- Property Manager - The designated University employee who will be the custodian of and will be responsible
for all the moveable property within the University (Adapted from LAC Title 34 Part
VII 301 & 305).
- Moveable Property - All tangible, non-consumable property owned by the University with the exception
of property specifically exempted by the commissioner (Adapted from LAC Title 34 Part
- Supplies - items consumable through normal use in no more than one year's time (LAC Title
34 Part VII 307).
- Items of Property to be Inventoried - All items of moveable property having an "original" acquisition cost, when first
purchased by the State of Louisiana, of $1,000.00 or more, all gifts and other property
having a fair market value of $1,000.00 or more, all weapons regardless of cost, with
the exception of items specifically excluded in 307.F and G, must be placed on inventory.
The term "moveable" distinguishes this type of equipment from equipment attached as
a permanent part of a building or structure. Items must have a life expectancy through
normal use of more than one year. All acquisitions of qualified items must be tagged
with an identification tag approved by the Commissioner of Administration, which shall
bear a unique identification number, and all pertinent information must be recorded
within 60 DAYS after receipt of these items (LAC Title 34 Part VII 307).
* NOTE: In order to clarify matters and adapt these terms to those currently in use at the
University of New Orleans, the term "moveable equipment" will henceforth be used to
refer to "Items of Property to be Inventoried" as defined by State Property Control
Rules & Regulations.
- Surplus Property - Any moveable State property which is deemed to be of no further use to the agency
(LAC Title 34 Part VII 101). Refereed to as "excess" by Federal regulations.
- Departmental Equipment Custodian - Individuals appointed by the department head to control all moveable property for
their department and to be in compliance with University policies and procedures regarding
- Equipment Entrustee – An employee of the University entrusted with UNO owned equipment. This individual
is responsible for the safekeeping of the UNO equipment until it is returned to his/her
Departmental Equipment Custodian. Each Equipment Entrustee must complete a UNO Equipment
Entrustee Form and ensure that the form is delivered to the UNO Property Control Department.
- Contracting Officer - A person with the authority to enter into, administer, and/or terminate contracts
and make related determinations and findings. The term includes certain authorized
representatives of the contracting officer acting within the limits of their authority
as delegated by the contracting officer. "Administrative contracting officer (ACO)''
refers to a contracting officer who is administering contracts. "Termination contracting
officer (TCO)" refers to a contracting officer who is settling terminated contracts.
A single contracting officer may be responsible for duties in any or all of these
areas. Reference in this regulation (48 CFR Chapter 1) to administrative contracting
officer or termination contracting officer does not-- (1) Require that a duty be performed
at a particular office or activity or (2) Restrict in any way a contracting officer
in the performance of any duty properly assigned. (FAR 2.101).
- Government-Furnished Property - Property in the possession of, or directly acquired by, the Government and subsequently
delivered to or made available to the University (Adapted from FAR 45.101).
- Contractor-Acquired Property - Property acquired or otherwise provided by the contractor for performing a contract
and to which the Government has title (FAR 45.101).
- Government Property - Property owned by or leased to the Government or acquired by the Government under
the terms of the contract. It includes both Government-furnished property and contractor-acquired
property as defined (FAR 45.101).
Each item that meets the definition for "items of property to be inventoried" must
be identified with a University identification tag within 60 days of receipt. Property
Control shall be responsible for the tagging of property and the maintenance of property
identification tags. Furthermore, identification numbers may be inscribed with indelible
ink and/or an engraving tool.
- Acquisitions of Equipment - Acquisitions of equipment will be added to the inventory as described below.
- Purchases from General Funds - Equipment purchased with state funds will be tagged and added to the inventory.
- Purchases from Grants
- Equipment Title Vests with the University - When equipment is purchased on a grant, title to the equipment vests with the University
in the majority of cases. Equipment will be tagged, added to the inventory and the
letters "FED" will be placed at the end of the description field if the source of
funds is Federal.
- Equipment Title Vests with the Federal Government - In the case where title for the equipment is retained by the Federal Government
(Government Property), in addition to the steps in the paragraph above, all of the
procedures in Section VI – Federal Property Management Procedures will also apply.
The following special measures will be taken regarding the value of the equipment:
A value of zero will be assigned to the items. When the grant expires, action will
be taken to clear up our records depending on the disposition instructions for the
equipment. In most cases, title will be turned over to the University, in which case
a cost adjustment will be made to reflect the value of the property, replacing the
zero amount. If it is removed from the University, it will be dropped from the inventory.
