The University of Texas at Austin Applied Research Laboratories (ARL:UT) acquires government property in the following manner:

1. Procurement of government property from government sources will be by Military Standard Requisition and Issue Procedures (MILSTRIP) per the Defense Federal Acquisition Regulation Supplement (DFARS), Part 45, or in accordance with the property clauses of the research contracts and The University of Texas at Austin Handbook of Business Procedures Part 16.5.6.5.

2. Procurement of property from commercial sources will be in accordance with the procedures described in "Purchasing Procedures—The University of Texas at Austin Manual."

Defense Federal Acquisition Regulation Supplement (DFARS)
Handbook of Business Procedures Part 16.5.6.5

B. Receiving Procedures

When government property is received undamaged, the receiving clerk will sign and clear the Government Bill of Lading (GBL) and make necessary distribution.

When shortages and/or damages occur, the receiving clerk will annotate all shortages or damages on the carrier's delivery receipt, on the packing sheet, and on the reverse side of the GBL at the time of delivery; he will then advise the Property Office and the ARL:UT Purchasing Office, who will take the following action:

1. The department of the delivering carrier that addresses shortages, overages, and damages will be contacted and requested to initiate immediate tracer action to resolve the discrepancy.

2. If the discrepancy is not resolved, a letter will be prepared describing the nature and circumstances of the discrepancy. The letter and the original GBL with the "Consignee's Certificate of Delivery" indicating that the delivery of goods was unaccomplished will be forwarded to the Office of Naval Research Regional Office (ONRRO) or cognizant property administrator. The receiving copy of the GBL and a copy of the letter will be retained for record keeping purposes.

A numbered ARL:UT receiving report showing the consignor's reference or shipping number, date received, and name of government depot of commercial supplier will be prepared for each shipment of property received from government agencies.

The property will then be delivered to the requesting division and signed for by the division head or his authorized representative. One copy of the receiving report will be filed in the Receiving Office and one copy will be forwarded to the Property Office.

Office of Naval Research

C. Property Records

Property records will be established for all serviceable and repairable property held by ARL:UT. Property records will identify property by type (class) as prescribed in FAR Part 45, or identified as industrial plant equipment (IPE) by the Defense Industrial Plant Equipment Center (DIPEC).

1. Inventory records will contain the following information: (1) government identification number, (2) property nomenclature, (3) manufacturer's name, (4) model and serial number, (5) acquisition cost, (6) purchasing contract number, (7) acquisition document numbers, (8) location and/or custodian information, and (9) disposal information and disposition date.

2. All items identified as IPE will be reported to the ONRRO on a Form DD 1342 in accordance with 4215.1, DIPEC. Plant equipment on NASA contracts will be reported through the equipment visibility system to the ONRRO on Form DD 1342 in accordance with NASA FAR Supplement Part 52.

3. Upon the disposal of equipment, the equipment records will be placed in an inactive file for future reference.

Federal Acquisition Regulation
Office of Naval Research

D. Financial Control Accounting

Data from the property records will be used in compiling the annual report on the dollar amount of government owned facilities, including buildings, plant equipment, and production equipment. Government owned property does not include scrap and salvage, end items for repair and return, work in process, or expendable materials. These reports will be prepared by the Property Office and forwarded to the ONRRO or other cognizant property administrator in accordance with FAR Part 45.

For more information about maintaining property records, see the Handbook of Business Procedures Part 16.5.5.

Office of Naval Research
Handbook of Business Procedures Part 16.5.5

E. Property Not Under Contract Agreement

Any government owned property on hand that is not covered by an existing contract will be promptly reported to the ONRRO or cognizant property administrator by the Property Office.

F. Storage of Government Property

For information about storage of government property, see The University of Texas at Austin Handbook of Business Procedures Part 16.5.3 C.

G. Government Property Lost or Damaged by Contractor

The Property Administrator will immediately be notified by letter of any damage, loss, or destruction of government property in the contractor's custody. The damage report will give complete information as to the nature of the damage, the location of the property, the approximate cost of the damage, and a brief description of how the damage occurred.

The above information will also be required of subcontractors in the event government property is damaged, lost, or destroyed while in their custody.

H. Subcontractor Requirements

Subcontractors who are provided government property under a prime contract will comply with the provisions of FAR, Part 45. A subcontractor's property system will be subject to ARL:UT approval.

Federal Acquisition Regulation

I. Marking of Government Property

Plant equipment and special test equipment will be marked "U.S. Government Property" and assigned an identification number, unless it is determined that such markings will damage the equipment or will be impractical.

IPE, including industrial reserve plant equipment, will be marked as U.S. Government property and assigned an identification number except when it is impractical. This number will be recorded on the inventory records.

All property identification shall be accomplished by permanently affixing a metal, fiber, or plastic tag imprinted with the government identification number, or by etching the number directly on the equipment. Identification shall consist of a label indicating U.S. Government ownership and an ID number. Identification markings will be removed prior to sale or scrapping.

J. Inventory of Government Property

See The University of Texas at Austin Handbook of Business Procedures Part 16.5.5. C.

K. Shipping of Government Property

All government property shipped will be documented using ARL:UT shipping tickets.

An ARL:UT shipping ticket will be processed each time government property is sent to an outside vendor for repair and return. All documentation will be annotated "Government Owned Property."

When the property is returned, delivery documents will be referenced to the ARL:UT shipping ticket. Periodically, shipping tickets will be audited by the Property Office to assure the return of all government property.

U.S. Government Inventory Forms

L. Disposition of Government Owned Property

See The University of Texas at Austin Handbook of Business Procedures Part 16.5.4.

M. Excess Property

Custodians will report excess property to the Property Office on their annual inventory described in Handbook of Business Procedures Part 16.5.5. C of this procedure and will request disposition instructions. Property which becomes excess to the requirements of an existing contract, and excess to general laboratory requirements, will be promptly reported to the ONRRO or cognizant property administrator for disposal instructions.

Handbook of Business Procedures Part 16.5.5. C
Office of Naval Research

N. Transfer of Title of Government Property

ARL:UT will furnish listings of government owned property seeking transfer of title to The University of Texas at Austin when transfer is allowed per contract specifications. Listings of equipment will be accompanied by a letter indicating that title to the property now rests with The University of Texas at Austin as authorized by the contract. These listings will be sent to the ONRRO within 10 days of the end of the calendar quarter in which ARL:UT pays for the equipment.

Office of Naval Research

O. Utilization

See The University of Texas at Austin Handbook of Business Procedures Part 16.5.3 F.

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