From: Commanding Officer, Navy and Marine Corps Public Health Center

Transcription

1 DEPARTMENT OF THE NAVY NAVY AND MARINE CORPS PUBLIC HEALTH CENTER 620 JOHN PAUL JONES CIRCLE SUITE 1100 PORTSMOUTH VA NAVMCPUBHLTHCEN INSTRUCTION M NAVMCPUBHLTHCENINST M AS From: Commanding Officer, Navy and Marine Corps Public Health Center Subj: PERSONAL PROPERTY CONTROL AND ACCOUNTABILITY Ref: (a) DOD R Financial Management Regulation, Volume 4, Chapter 6 (b) SECNAVINST A (c) NAVMED Personal Property Standard Operating Procedures (Revised June 14, 2013), Ver 3.0 (d) NAVMED P-5132 CH-3 (Rev ) (e) DoD Instruction of 19 May 2011 (f) NMCPHC Equipment Management Standard Operating Procedures 1. Purpose. This instruction establishes policy and procedures for personal property management that meets financial accounting and accountability requirements established by references (a) through (f). 2. Cancellation. NAVMCPUBHLTHCENINST L. NMCPHC 6700/2 (Rev. 06/08). 3. Scope. This instruction applies to the Navy and Marine Corps Public Health Center (NMCPHC) and its field activities. Personnel assigned responsibility for custody, accounting, and disposition of government personal property are required to comply with the provisions of this instruction. 4. Policy. Per reference (b), it is policy for the commanding officer (CO) to: a. Develop, establish, and maintain a uniform property management system. b. Avoid new equipment procurement when serviceable equipment is available. c. Advise Department of Navy (DON) personnel that they shall not directly or indirectly use, take, dispose, or allow

2 the use, taking, or disposing of government property for other than officially approved purposes. d. Allow DON personnel to take government-owned equipment out of the building with an approved property pass when the employee will be using the equipment for approved official business at an alternate location. e. Ensure a personal property system, such as Defense Medical Logistics Standard Support (DMLSS), is utilized in conjunction with the procedures, documentation, and management controls outlined in this instruction to maintain accurate financial reporting and accountability of government assets. 5. Definitions a. Accountable Personal Property. All property purchased or leased having a unit acquisition cost of $5,000 or more, and items that are sensitive, classified, hazardous, or meet all of the following three criteria: (1) Pilferable equipment with an initial acquisition cost of at least $1,000 and other equipment designated by the CO, including but not limited to: Computers, laptops, printers, and any other equipment so designated by the CO. (2) Critical to the activity s business/mission. (3) Hard to repair or replace. b. Capital Personal Property. Has an acquisition cost, book value, or fair market value that equals or exceeds $100,000. c. Minor Personal Property. Has an acquisition cost greater than $5,000, but less than $100,000. d. Sub-Minor Personal Property. Has an acquisition cost of $5,000 or less. Sub-minor property that is not pilferable, classified, sensitive or hazardous, and does not require accountability should be labeled as government property. e. Contractor-acquired Personal Property. Personal property assets purchased for use in the performance of a government contract with the intent that the federal government retain ownership of the assets, shall be recorded and tracked in 2

3 a compliant personal property system upon physical transfer to the Department of Defense. 6. Responsibilities a. COs/officers in charge (OICs) are the accountable officers and responsible for ensuring all command personal property is properly maintained, safeguarded, accounted for, and accurately reported. This includes the proper recording and reporting of the financial information for the personal property in the CO/OIC s possession. b. The command director for administration (DFA)/ administrative officers shall provide oversight for personal property management, to include: Assurance that physical counts (i.e., inventories) are conducted properly as required; data reflected in DMLSS is accurate; asset accountability is maintained; and financial reporting of personal property is correct. c. The command personal property managers (PPMs) shall: (1) Be designated in writing by the CO/OIC and implement the policies and procedures established by this instruction. (2) Familiarize themselves with references (c) and (f) as well as monitor NMCPHC s ProcessQuik website for current standard operating procedures. (3) Schedule training for personal property personnel. (4) Ensure personal property system data security and integrity. (5) Properly identify and accept equipment items; assign equipment control numbers and record the items into DMLSS within 7 calendar days of receipt. After being properly bar coded, all automated data processing (ADP) equipment shall be delivered to IT personnel for software installation. (6) Identify idle equipment and maintain an available excess equipment listing. PPMs shall dispose of all excess equipment in accordance with reference (c). (7) Conduct wall-to-wall, annual, and quarterly inventories on all departments to ensure accountability and 3

