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CD52
Retirement of an Asset - Attaching Supporting
Documentation in your Sunflower requests
NOAA Sunflower users need to scan and save the supporting
documentation as a PDF on your desktop or hard drive. (Either in "my
documents" or on your computer desk top).
Documents must be saved on your computer in order to upload them into
the Sunflower Final Event or Retirement request. Note: Please save the
documents as the barcode number for the file name. For multiple retirement
entries, you have to save one document per barcode that you enter. If
you enter multiple entries on the same online CD52 Final Event/Retirement
Request, a PDF file needs to be saved and uploaded for each barcode.
You cannot upload the same document name, each uploaded document name
or file name, must have a unique file name, that hasn't been used before
in the Sunflower data base. NOAA PPMB suggests that the barcode number
should be used as the file name, because, there is only one barcode
number that can be used in Sunflower.
NOAA Sunflower Users are required to attach supporting documentation
(police reports, purchase orders, showing trade in values, memorandums
for the file, NCIRTs, and any other pertinent documentation that supports
your online request(s) for approval for all CD52 Sunflower Final Event/Retirement
Requests as an internal control. This will speed up the processing time
of your request(s).
Under Maintain Pictures/Attachments, click Browse. The "choose
file" box is displayed which allows you to search your computer
for the file name to attach. Once you find the file, press open. Next,
type in a description in the description box. This is required and cannot
be null or left blank. You can type anything in this box. Go down to
the box in the form and type the barcode number of your request or select
the asset from the list that is displayed based on your Sunflower login
and your privileges in Sunflower. Please complete
the detailed circumstances and justification. Note: Your request will
be denied if this box is not completely filled in. Press
SAVE. You will see a request number to the right of where the barcode
is displayed and above where you attached the attachment; you will see
"Successfully Uploaded File".
The Property Custodian, Property Accountability Officer,
Board of Review Members, will be able to see your uploaded documents,
when they go into Sunflower to approve/deny your requests. Once the
Personal Property Office has approved your request (final approver),
your attachment, will become a permanent internal document within Sunflower.
To view the attachments after your completed action(s), go to Sunflower
Enterprise Forms, go to Management, and go to Inventory Asset Summary
and History and type in your barcode number. Press TAB. Go to the right
of the screen, where you see (next to children) C/P/A and an A is displayed.
Click the magnifying glass, click attachments, and open the attachment.
Note: You can add pictures as well as long as they are
saved as JPEGs, follow the same steps.
All Final Events or Retirement requests for Capitalized or Financial
Assets, should not be entered into Sunflower as requests, but are to
be submitted to the Personal Property Management Branch on a hard copy
CD509, and CD52, with all the required signatures, and attachments.
LOST,
MISSING, STOLEN, DESTROYED,
OR DAMAGED PERSONAL PROPERTY
What does an individual do who finds lost, missing, stolen,
destroyed, or damaged personal property?
The individual discovering these types of property shall
immediately:
- notify their immediate supervisor of the incident;
- initiate an investigation within the immediate area to determine
the circumstances surrounding the loss;
- contact your servicing NOAA Security Office, the Federal Protective
Service, and local law enforcement to request that they review the
incident; and
- prepare a CD-52 form on-line (Request Retirement of an Asset)
outlining the circumstances surrounding the loss, theft, or damage.
Personnel should not delay taking action.
If the property is not located after initial inquiries are conducted,
the above steps should be taken immediately.
PROPERTY BOARD OF REVIEW
Introduction
Boards of Review are assembled to consider incidents
of lost, damaged, or stolen property and to request for cannibalization
of property. Personnel located in the NOAA field offices should contact
their servicing Personal Property Office for guidance and assistance
pertaining to Boards of Review convened to deal with relevant issues
in the field.
Meetings
A Board of Review will be assembled by the Property Office
Representative or their designee whenever issues arise which require
a Board's consideration. The interval between the convening of a Board
of Review shall not exceed 3 months unless no issues arise within that
time frame. A minimum of three members of the Board must be assembled
to consider actions and make recommendations. The Property Office Representative
or his/her designee will present any new Requests for Retirement of
Assets, to the Board. Members of the Board will indicate their approval
or disapproval of the request set forth on the Request. A Board member
will not delay responding to a request more than 30 days. If all members
of the Board have not either approved or disapproved the Request within
90 days, a memorandum will be sent to the NOAA Property Manager Officer
or his/her designee explaining the circumstances.
Membership
Board membership is drawn from NOAA personnel from the
various Staff, Line, and Program Offices. The Board shall consist of
not more than eight members appointed by the Property Office Representative
or his/her designee for a period not to exceed 2 years. Members of the
Board may be recommended to the Property Office Representative by a
Property Accountability Officer. In the absence of a justifiable determination
to the contrary, the Property Management Officer, Property Office Representatives,
and Property Accountability Officers shall not serve on a Property Board
of Review. They may act, however, in an advisory capacity.
The Property Office Representative shall designate one
of the Board members to serve as Chairperson and one as Co-Chairperson.
At the end of 2 years, the Property Office Representative or his/her
designee will contact the Board members to inquire if they would like
to serve another 2 years. If a Board member has to be replaced, a new
member will be selected within 30 days. If a member decides to leave
the Board before the 2 years are complete, a letter will be sent to
the Property Office Representative or his/her designee 30 days before
resignation.
