Federal Regulations Relating to Property
Overview
Universities have many regulations to comply with. Primarily, we follow the instructions under the Office of Management and Budget, however, we are also required to follow regulations under the Federal Acquisition Regulations (FAR). Above all, we follow whatever requirements are outlines in individual agreements. Sometimes these rules, regulations, and requirements are in sync with each other, and sometimes they conflict. Your Property Service Representative (PSR) is available to assist you with interpreting and complying with federal regulations. Individual consultations as well as copies of federal regulations are available from PMO.
Regulations
Office of Management and Budget (OMB) A-110
Section Reference N or new version, Reference J.
Office of Management and Budget (OMB) A-21, J.13
If the award is from a government agency, and there is no mention of capital equipment, then allowability provisions in OMB Circular A-21, Section J.13 apply:
“J.13a(3) Special Purpose Equipment means equipment which is used only for research, medical, scientific or other technical activities.
“J.13a(4) General Purpose Equipment means equipment, the use of which is not limited only to research, medical, scientific or other technical activities. Example of general purpose equipment include office equipment and furnishings, air conditioning equipment, reproduction and printing equipment, motor vehicles, and automatic data processing equipment.
“J.13b(1) Capital expenditures for general purpose equipment, buildings, and land are unallowable as direct charges, except where approved in advance by the sponsoring agency.
“J.13b(2) Capital expenditures for special purpose equipment are allowable as direct charges, provided that the acquisition of items having a unit cost of $1,000 or more is approved in advance by the sponsoring agency.
“J.13b(3) Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life are unallowable as direct charges, except where approved in advance by the sponsoring agency.”
See Appendix B, OMB Circular A-21 Section J13, for full text.
Sponsor |
Federal Publication/Regulation |
| DCAA |
Audit Manual |
IRS Codes
restriction code |
IRS Code Volume 1&2
170(e) |
| Federal Account Standards Board (FASB) |
CAS Vol. 59, No. 215 |
| GAAP Standards |
FASB |
DoD Grants Army, Navy & Air Force
1976
1993 |
DFARS 245.301
OMB Circular A-110 "N"
OMB Circular A-110 "34" |
| Sponsor: Air Force Cooperative Agreements For Research (Nov. 1985) |
Federal Publication/Regulation |
| DoD Contracts Army, Navy & Air Force |
FARs 45.301 thru 45.615 (DoD 4161.2M)
(GSA 41 CFR 101) |
| Contractor's Responsibility |
FAR 45.502 |
| Records of scrap or salvage |
FAR 45.505-8 |
| Records of Misdirected shipments |
FAR 45.505-12 |
| Records of Completed products |
FAR 45.505-10 |
| Physical inventories |
FAR 45.508 & -1 |
| Disposal methods |
FAR 45.603 |
| Inventory Schedules |
FAR 45.606 |
| Subcontractor Inventory |
FAR 45.614 |
| Sponsor: Air Force Cooperative Agreements For Research (Nov. 1985) |
Federal Publication/Regulation |
| DoD Contracts Army, Navy & Air Force |
FARs 45.103 thru 45.615 (DoD 4161.2M)
(GSA 41 CFR 101) |
| Contractor's Responsibility |
FAR 45.103 |
| Records of scrap or salvage |
FAR 45.505-8 |
| Records of Misdirected shipments |
FAR 45.505-12 |
| Records of Completed products |
FAR 45.505-10 |
| Physical inventories |
FAR 45.508 & -1 |
| Disposal methods |
FAR 45.603 |
| Inventory Schedules |
FAR 45.606 |
| Subcontractor Inventory |
FAR 45.614 |
| Sponsor |
Federal Publication/Regulation |
| NIH Grants |
DHHS 90-50.000 Grants & Policy Statement |
DoD: Property Management and
Accountability |
45 CFR Part 74 SubPart O & Part 92.32 |
| DoD: Surplus & Excess |
45 CFR Part 12 |
| DoD: Donations |
45 CFR Section 101-44 page 8-10 |
| DoD: Equipment and Supplies |
45 CFR 74.136 50-51, Public Law for nonprofit Institutions, Public Law 95-224 |
Property acquired under A PHS
Grant Records |
45 CFR Part 74 Subpart H and 45 CFR Part 92.32 |
| Failure to establish a control system as required |
45 CFR 74.140(c) Page 8-12 |
| Damaged Equipment |
45 CFR Part 74.139 |
| Lost Equipment |
45 CFR Part 74.140(c) |
| Replaced Equipment |
45 CFR Part 74.138 |
| NIH Contracts |
45 CFR Parts 74 sub part P |
| Procurement Standards |
92.46(i)(2) Page 8-15 |
| Letter Prime Contracts & Sub Contracts |
44.201-2 |
| Records of Scrap or Salvage |
45.505-8 |
| Records of Misdirected Shipments |
45.505-12 |
| Records of Completed Products |
45.505-10 |
| Reports of Govt property |
45.505-14 |
| Physical Inventories |
45.508-2 |
| Disposal Methods |
45.603 |
| Inventory Schedules |
45.606 |
| Subcontractor Inventory |
