NPS Annual Custodian Training NPS Annual Custodian Training

NPS Annual Custodian Training

NPS Annual Custodian Training • The Property Custodian is directly responsible for the physical custody of accountable property under their control. • All NPS government employees can be designated as custodians. • Contractor support personnel are not authorized to be primary custodians of government property. • Foreign nationals are also not authorized to be custodians. • It is not recommended to assign custody to government interns such as student aids due to their quick turnaround/short term employment. • Custodians must perform personal property management duties and responsibilities. 2

NPS Annual Custodian Training • Once a year all custodians will receive their property inventory list from the NPS property management Office that displays all assets under their custody. • Custodians are responsible for verifying the accuracy of the asset report. • If discrepancies are noted, i. e. , erroneous asset, missing asset, incorrect data on asset record, etc. , the custodian will work with the NPS Property Office to resolve these issues. • Custodians are to review and sight asset on the report, ensuring the following: – The report has the correct information listed, such as description of the item, serial number and make and model. – The asset can be found in the same location noted on the report. – The item bar code is correct and affixed properly on property items that permit. There are exceptions for property items that are submerged in water. – The results of the asset report review are emailed to the APO, and coordination with the APO is conducted to resolve all issues.

NPS Annual Custodian Training Custodian Responsibilities • Knows the location of personal property in their custody as generated from DPAS and accept responsibility and accountability for control, use, and maintenance of government bought personal property. • Takes corrective action on items erroneously assigned to them. • Contacts the NPS Property Office for a replacement bar code label in the event of loss or destruction of a property bar code label. • Obtains approval to move government equipment to an off-site location before removing the equipment from the facility using a Property Pass. • Coordinates with the APO to ensures that all property is properly transferred to another custodian or excessed to the property department in the event of separating from NPS. 4

NPS Annual Custodian Training Custodian Responsibilities • Accountable for ALL personal property, including sub-minor personal property in their custody. • Reports discrepancies with their asset records, i. e. , location, lost, damaged, destroyed, barcode labels. • May initiate asset disposal by contacting the NPS Property Office in the event an asset is deemed no longer required, excess or obsolete. 5

NPS Annual Custodian Training Custodian Responsibilities • Immediately contact the Property Management Office if any property item comes up loss or stolen, that way the appropriate action can be initiated. • A DD 200/FLIPL will be initiated when liability can’t be determined and requires further investigation. A Statement of Charges is only initiated when a custodian accepts financial responsibility or when gross negligence has occurred. • Ensures that all assigned property is properly safeguarded and secured when not in use. • Receives all requested property assets from Property Management and all supplies from the Warehouse, which is the official receiving point. This guarantees accurate accountability. All requests for receiving shipment outside of the warehouse will need to be formally approved by the COO, who serves as the deciding official on any request of that nature. 6

NPS Annual Custodian Training With respect to Condition Codes: • Accountable records need to be kept current, and that includes Condition Codes. • Condition codes should be validated during inventories, but there is no need to update anything unless there has been a change in condition. • Custodians are not expected to operationally TEST equipment for serviceability. However, clearly broken/out-of-commission equipment should be caught during inventories if not already known/reported. • This is where the condition code then becomes relevant as it should be updated to support subsequent turn-in/disposal actions. 7

NPS Annual Custodian Training Missing, Lost, Stolen, Reporting (MLSR) • When property is lost, stolen, damaged, or destroyed, the custodian will notify the NPS Property Office in order to begin the process of filling out DD Form 200. • The custodian completes blocks 1, 3, 5 through 10, and 11 of that form. • The custodian then sends the DD Form 200 back to the NPS Property Office for review and assigns a survey number for tracking (block 2 of the DD Form 200, example: 1060 -887). • The NPS Property Office then sends DD Form 200 and accompanying instructions to the property custodian’s immediate supervisor for routing. 8

NPS Annual Custodian Training Property Transfer to outside agency • • • Transferred-out personal property includes personal property that DON transfers to another DON agency, to DOD, and to other federal or non-federal entities. The original vendor invoice, the completed DD Form 1149, DD 1150, and/or DD 1348, and any other historical asset records are sent to the receiving activity's APO. Financial transactional records related to procuring goods are to be retained for a period of 5 years. Other asset accounting must be retained for two years after the asset is disposed of and/or removed from the DON’s financial statements. This documentation must include the following for any asset for which title has passed to the government or from one activity to the other (for which accountability is retained by the transferring organization until receipt and acceptance by the gaining activity): – – – – Part number, National stock number, Serial number, Bar code (or another unique identifier), Nomenclature, Quantity, and Value of items shipped from contractors or vendors. 9

NPS Annual Custodian Training Asset Disposal • Personal property that has been identified for permanent removal from service and is not being transferred to another entity for use should be sent to DLA for disposal. • Asset disposal will be coordinated with the NPS Property Office. • The NPS Property Office will completes one of the following disposal forms depending on the asset's condition: – DD Form 1348 -1 A, Issue Release/Receipt Document, is used for personal property that is declared obsolete, unfit for performance, or unserviceable through no specific cause or because of normal use. – DD Form 200 is used for personal property that is damaged/unfit for performance but not through normal use (e. g. , vandalism or abuse) or when personal property cannot be found because of loss, destruction, or other reason. This document must be signed by the NPS President and retained by the NPS Property Office. 10

NPS Annual Custodian Training Thank You for Completing NPS Annual Custodian Training. Any questions or concurs please contact the NPS Property Office at (831) 656 -2923 11