Loaning Personal Property

What is NOAA's policy for loaning personal property to outside agencies?

It is the policy of NOAA that loans are discouraged. If an organization can afford to temporarily give up a piece of personal property on a loan and that item is no longer required, it should be declared excess and transferred out of the organization in order that Bureaus within the DOC or other Federal Government agencies may have an opportunity to acquire it for their use. Nevertheless, there are certain special and justified circumstances that occur in which a loan provides the best use of the Government property.

Who may borrow NOAA property?

NOAA property may be loaned to DOC or to other Federal agencies when approved by the Property Management Officer or a Property Office Representative. Property is also permitted to be loaned to non-profit educational institutions for collaborative research work or property may be loaned only in emergencies involving a threat to human life to local non-Federal institutions. The loan must not impair NOAA's mission. All loans must have a loan receipt or an agreement. Vehicles may never be loaned.

How long can the loaned property be kept?

There is no such thing as an indefinite loan. The period of the loan must be clearly defined. Property may be loaned for no more than 6 months at a time. A loan may not be renewed more than three times. Renewals must be undertaken with the same justification and approval requirements as a new loan.

What are the borrower's responsibilities?

The loaned Personal Property must be returned in the same condition as it was before the loan. Normal wear and tear is acceptable. The borrower is responsible for transportation of the property. All damages, repairs, and replacement costs are the borrower's responsibility. The borrower must be willing and able to inform the NOAA Property Accountability Officer (PAO) of the location of the personal property when asked.

What is the loan procedure?

Requests for approval of a loan of more than 30 days are submitted to the PMO or the POR by memorandum with a NOAA Form 37-19, Property Loan Agreement and Receipt, attached. The conditions of the agreement as set forth under "Conditions of Loan" on the form may not be changed but may only be expanded under item 8. The justification memorandum must declare:

• that the property is not currently required by the custodial office;
• that the property is not excess property;
• that it still will be needed by the office upon its return to the loaning unit; and
• that the loaning office will not require substitute items from excess or other sources during the time of the loan.

The NOAA Form 37-19, Property Loan Agreement and Receipt, must:

• specify the period of the loan agreement, which must not be for more than 6 months;
• completely describe the personal property being loaned including the Property Identification Number (barcode number) and any serial numbers;
• briefly state the purpose of the loan; and
• be signed by the Property Accountability Officer in the signature block in the upper right-hand corner of the form.
• the top right corner under From Organization: requires the Custodial Organization number (Property Custodian Number).

Once signed by the NOAA PMO or the Regional POR a copy of the NOAA Form 37-19 is given to the requested borrower (loan recipient) and a copy is retained by the loaning office's Property Accountability Officer. It is the responsibility of the PAO to provide a copy of the NOAA Form 37-19 to the Property Custodian, and both should retain copies of the approved loan request in their Personal Property files.

Who keeps track of loaned property?

The loaned personal property will remain in the inventory of the Custodial Organization loaning the personal property. During annual physical inventories, the Property Custodian must account for the loaned asset(s), and maintain responsibilty for the asset during its life cycle. It is the responsibility of the Property Custodian to inform the PAO, when the personal property asset is returned and when the loan agreement is terminated. Renewals of loan agreements, must follow the same process and approvals above and cannot be renewed, more than 3 times. Continuous loans of personal property that is excess to a Custodial Organization needs is prohibited and the asset(s) must be excessed under prescribed policies.

For Information about Donations for Research Equipment:

Reference: DOC PPMM 5.1300 DONATIONS OF EXCESS COMPUTERS AND RESEARCH EQUIPMENT - Stevenson-Wydler Act : http://www.pps.noaa.gov/doc_PPMM_513.pdf

Executive Order 12999 Educational Techonology: Ensuring Opportunity for All Children in the Next Century: http://www.gsa.gov/Portal/gsa/ep/contentView.do?P=MTP&contentType=GSA_BASIC&contentId=10722