This procedure allows the University to maintain control of equipment in the possession
of, but not belonging to UNO, for insurance and accountability purposes without distorting
- Leased Equipment (Operating Lease) - Equipment (excluding vehicles) on lease by the University will not be assigned
inventory numbers or added to the inventory. They will be accounted for only in departmental
memorandum records however, all leased vehicles will be assigned an inventory number
and placed onto the inventory.
- Lease Purchase (Capital Lease) - Equipment on lease with the option to buy, will be added to the inventory at the
beginning of the lease for the full amount of the lease.
- Installment Purchases - When equipment is purchased in installments, the equipment will be added to the
inventory upon acquisition for the sum of all the payments.
- Donations - Parties interested in making donations to the University should contact the Office
of University Advancement for instructions. It is the policy of the University for
all donated equipment to be donated to and accepted by the UNO Foundation. All donations
of moveable equipment must be immediately reported to the UNO Foundation. The UNO
Foundation will donate all useful property to the University on a quarterly basis.
Donated equipment becomes property of the University only after the Act of Donation
from the UNO Foundation has been accepted by the authorized University official, Vice
Chancellor for Financial Services and Comptroller or his/her designee. The University
will only accept donations of equipment that it deems useful. In the case where the
donor requests an R-3400 form (Certification of Donation or Contribution of Property
of a Sophisticated and Technological Nature), the University will accept the donation
directly. The R-3400 will be completed by the donor and the equipment becomes the
property of the University once the form is signed by the authorized University official,
Vice Chancellor for Financial Services and Comptroller or his/her designee. If the
donated equipment is new and the donor has a copy of the invoice or receipt, the invoice
or receipt amount will be the value of that equipment. If the donated property is
not new and the donor provides a copy of the invoice or receipt, straight-line depreciation
will be used. For computer and electrical equipment, value will be determined by using
a 5-year depreciation schedule. For mechanical and all other equipment, a 7-year depreciation
schedule will be used. All equipment when fully depreciated has a salvage value of
zero (0). In other instances, the University will obtain an appraised value by analyzing
current on-line auctions for similar equipment or through the use of other equitable
methods. All donated equipment, which is valued at or above $1,000.00, will be tagged
by Property Control and added to the master inventory listing. The University will
only accept donations that are of use to the University and reserves the right to
accept or decline donations.
- Loans of Equipment - Equipment on short-term loan (six months or less) to the University from private
or Federal sources will not be assigned inventory numbers or added to the inventory.
They will be accounted for only in departmental memorandum records. Items of equipment
on long-term loan (over six months) to the University from private or Federal sources
will be assigned inventory numbers and added to the inventory. A copy of the loan
agreement will be forwarded to Property Control. Property Control will add the equipment
to the master inventory listing. The amount will be recorded as zero (to keep financial
records correct). For loans from private sources, the purchase order will be recorded
as "PRLOAN." For Federal loans, the purchase order will be recorded as "FDLOAN." Special
files will be kept by Property Control for private and Federal loans of equipment
containing all information pertinent to the loan. When the equipment is returned,
it will be removed from the inventory and the paperwork will be removed from the file,
marked with the date of return and filed in an inactive loan file.
- Transfers and Deletions of Equipment - The following procedures need to be taken when moveable property is to be transferred
within the University or retired from the University's inventory. If an item is to
be transferred to state surplus, transferred to another state agency, if it is stolen,
needs to be scrapped (because it was destroyed), or if it will be dismantled for parts
or traded-in, the State Form BF-11 will be filled out by Property Control. The Form
BF-11 is a request to the State to allow Property Control to remove items from the
inventory. No moveable equipment may be disposed of, in any manner, or transferred
out of the University until a copy of the Form BF-11 is received from the Louisiana
Property Assistance Agency (LPAA) with Section II "Division of Administration Only"
completed and signed as approved. The departments should initiate these actions by
forwarding a "Property Transfers" or a "Property Deletion Request" form to Property
The "Property Transfers" form must be used when the department would like to:
- transfer equipment to another University department,
- transfer equipment to the Property Control warehouse.
The "Property Deletion Request" form must be submitted to Property Control for the
- an item was stolen,
- an item was destroyed,
- an item is to be dismantled for parts,
- an item is to be traded-in for credit toward a new purchase,
- an item is to be transferred to another State agency
- Property Transfers within the University - To transfer an item from one department to another, both the sending and receiving
departments must notify Property Control.
- Surplus Property - All equipment should be in use or declared "surplus", as per these procedures in
order to comply with State and Federal regulations. As soon as the department has
determined the equipment to be surplus, the department must initiate the disposition
process by informing Property Control via email, memo, fax, or on-line form: "Property
Transfers". Arrangements will then be made for the equipment's removal.
