frm SI-4153, "Off-Site Prperty Utilizatin Authrizatin", will be used fr the remval f Smithsnian-wned prperty frm a Smithsnian wrk site by a Smithsnian emplyee fr fficial use. b. The requester (brrwer) will prepare the Smithsnian Frm SI-4153, which will shw the requester's name, rganizatin cde, full descriptin f the prperty, the purpse fr temprary remval f the prperty, the perid f required use, the specific date the prperty will be returned and an explanatin f why it's use cannt be accmplished n-site during nrmal wrking hurs.
16.3 Prperty Pass c. The requester (brrwer) will submit the Smithsnian Frm SI-4153, t the Assciate Directr r Department Manager f the rganizatinal unit fr apprval as stated in paragraph 3. d. After apprval by the Assciate Directr r Department Manager f the rganizatinal unit, the Smithsnian frm SI-4153, will be submitted t the Prperty Custdian wh will anntate the inventry recrd t reflect the temprary use f the prperty. A cpy f the Smithsnian frm SI-4153, will be retained by the Prperty Custdian until return f the prperty has been verified. A cpy will als be prvided t the APO r his/her alternative, by the Prperty Custdian. e. The prperty will be returned by the date shwn n the Smithsnian Frm SI-4153. A cpy f the authrizatin frm can be btained by cntacting the APO at mmcisaac@cfa. Prperty Custdians are respnsible fr cmpleting the Prperty Pass in duplicate and signing it in blck 7, referencing their prperty cde. The riginal will be given t the emplyee authrized t remve the prperty and the cpy will be retained by the Prperty Custdian until the prperty has been returned t the area f her r his accuntability. 17.0 RELEASE OF ACCOUNTABILITY Prperty Custdians are respnsible fr clearing emplyees fr items f prperty prir t the individual's separatin r transfer. This shall be accmplished by cmpleting the apprpriate sectin f the Exit Clearance Frm. Prperty Custdians t be separated, transferred r relieved f Prperty Custdian's duties must cntact the APO r his/her alternate, thirty (30) days prir t cessatin f Prperty Custdians duties and respnsibilities. Apprved By: /s/ Charles Alcck Directr