Links updated 09/08

1. General
2. Responsibilities
3. Equipment Pools
4. Property Loans
5. Excess Property
6. Property Loss or Damage

A. GENERAL

1. This section briefly highlights Laboratory policies and procedures pertinent to the use of property and supplies. The Laboratory Property Manual (LBNL/PUB-3032) defines these policies and procedures in detail. Copies of this guide are available in division offices and from the Office of the Chief Financial Officer/Property Management Group.

2. Facilities, tools, supplies, materials, and equipment used by the Laboratory are United States government property. As such, their use on or off the Laboratory site for any purpose other than official Laboratory business constitutes a type of conflict of interest and is illegal and prohibited. Individuals guilty of such improper activity are subject to disciplinary action by the Laboratory and prosecution under federal law (Title 18, United States Code). Disciplinary action by the Laboratory for improper, dishonest, or illegal activities may include official reprimand, warning, temporary or indefinite salary decrease, suspension without pay, demotion, or dismissal. Prosecution at the discretion of the United States Attorney may result in a fine or imprisonment or both.

3. Arrangements can be made to lend Laboratory property to approved organizations. These arrangements are made by the Property Management Group. See Paragraph (D), below.

4. Walk-through inspections of Laboratory areas are conducted biennially to identify any unused equipment that may be redeployed. Results of the walk-through are reported to DOE.

B. RESPONSIBILITIES

1. It is Laboratory policy that efficient use be made of all materials in its custody and that adequate care be taken to protect material from loss or damage. Each Laboratory division is responsible for planning its own property requirements; for allocating, using, and maintaining its property resources in the most effective manner; and for maintaining a safe working environment.

2. Supervisors are responsible for reporting and dealing with improper activities occurring within their areas of responsibility. Examples of activities that are improper and prohibited include the following:
   • The conduct of personal business using Laboratory materials, facilities, or vehicles during work hours. This includes the repair of radios, bicycles, motor vehicles, and similar items and the use of Laboratory computers, photographic supplies, copiers, and office supplies.

   • Removal of equipment from the site without proper authority.

C. EQUIPMENT POOLS

Equipment pools allow effective use of equipment when user needs are short term or intermittent. Pools serve the needs of large research groups or departments, divisions, or the Laboratory as a whole. Following is a list of current pools and responsible units:

D. PROPERTY LOANS

Laboratory property and supplies are for official Laboratory use only and may not be loaned to or used by non-Laboratory personnel or organizations without proper Laboratory and DOE approval. Requests to make such loans should be directed to the Office of the Chief Financial Officer/Property Management Group. Property being loaned to other organizations must be processed through the Shipping Section, with Property Management's approval.

Employees arranging to personally return loaned property to the Laboratory must notify Receiving to ensure that the return is recorded and the loan closed out.

E. EXCESS PROPERTY

The Facilities Division is responsible for processing all materials (including software) in excess of the needs of a Laboratory unit. Such material should be sent to the Property Reuse Center. Excess property is listed by the excess disposal section in an electronic report that is distributed to division offices and interested Laboratory units. If such excess material is not promptly reserved for use on Laboratory work, it will be listed for review by other DOE contractors or governmental agencies in accordance with DOE regulations. In no case should this material be removed by employees for personal use.

Excess property that has completed this screening process may be donated to nonprofit educational institutions or sold as surplus property.

F. PROPERTY LOSS OR DAMAGE

All losses and any damage (excluding normal wear) involving Laboratory property must be reported to the Property Manager. If it appears that theft, vandalism, sabotage, or willful destruction of any Laboratory property is involved, the incident must also be reported to the University of California, Berkeley, Police Department. In addition, employees must report all accidents involving Laboratory vehicles to the Environment, Health & Safety Division (EH&S). The necessary forms may be obtained from the Motor Pool and EH&S offices.