If it is determined that the University has no use for the item, Property Control
will fill out Form BF-11 to transfer the item to the state warehouse in Baton Rouge.
The completed Form BF-11 will be forwarded to LPAA for approval. Upon receipt of the
approved Form BF-11 for equipment that is no longer useful to the University, Property
Control will make arrangements with LPAA to have the equipment picked-up. Due to space
limitations, it may be more convenient for UNO to deliver surplus equipment to the
state warehouse. Once the State has received the equipment, they will sign and return
to Property Control the pink copy of Form BF-11 for our records. The surplus equipment
will then be removed from inventory.
- Stolen Equipment - If an item is stolen from campus, the department must notify Campus Police immediately
and follow their policies. The investigating officer will complete a police report.
The departmental equipment custodian must fill out the "Property Deletion Request"
form, indicating the police report number and forward the form along with a copy of
the police report to Property Control. If an item is stolen from an off-campus location,
the appropriate police agency must be notified. As above, the departmental equipment
custodian must fill out the "Property Deletion Request" form, indicating the police
report number and forward the form along with a copy of the police report to Property
Control. The University's Office of Risk Management should be notified in either case
above. The custodian should include in the police report the tag number(s) and the
serial number(s). If the Police report states that forced entry was used, Property
Control will then forward Form BF-11 and a copy of the police report to LPAA. The
equipment will then be removed from the inventory upon receiving the approved Form
- Scrap - When an item is in such bad shape that it is not repairable or reusable by either
the University or the State, departments may request that the equipment be scrapped.
A "Property Deletion Request" form must be completed and forwarded to Property Control.
Property Control will then forward a Form BF-11 to LPAA requesting permission to scrap
the equipment. If approved, the equipment will be picked up by Property Control or
Facility Services and disposed of in the appropriate manner. These items will be removed
from inventory. If not approved, the equipment will be declared surplus, a new Form
BF-11 will be issued, and the property will be transferred to LPAA. No equipment is
to be disposed of unless approved by LPAA (Louisiana Property Assistance Agency) via
- Dismantle for Parts - If a department wishes to dismantle a piece of equipment for parts, the "Property
Deletion Request" form must be completed and forwarded to Property Control. Property
Control will then complete Form BF-11 and send it to LPAA. When the Form BF-11 is
approved, the department will be notified by Property Control with a copy of the approved
Form BF-11. Once approval has been received, the department may dismantle the equipment
for parts. If the Form BF-11 is not approved, the equipment must not be dismantled.
Upon approval, Property Control will remove dismantled equipment from the inventory.
No equipment is to be dismantled, in any form, unless approved by LPAA (Louisiana
Property Assistance Agency) via Property Control.
- Trade-ins - If equipment is to be traded in, the Purchasing Office must solicit competition
in accordance with State Purchasing Regulations. Quoted prices must include the purchase
price of the equipment with the amount allowed for the trade-in. Property Control
must forward a form BF-11, along with the evidence of competition, to LPAA for their
approval. If approved, the equipment may be traded in. The new item should be added
to the inventory at its gross value. The item traded in will be removed from the inventory.
- Interagency Transfer - If UNO has surplus equipment that is needed by another state agency, Form BF-11
will be completed by UNO to request an interagency transfer. Upon approval by LPAA,
the receiving agency will receive several copies of the approved Form BF-11. When
the material is actually picked up, the receiving agency will sign in the box marked
"Receiving Agency" and return all copies to LPAA, except the yellow copy which they
will retain for their records. LPAA will then forward a copy to UNO Property Control
for our records. The transferred equipment will then be removed from the inventory.
- Transfer of Moveable Equipment Outside Louisiana - Equipment purchased with funds from any source will be considered the property
of UNO and therefore, the State of Louisiana, unless the guidelines set forth in a
grant require title be maintained by another party. A principal investigator who transfers
research and/or the equipment acquired under a grant to another institution must obtain
proper written approval first from his/her department chair/director, dean/vice chancellor,
the Office of Research, the new institution and the funding agency. In addition, Louisiana
State Property Control Rules & Regulations require written approval from LPAA through
the UNO Office of Property Control Management prior to the transfer/removal of any
moveable equipment. A principal investigator requesting equipment transfer/removal
should allow sufficient time.
- Sale "As Is, Where Is" - Sometimes it may not be feasible to transfer surplus equipment to the state warehouse.
