Published: Nov. 15, 2016

The Sponsored Projects Property Control Manual captures the CU Boulder campus’ policies, processes and procedures for property acquired on sponsored awards. The manual includes instructions for the acquisition, use and maintenance, reporting, inventory, and disposal of property acquired on sponsored awards.

Specific controls for the stewardship of Government property are also described. These controls are annually evaluated by the Office of Naval Research for efficacy and compliance with the Federal Acquisition Regulation (FAR).

The Sponsored Projects Property Control Manual has undergone a significant revision, with changes effective October 2016 (see Executive Summary of Changes). Changes were made in order to address two priorities: (1) describe and document new procedures and (2) clarify current definitions, processes and procedures.

Overview of Changes

Reorganization

When originally drafted, the writers intended each section of the manual as a standalone description of a policy or process. These sections often did not capture complete details on an entire process and instead directed users to cross-reference other areas of the manual for further instruction. In the revision, those sections are consolidated.

Additional Definitions

Capitalization rules, computers and electronic devices, general purpose equipment, non-capital equipment, permanent equipment, special purpose equipment and supplies are commonly used terms, especially by OCG staff. Definitions for these terms were added to aid consistent use across the campus.

Reference to Cost Principles Policy

The Purchase, Use and Disposal of Sponsored Projects Property Procedural Statement became effective on 7/1/2016 and it serves as the campus policy for the purchase, use and disposal of sponsored projects property. OCG, departmental property managers and sponsored project administrators on the campus are directed to follow both the policy articulated in the procedural statement and the specific procedures outlined in the manual.

Updated Information

Sections describing the definitions, processes and procedures related to fabrications were updated with more detailed information on the vesting of title, accounting practices, allowable costs, and closeout obligations.

New Processes

Over the last year, the OCG Compliance team has implemented new award closeout practices including an internal property reporting process that facilitates communications between departmental property managers and sponsored project administrators, and OCG and Property Accounting Office staff, when property reports are required by sponsors. OCG practices for federal and non-federal award closeout are also more clearly described.