The primary consideration when assembling a Board of
Review is that the members be totally impartial regarding the case or
cases being reviewed, both in fact and in appearance. If a member of
a standing Board is asked to review a case that involves property within
their Division, or that involves a person who is a friend or associate,
that member must recuse themselves from considering the case.
Staff Assistance
The Chairperson or Co-Chairperson of the Board or the
Property Office Representative or their designee may request the Chief
Financial Officer, the Chief Administrative Officer, or other organizations
within NOAA to provide a representative at the meeting to provide advice
pertaining to actions or recommendations.
Responsibilities
The Property Office Representative may approve a Report
of Review of Property when the individual cost of an item is under $5,000.00,
once the Property Custodian and the Property Accountability has approved
the request. The Property Office Representative shall refer incidents
to the Property Board of Review for investigation under the following
circumstances per the DOC Personal Property Management Manual (click
here):
- The incident is known or suspected to be the result of willful
intent or gross negligence, regardless of the property value.
- The item of property involved has an original acquisition cost
of $5,000 or more (with consideration also given to fair market
value of the property) unless the Property Office Representative
certifies in writing that the particular circumstances clearly indicate
that review is unwarranted. This would be the case when there is
no reason to suspect neglect, misuse, or theft, such as cases of
apparent inventory processing discrepancies.
- If the Report of Review of Property has more than one item and
the total cost is $10,000 or more, the Report of Review of Property
will be submitted to the Property Board of Review for action.
The Property Review Board is responsible for the following:
- Recommends approval for cannibalization of equipment with an
original acquisition cost of $5,000 or more. The NOAA PMO is the
only person at NOAA that can approve cannibalization, and only certain
conditions can this be done. If the asset is broken, and a usable
part can be used in another machine to make it fully functional,
the broken part of the good machine, must be put back into the broken
asset. This is the only acceptable Cannibalization that is permitted.
Definition of Cannibalized from the DOC Personal Property Manual.
Cannibalization- The removal of parts of an unusable piece of property
to be used to repair a like item.
- Recommends disposition of accountability for property determined
to be missing, lost, stolen, damaged, or cannibalized when the original
acquisition cost is $5,000 or more.
- Formulates recommendations concerning liability of employees or
private persons for loss, theft, or damage to accountable personal
property with an original acquisition cost of $5,000 or more (DOC
Personal Property Management Manual, Chapter 3, Sections 3.900 through
3.911).
When Government property is lost, stolen, damaged, or
destroyed, the Board will determine whether the employees involved were
negligent and whether such negligence resulted in the incident. In any
instance where the employee's negligence resulted in the incident, the
Board will use the following guidelines to develop findings which recommend
the amount of financial liability to be charged to the employee:
- Employees will not be determined to be liable for loss, damage,
or destruction attributable to inadequate supervision or instruction,
inexpert use or inherent defects in the property.
- Under circumstances other than the above, recommendation to hold
an employee liable will be made when an investigation determines:
- Property was missing, damaged or destroyed
as a result of its being used for other than official purposes;
- The loss, damage, or destruction was due to simple or ordinary
neglect or negligence, which is an act or the failure of the
employee to exercise the degree of caution, attention, and vigilance
necessary to protect the interest of the Government; or
- The loss, damage, or destruction was due to gross negligence
which is an act or omission of the employee constituted by misconduct,
willful negligence, or a wanton and reckless disregard for property.
- The Board will work as a team with the Property Office Representative
or their designee on accountable property issues and annual inventories.
Whenever there are dissenting opinions from the findings and recommendations
among the members of the Board of Review, the majority opinion will
be the recommendation of the Board. The minority view will be appended
to the report for the information of the employee's line manager.
- An employee has the right to have an adverse finding reviewed
by higher authority. A request by the employee for such a review
will be submitted in writing to the line manager within 30 days
of the finding by the Board and will set forth in detail the specific
reasons that the findings should be reviewed. The line manager will
forward the request, his/her comments, and the complete Board of
Review record to the reviewing authority. The decision of the reviewing
authority shall be final. To determine the amount of financial liability,
the Board will follow the DOC Personal Property Management Manual,
Chapter 3, Section 3.911.
Instructions For The Completion Of Request
for Retirement of Asset
(Form CD-52 - Report of Review of Property)
Using the Web
Reports of lost, damaged, or missing property or requests
of cannibalization can be completed on the web. When you click on the
link on the NOAA Personal Property Home Page called "Sunflower
Login", you are taken to a web page where you are asked to
identify yourself. As long as you are a NOAA employee who is registered
to send and receive email, you will be permitted to enter. You identify
yourself by giving your email user name (without the @noaa.gov) and
your email password. (If you have forgotten your email password, call
your local NOAA IT help desk.)
Once you have submitted your User ID and password, you will be taken
to a web page with five links. Clicking on the CD 50 / 52 Transaction
Menu link opens a new page with 9 buttons. Click on the fourth button,
"to request retirement of asset."
Enter the date of the request. Then select the type of final event being
requested for the asset. The fields that appear next depend upon the
type of final event being requested. Finally, enter the barcodes of
the property involved in the bottom part of the screen. Then save your
work.
The most important information you supply other than the barcode number
is the explanation you provide in the comments or note field on the
page. A full explanation of the circumstances must be given. This is
what the Board of Review will consider when deciding whether to accept
or deny the request.
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