The equipment may be too large to transport economically. In these cases, a Form BF-11
may be forwarded to LPAA requesting a sale "As Is, Where Is." The proper procedures
for this type of disposal are covered in the State Property Control Rules & Regulations.
It is contrary to University policy to dispose of any property prior to approval by
the LPAA. If approved, these items will be removed from inventory.
- Disposition of Equipment Purchased with Federal Funds - This applies to equipment that is owned by the University, but bought with Federal
funds. The Form BF-11 will be submitted with the box checked "Federal Fund" only when
the University has received a determination from the granting agency that indicates
the agency requires the funds from the sale of surplus equipment returned to the granting
- Combining Inventory Items - If it becomes apparent to Property Control that the combining of tagged items under
a single property number will better reflect the true state of the property, Property
Control will 1) submit to the Louisiana Property Assistance Agency a Transfer Request
- Inventory Adjustment for each property number that is to be incorporated, 2) increase,
upon State approval, the value of the single item by the amount of the incorporated
items, and 3) record the changes. The effect will not cause a change in the total
dollar value of the University's inventory, only the piece count.
- Facility Planning Purchases - On a monthly basis, or as often as needed, Accounting Services will supply Property
Control with information concerning purchases of equipment through Louisiana Facility
Planning and Control. With this information, the equipment will be tagged and added
to the master inventory listing at the amount paid by Louisiana Facility Planning
Regulations require UNO to conduct an inventory of all moveable equipment each fiscal
year, not more than 12 calendar months since the last physical inventory.
- Cutoff Date - A cutoff date will be determined for the annual inventory. This is the date after
which no items purchased will be reflected on the annual inventory sheets.
- Rules for Taking Inventory
- Property Control will make arrangements with the department's equipment custodian
to begin scanning their physical inventory. The custodian must be available to assist
Property Control with the following:
- A room to room search scanning all items,
- A search in all storage areas such as stockrooms, lockers, cabinets, etc., for moveable
- After the initial scan, Property Control will upload the findings into the master
inventory. A report will be produced listing any items that have not been scanned.
- The report will be sent to the equipment custodian for further investigation. The
department will then conduct an exhaustive search to locate the items not scanned.
Items on the list will fall into one of two categories.
The department head will receive a memo for his/her review listing all items (if any)
that are to be placed into the suspense account because they were not found. The department
head is required to sign and return the memo to Property Control to certify his/her
knowledge of the department's unlocated items. The items are removed from the Department's
The department will receive its updated inventory list that reflects all known located
items. This list must be reviewed for the following two remaining possible situations:
- Items Not Located - Items not located after an extensive search will be transferred
by Property Control to the suspense account and reported to the State after a review
by the department head.
- Transferred Items - Items that have been transferred to another department will need
to be verified. Once verified, Property Control will update the master inventory.
- Extra Numbered Items - Tagged items on hand that do not appear on the department's
inventory (not seen during the initial scanning process). Property Control must first
check to be sure that the item was not paid for after the inventory cutoff date and
- Un-tagged Items - Items on hand that are not tagged. Before being considered for tagging,
it must be concluded that the item meets several criteria:
* It must belong to the University or have been entrusted to the University's care
for six months or more.
* It must be moveable equipment as defined earlier.
* It must be an independent unit rather than a part of another, larger unit.
*NOTE - FOR GOVERNMENT PROPERTY, THE ABOVE PROCEDURES (SECTIONS I - V) ARE APPLICABLE,
IN ADDITION TO THOSE CONTAINED IN SECTION VI, FEDERAL PROPERTY MANAGEMENT PROCEEDURES.*
Non-Compliance Penalties (LAC 34 Part VII 901)
If an un-tagged item meets the above criteria, Property Control will check the serial
number of the un-tagged item to see if it matches a serial number on the master listing.
If so, Property Control will re-print the bar code and affix it to the item. If the
serial number is not listed on the master listing, Property Control will tag the item
and add it. The Department must report any final adjustments to Property Control immediately
so the inventory can be updated and completed. The items that were reported and certified
as missing will be put into a suspense account. All items remaining in this account
after three years will be sent to LPAA with a Form BF-11 requesting that they be dropped
from the inventory. Upon approval, these items will be retired.
The commissioner shall have power and authority to make necessary and reasonable regulations
and orders to carry out the provisions of these regulations when it serves the best
interest of the State. The commissioner shall have the authority to invoke any and
all of the following actions when agencies are found to be in noncompliance with these
- Call in the good faith performance bonds of the respective property managers.
- Take action to restrict or require acquisition of movable property only on approval
of the commissioner until compliance with the movable property regulation is completed.
