Subrecipient Responsibilities for Property Management

Stanford University must ensure that all property, either Stanford or sponsor owned, located at subrecipient sites is tracked and maintained in an appropriate manner. As such, we must be assured that your organization has an approved property system that allows for the care, preservation, protection and maintenance of property and informs your organization of Stanford’s flow-down requirements to our sponsors, such as property reporting, if required.

In order to perform this obligation in a consistent manner, we request you complete an "Off-Site Subaward Self-Evaluation Questionnaire" which will both notify Stanford of the existence of property at your location, and will outline procedures our subrecipients are required to follow, prior to acquisition of equipment or property.

If there is no property accountable under the referenced subaward(s), simply state so by completing the questionnaire, signing in the space provided and sending it back.

Per Leland Stanford Jr. University and Federal Government policies, we are required to request that you, as a subrecipient to Stanford University on a scope-of-work contract, report on property not belonging to you. Stanford routinely sends out this questionnaire where there is a strong likelihood property is in the possession of subrecipients. Following is a list of property pertinent documents we request from the subrecipient:

• A completed copy of the Off-Site Subrecipient Property Management System Self-Evaluation Questionnaire (attached)
• A copy of your property management policies and procedures, either hardbound or email/web-site
• If your property management system has been approved by a government agency and is still current, please provide a copy of the agency letter of approval

(note: if you have already provided these to us this calendar year, please disregard the above).

In addition, flow down requirements may require that we obtain property information from you so that we can include it in our report to our sponsor.

If a DD-1662 or NASA-1018 form is required for federally-owned property, please submit the completed form to us at the address below before September 15, or as often as required under the agreement, in order for us to report these in a timely manner to the prime sponsor. In cases where DD-1662 or NASA-1018 forms are not required and you possess property not belonging to you, we require a report with the following attributes, at a minimum, be mailed to us: Identification #, Nomenclature, National Stock Number (if government-owned), Unit Price, Agreement Number, Location, Use and Condition Code, Serial Number, Model # and Date Acquired. If you are required to report quarterly 1018s, please submit the report in accordance with NASA requirements no later than Jan. 3, April 3, July 3 and Oct. 3.

We also require that a final report be sent within 30 days of the conclusion of effort on the Statement of Work for any property not belonging to you. We will send a determination of disposition typically within 30 days after receiving your request. A certificate of completion attesting that there is no residual equipment/property not belonging to you will be required after determination of disposition. Property reports and certifications can be mailed to the address below; questions should be addressed to Max Canio (650) 723-2294.

Stanford University
University Property Administration
Attn: Max Canio
122 Encina Commons
Stanford, Cal 94305-6025