Property Control maintains the official records for all federal government property coded as capital equipment. The information contained in the departmental government property files includes:
- department
- acquisition method (government furnished “GF,” contractor acquired “CA,” or contractor fabricated “CF”)
- UM government property identification number
- description
- manufacturer
- model number
- serial number
- condition code
- unit cost
- total cost
- date received
- location (building/room)
- department contact
- contract/grant number
- university account number
- funding agency
- date last inventoried
The PI/Departmental Administrator is responsible for maintaining lists of government property (capital and non-capital) for each of his/her projects, including property at offsite locations and property in the custody of subcontractors. The PI/Departmental Administrator is also responsible for working with the UFPA to self-audit government property at least once a year and for updating property records accordingly.
While reviewing/approving equipment requisitions, the UFPA ensures that all required supporting documentation exists prior to purchase of the item. The UFPA maintains a complete and current inventory list of each item of federal government property, extracting preliminary information on incoming government property during the purchase requisition review/approval and following up with the PI/Departmental Administrator to complete the information upon receipt of the property.