- Revoke or restrict purchasing authority for movable property.
- Contract, at the expense of the agency in noncompliance, the resources necessary to
resolve the compliance problem
These procedures supplement the University Property Control Operating Procedures and
all procedures must be strictly adhered to by all subcontractors. This includes but
is not limited to the control, care and disposition of Government property: OMB Circular
A-110 and FAR Part 45.510 apply to each agreement entered into by the University whereby
government property may come under the control of a subcontractor. Whenever a subcontractor
is in possession of Government property, the University will ensure that the subcontractor
has a federally approved property system that is in compliance with these regulations.
However, the University of New Orleans is responsible and accountable for all Government
property in the possession of the subcontractor. It is imperative that the subcontractor
adheres to all the appropriate provisions in its subcontracts providing for Government
- Acquisition - Should the subcontract allow for the subcontractor to acquire material on behalf
of the University as Government property, it must ensure the University has obtained
all necessary approvals as stipulated in the contract between the University and Government.
Upon receipt, title to this equipment will vest with the Government.
- Receiving - When equipment is ordered by the subcontractor, equipment/material should be shipped
directly to the subcontractor's location. All shipments should be inspected and the
receiving date should be noted on the applicable invoice for future reference. If
there are any discrepancies or damage in the shipment it should be handled immediately.
Upon receipt, title to the equipment will vest in the Government and as such all procedures
related to the handling, care, inventory, utilization and disposition, etc. will be
done in accordance with federal regulations.
- Identification - All subcontractors will be issued a block of University and Government tags to
be affixed to Government equipment by the University's Property Control Office. The
subcontractor will be responsible for accounting for all used and any unused tags
given to them at the time of award. Both tags will be affixed to equipment in a visible
location so as not to interfere with the operation of the equipment when the equipment
is received. If a tag cannot be affixed because the equipment is to small, the subcontractor
will so annotate a copy of the purchase order as "Untaggable". The tag can then be
affixed to a copy of the purchase order for further reference.
- Records - The University will maintain the official property records for all government property.
The subcontractor's records will be used as a secondary locator record. The subcontractor
must maintain the same data as the University's system (see Property Control Operating
Procedures section VI A2). For subcontractors with large amounts of government property
and unless the Government authorizes otherwise, on-site review of records and inventory
of all Government property in the possession of the subcontractor must be done periodically.
- Movement - Government property should not be removed from the site of the subcontractor without
prior written permission from UNO Property Control.
- Storage - Government property in the possession of the subcontractor should be easily locatable,
easily identifiable, and stored in such a way to ensure that it is always protected.
If equipment becomes idle at any time the subcontractor should immediately, in writing,
request disposition instructions from UNO's Property Control. Property Control will
coordinate the request and final disposition. It is reasonable to expect that the
subcontractors be able to quickly distinguish their own property from that of the
- Physical Inventories - Because an inventory report must be submitted annually to the state (due approximately
at the end of May) and also to the Government (due October 31 reflecting records as
of September 30) the University requires that all subcontractors inventory all government
property and report it semi-annually. The reports will be due to UNO Property Control
on March 1 and again on September 1. This will allow time for all records to be reviewed
accordingly. At the termination or completion of the subcontract, a final inventory
will be conducted and submitted within 30 days so UNO's Property Control can coordinate
- Reports - See Physical Inventories (G).
- Consumption (As it relates to Fabrication) - When equipment is fabricated and the total acquisition
cost exceeds $5000 it will be immediately added to the subcontractor's equipment records
and the information on this item will be transmitted simultaneously to UNO Property
- Utilization of Equipment - Government property in the possession of the subcontractor may only be utilized
for the purpose of the contract.
- Maintenance - The subcontractor is responsible for preventative maintenance on all government
equipment. Should any major repairs be necessary, written approval from UNO Property
Control is required.
- Disposition - Should surplus property be identified by the subcontractor, it shall be reported
to UNO Property Control. Instructions will be given on disposing of the equipment
and making any necessary records adjustments. Prior to any Government property being
scrapped, traded-in, dismantled for parts or transferred, the subcontractor must request
written authority from UNO Property Control who will coordinate final disposition.
Additionally, the subcontractor must immediately report to UNO Property Control all
cases of loss, damage or destroyed government property. Do not remove Government property
from the records until instructions are received.
Contract Property Closeout - The subcontractor must complete a final inventory at the completion or termination
of the subcontract. Disposition instructions will be given to the subcontractor of
all Government property in these situations by UNO Property Control.