4 update property database records for all minor and capital property. (8) Provide each Responsible Officer with an updated Custodian Receipt/Equipment Location listing from DMLSS as needed. (9) Notify the DFA/administrative officer and physical security officer when equipment is reported as missing or stolen. A DD Form 200 (JUL 2009), Financial Liability Investigation of Property Loss identifying missing equipment is to be forwarded to the DFA/administrative officer. (10) Ensure equipment property passes are issued to and accompany personnel leaving the building with equipment. (11) Ensure a loan agreement (and property pass if applicable) is issued to personnel that are borrowing government-owned equipment for approved official business conducted at an alternate location. NMCPHC 6700/4 (Rev 08-14), Loan Agreement shall be used at Headquarters and may be used at the Field Activities. d. Department heads shall: (1) Ensure the due care and safekeeping of personal property assigned to their custody or the custody of those persons reporting to them. (2) Ensure personnel do not move ADP equipment when relocating within the command. (a) Personnel must submit a request to the appropriate information technology (IT) HelpDesk with a copy to their respective RO or equipment coordinator. (b) IT staff are the only personnel authorized to move ADP equipment. (3) Upon leaving the department head position, ensure a departmental inventory is conducted prior to transferring accountability of equipment to the new incoming department head. 4

5 e. Responsible officers shall: (1) Ensure the due care and safekeeping of personal property assigned to their custody and to maintain an up-to-date equipment inventory listing. (2) Notify the PPM of all excess equipment for turn in, providing the date the item will be available for removal. (3) Ensure a NMCPHC 6700/6 (Rev 08-14), Equipment Transfer Sheet is completed and turned in to the PPM when any capital or minor property is permanently relocated to another location by IT personnel. The information on the NMCPHC 6700/6 (Rev 08-14) should be verified by the IT staff member. (4) Assist the command PPM in completing the wall-towall or annual inventories. (5) Reconcile departmental inventories by producing the assigned equipment item or by completing DD Form 200 (JUL 2009) for any missing property assigned to their custody. RO s shall inform their appropriate department heads and submit DD Form 200 (JUL 2009) to the PPM. The process for completing this form is outlined in reference (a). f. Equipment coordinators may be assigned to assist the RO in ensuring all government property is accounted for within their area of responsibility. Coordinators are to be appointed in writing by their CO or OIC. 7. NMCPHC and its field activities will identify all excess accountable personal property in DMLSS and notify the PPMs within the enterprise via of the posting. This allows NMCPHC and its field activities the first chance to review and claim the available excess equipment. Shipping charges are normally paid for by the receiving activity. 8. All PPMs shall utilize overarching processes outlined in reference (c), which may be found on Navy Knowledge Online at , as well as local processes outlined in reference (f), which may be found on NMCPHC SharePoint site at 5

6 NAVMCPUBHLTHCENINST 6700.lM 9. Forms a. The following NMCPHC forms are available electronically at (1) NMCPHC 6700/4 (Rev 08-14), Loan Agreement (2) NMCPHC 6700/6 (Rev 08-14), Equipment Transfer Sheet b. The following DoD forms are available electronically at htm. (1) DD Form 200 (JUL 2009), Financial Liability Investigation of Property Loss Form. (2) DD Form 1149 (JUL 2006), Requisition and Invoice/Shipping Document. (3) DD Form 1348-lA (JUL 1991), Issue Release/Receipt Document. 10. Records Management. Records created as a result of this instruction, regardless of media and format, shall be managed per SECNAV Manual of January Distribution is electronic only via the NMCPHC SharePoint site at: 6