Property Management
 

The SAO Accountable Property Officer is responsible for the oversight of the property management system at SAO. S/he works in close cooperation with the Smithsonian Institution Office of Contracting (OCON) to ensure that property management policies and procedures as outlined in SD315 – Personal Property Management Manual are implemented.


The SAO Accountable Property Officer:
  • Ensures that an adequate Property Control System is in place at SAO per Federal Acquisition Regulations (FAR) 52-245-1, with audits/analysis of the adequacy performed bi-annually.
  • Is tasked with the development, implementation, and coordination of systems, policies, and procedures that assure the proper identification, control, reporting, custody, use, care, maintenance, and safeguarding of all property, Trust or Federal, acquired by SAO or in the custody of SAO, as required by Federal Regulations.
  • Prepares all reports related to property for each sponsor/agency as required.
  • Serves as a liaison for SAO on property matters with SI, GSA, the Defense Services Administration, and sponsors of contracts and grants to SAO. Designates, in writing, property custodians who are responsible for the property under their care.

Audit and Inventory Requirements

The SAO Accountable Property Officer coordinates and/or conducts the mandatory annual wall to wall inventory of Smithsonian accountable property, with the assistance of those designated as property custodians and each end user in possession of Smithsonian property.

The APO submits results to SI OPPM and the SAO Director, with discrepancies reconciled, and appropriate remedial actions taken when needed.

The SAO Accountable Property Officer assures that a final inventory of contractor property is completed at the close of each contract or grant.

Guidelines

The SAO Accountable Property Officer periodically establishes, or revises written policies that define the responsibilities of Property Custodians, providing instructions and guidelines.

The guidelines also describe and define the possible methods of acquisition of property at SAO.

Finally, the guidelines clearly define the responsibilities of each property custodian from the receipt of the property to the release of their responsibility for the property.

Forms

   For initial property receipt, off-site property use authorization, or to transfer accountability of Smithsonian property to   another individual, please use the above link.

 For guidance with property management related questions, please contact either:

Michael McIsaac, 617-823-3959 Patrick Plummer, 617-496-1377
 
 

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