45.614 |
| Audit of Institutions of Higher Learning |
OMB A-133 |
| Sponsor |
Federal Publication/Regulation |
| NSF Grants Academic Research Equipment and equipment needs in the physical sciences 1989 |
NSF 91-305 with GC-1 1994 Includes A-110 |
| Page 2 item 7 e. Equipment shall be Inventoried, maintained, and shared in accordance with section GC-1, Page 1 (1.a, b. (1)(c.) |
.34 OMB A-110 |
*Also FAR Parts 44 and 45, and OMB A-133
| Sponsor: NSF Contracts |
Federal Publication/Regulation: *DFAR Part: |
| Inventory & Reports |
945.508 |
| Cost Reimbursement |
952.245-5 |
| Reports |
945.505-14 |
| Disposal |
945.603 |
| Letter Prime Contracts |
44.201-2 |
| Reports |
44.307 |
| Records of Scrap or Salvage |
45.505-8 |
| Records of Misdirected Shipments |
45.505-12 |
| Records of Completed Products |
45.505-10 |
| Reports of Govt Property |
45.505-14 |
| Inventory Schedules |
45.606 |
| Subcontractor Inventory |
45.614 |
| Audit of Institutions of Higher Learning |
OMB A-133 |
| Sponsor: DOE Grants Manual Jan. 1980 |
Federal Publication/Regulation: DOE/PR-0002/R1 (DOE-PMR 109-60): |
| Inventory Frequency |
109-60.401 |
| Inventory Reports |
109-60.403 & .404 |
| Use of Property |
109-60.601 |
| Disposal |
109-60.602 |
| Retirement of Property |
109-60.603 |
| Audit of Institutions of Higher Learning |
OMB A-133 |
| Sponsor: DOE Contracts |
Federal Publication/Regulation: DFAR Part 945.5 and FAR Parts 44 and 45: |
| Inventory & Reports |
945.508 |
| Cost Reimbursement |
952.245-5 |
| Reports |
945.505-14 |
| Disposal |
945.603 |
| Letter prime Contracts |
44.201-2 |
| Reports |
44.307 |
| Records of Scrap or Salvage |
45.505-8 |
| Records of Misdirected Shipments |
45.505-12 |
| Records of Completed Products |
45.505-10 |
| Physical Inventories |
45.508 & -1 |
| Disposal Methods |
45.603 |
| Inventory Schedules |
45.606 |
| Subcontractor Inventory |
45.614 |
| Audit of Institutions of Higher Learning |
OMB A-133 |
| Sponsor |
Federal Publication/Regulation |
| EPA Grants |
40 CFR Ch. I (7-1-85) CFR Part 30 - 100 |
| What definitions Apply |
Subpart B 30.200 |
| How do I apply for assistance |
Subpart C 30.300 (c) & 30.301(4)- (7) |
| Audit of Institutions of Higher Learning |
OMB A-133 |
| EPA Contracts |
CFR Part 40 |
| Financial Status Reports |
40.160-2 |
| Reporting of Inventories |
40.160-3 |
| Equipment Report |
40.160-4 |
| Final Report |
40.160-5 |
| Audit of Institutions of Higher Learning |
OMB A-133 |
| FBI Grants |
DOE/PR-0002/R1 (DOE-PMR 109-60) |
| Audit of Institutions of Higher Learning |
OMB A-133 |
| Sponsor: NASA |
Federal Publication/Regulation |
| NASA Grants |
NASA HB 5800.1C
(OMB # 2700-0047)
(OMB # 2700-0048)
(OMB # 2700-0049) |
| Audit of Institutions of Higher Learning |
OMB A-133 |
| NASA Contracts |
NFS 1845 and FAR Parts 44 and 45 (10 CFR 605) |
| Inventory & Reports |
1845.508 |
| Cost Reimbursement |
1852.245-5 |
| Reports |
1845.505-14 |
| Disposal |
1845.603 |
| Letter Prime Contracts |
44.201-2 |
| Reports |
44.307 |
| Records of Scrap or Salvage |
45.505-8 |
| Records of Misdirected Shipments |
45.505-12 |
| Records of Completed Products |
45.505-10 |
| Reports of Govt Property |
45.505-14 |
| Physical Inventories |
45.508-2 |
| Disposal Methods |
45.603 |
| Inventory Schedules |
45.606 |
| Subcontractor Inventory |
45.614 |
| Audit of Institutions of Higher Learning |
OMB A-133 |
| NASA Grants Coop Agreements |
Part 1260- 501 |
| Audit of Institutions of Higher Learning |
OMB A-133 |
| JPL |
DOE/PR-0002/R1
(DOE-PMR 109-60) |
| US Geological Survey |
DOE/PR-0002/R1
(DOE-PMR 109-60) |
| EPRI |
Best Commercial Standards |
| Semicon Research Corp |
Listed in Grants & Contracts |
| State of California |
Listed in Grants & Contracts |
| National Laboratories |
(DoE & UC System) |
| Other Sponsor |
Listed in Grants & Contracts |
| Cooperative Agreements Grants |
NASA, Navy & NIH Handbook |
| Lending Agencies/Vendors |
GP LLL # PS-600A |
| Donor Restrictions |
IRS Hand Book ( VGol 1 & 2 ) |
| Stanford University |
|
| Audit of Institutions of Higher Learning |
OMB A-133 |
Screening Requirements
Screening is the process of ensuring, either prior to purchase or concurrently with purchase, that the same or equivalent piece of equipment is not excess or otherwise available to share. Each sponsor or agreement may have different screening requirements. Please check your individual agreements for requirements. If you have a lot of agreements with one particular sponsor, you should become familiar with that sponsor's general requirements. Please see Screening in Chapter 2 "Acquisition" for details on when and how to perform screening.
References and Resources |
|
MAJOR TOPICS 
