Revised 06/08

1. General
2. Inventory
   1. Capital Equipment
   2. Sensitive Assets
   3. Stores Stock (section deleted 09/07)
   4. Controlled Substances
   5. Precious Metals
   6. Radioactive Sources
3. Storage of Property
4. Sale or Transfer of Property
5. Property Movement Records
   1. General
   2. Shipping Documents
   3. Material Passes
   4. Exceptions
   5. Equipment Movement Tags
6. Property Retirement
7. Insurance of Property
8. Property Acquired as a Gift
9. Personally Owned Property

A. GENERAL

Supervisors are responsible for the proper use and control of property and supplies used by their groups. The overall management and control of property at the Laboratory is coordinated by the Office of the Chief Financial Officer/Property Services in accordance with procedures and policies described more fully in the Property Manual (LBNL/PUB-3032). Copies of the Property Manual are available in division offices and from the Property Management Group. Some of the more important procedures and policies are described below.

B. INVENTORY

1. Capital Equipment

Capital equipment assets are inventoried once every two years under the direction of the Office of the Chief Financial Officer/Property Management Group. The assistance of division personnel and property custodians is obtained as necessary to locate items.

2. Sensitive Assets

Sensitive assets are inventoried annually under the direction of the Office of the Chief Financial Officer/Property Management Group. User accountability records of transfers or returns are maintained for these items.

3. Stores Stock

(Section 11.40(B)(3) (Stores Stock) deleted 09/07.)

4. Controlled Substances

Inventories of controlled substances are conducted by the Office of the Chief Financial Officer/Property Management Group every year in accordance with federal regulations. The Property Management Group conducts an inventory every other year and an unannounced inventory during alternate years.

5. Precious Metals

Physical inventories of precious metals are conducted annually by holders and audited by the Office of the Chief Financial Officer/Property Management Group.

6. Radioactive Sources

Radioactive sources are inventoried and physically inspected annually by the Environment, Health & Safety Division.

C. STORAGE OF PROPERTY

Warehouse storage of Laboratory material is provided by the off-site facilities section of Support Services. To store material off site, authorization on a Stock Form 7600-55925 (Warehouse Storage Request), approved by a group leader or department head, is required. Items in storage are periodically reviewed to ensure that retention is justified. Continued retention may require the approval of the Associate Laboratory Director for Operations and DOE.

D. SALE OR TRANSFER OF PROPERTY

All sales or transfers of government property and normal transfers of excess material require approval of the Office of the Chief Financial Officer/Property Management Group.

E. PROPERTY MOVEMENT RECORDS

1. General

Except as noted below in Paragraph (E)(4), removal of all property from the Laboratory requires documentation on Stock Form 7600-55567 (Shipping Document) or 7600-67344 (Material Pass) for record and control purposes.

2. Shipping Documents

Stock Form 7600-55567 (Shipping Document) is required in all situations in which property is removed from the Laboratory, except as noted below. This document is also required in cases involving "hand carrying" property by employees in travel status. The requester is responsible for filling out the Shipping Document and obtaining approvals; the Shipping Department enters the Shipping Document number as well as details in the fields indicated by "For Use by Shipping Section Only" at the bottom of the form.

3. Material Passes

1. Under the following circumstances, Stock Form 7600-67344 (Material Pass) may be used in lieu of a Shipping Document:
   • For use in connection with visits to suppliers performing Laboratory work if the material will remain in the custody of Laboratory personnel.

   • For short-term or intermittent use to perform Laboratory work at home or a Bay Area work location (e.g., LLNL, Richmond Field Station)

   • For short-term use in connection with authorized attendance at a meeting, seminar, exhibit, or lecture

   • When an emergency does not permit time for preparation of a shipping document

2. Material passes must be prepared in advance and submitted to the Office of the Chief Financial Officer/Property Management Group. The passes must be completely filled out and signed by both the employee and supervisor or by the Property Management Group. The reason for removal of the property must be clearly stated. When the property does not belong to the Laboratory, the ownership and reason for having the property on site must be shown.

4. Exceptions

Property-removal records are not required in the following cases:

• When Laboratory Transportation personnel transport property in official vehicles from Berkeley to LLNL, to recognized off-site warehouse storage locations, or to the Laboratory campus buildings


• When Environment, Health & Safety Division (EH&S) personnel transport radioactive material in official vehicles to LLNL


• When employees remove unwrapped and obviously personal items such as wearing apparel, lunch boxes, newspapers, books, and magazines


• When vendors or contractors remove their own property from the Laboratory, unless the property was borrowed for Laboratory use


• When employees remove documents, books, and other printed matter that will remain in the individual's custody until returned to the Laboratory


• When scrap and salvage dealers remove equipment items and materials from the Laboratory under blanket orders or other approved sales contracts


• When refuse is removed from the Laboratory

5. Equipment Movement Tags

An Equipment Movement Tag (EMT) is necessary to document the movement of equipment or the permanent reassignment of sensitive equipment from one employee to another. Use of an EMT or other written notification to the Office of the Chief Financial Officer/Property Management Group is required to record all movement of all other inventorial equipment contained in the Property Management and Accounting System. EMTs are available from Transportation drivers, or may be ordered through e-Buy.

F. PROPERTY RETIREMENT

Equipment items that are of no further need should be sent to the Property Reuse Center. Items that have value in their parts may be cannibalized by users only after obtaining permission from the Office of the Chief Financial Officer/Property Services. This is particularly important in the case of data-processing equipment. EH&S must monitor and tag equipment for radioactivity before it is sent to the Property Reuse Center. See the Health and Safety Manual (LBNL/PUB-3000). The Property Management Group will assist in preparing retirement records to remove such items from the accounting records.

G. INSURANCE OF PROPERTY

1. Because title to Laboratory property rests with the United States government, federal statute (5 USCA-134) prohibits the insurance of such property under the government policy of "self-insurance." Employees who arrange for shipments of Laboratory property or who travel with Laboratory property should not insure such shipments. Reimbursement will not be made for any premiums paid.

2. Arrangements to insure non-Laboratory property borrowed for Laboratory use are made through the Office of the Chief Financial Officer, which is responsible for obtaining any necessary DOE approvals.

H. PROPERTY ACQUIRED AS A GIFT

1. Any property item that has been accepted as a gift or that has been purchased with funds specifically accountable as a gift must be reported in accordance with University and Laboratory practices. See RPM §1.18 (Solicitation and Acceptance of Gifts). Gifts are accepted in the name of the University and become the property of the University—not of the United States government. The Office of the Chief Financial Officer/Sponsored Projects Office is responsible for reporting gifts of property to Property Services. Such reporting includes the cost (including sales tax), nomenclature (manufacturer, model, serial number), user name, user account, location (building and room), and any other pertinent information.

2. The Property Management Group will ensure that the gift is identified with a property number decal and have the equipment entered into the Property Management and Accounting System.

I. PERSONALLY OWNED PROPERTY

Personally owned property must not be installed in, affixed to, or made a part of any government-owned property. This restriction does not apply to small, personally owned decorative items or memorabilia at the workplace. In all cases, the Laboratory is not responsible for loss of or damage to any personally owned item.