1. Personal Property Training Webinar Untimely Notifications PPMB Found Certification Fair Market Value Loan Agreement Creating Vehicle Agreement Asset User Defined Fields for Vehicle Agreement Retirement of Vehicle Lease Agreement 1

2. Untimely Notifications Assets are subject to untimeliness when recording accountable property additions in Sunflower. Untimely errors are among the most frequent errors issued. 2

3. Untimely Property Custodians/Property Contacts should refer to the CD-50 Create Update Asset User Guide when creating new asset records in Sunflower: Accountable personal property should be created in Sunflower within 45 calendar days of receipt, inspection and acceptance. It is important that NOAA Property Custodians and Contacts complete the Sunflower web-based CD-50, Create Asset form and upload supporting documentation (i.e. purchase order, contract, invoice, receiving report, purchase card statement, found property certification, etc.) for all accountable personal property. 3

4. Untimely When an asset record has not been created in Sunflower within 45 calendar days of receipt it is considered Untimely. In this instance the Property Custodian will receive a Sunflower generated error notification. If the asset has been created in Sunflower within the 45 calendar day time frame no action is required. The Property Custodian or Contact should check L/SO UPR, and the document number should not appear on the Un- reconciled Payment Report (UPR). Found: http://www.pps.noaa.gov/index.htmlhttp://www.pps.noaa.gov/index.html 4

5. Untimely Error Notification 5

6. Personal Property Training Webinar Found Certification Fair Market Value Loan Agreement 6

7. Objective To provide knowledge of processes and tools to use in making corrections to the following commonly found errors in Sunflower catalog entries: Found Certification Memorandum Fair Market Value Research Loan Agreement 7

8. Importance: The Found Certification Memorandum should only be used when there is no acquisition documentation for accountable property that is found with or without a barcode label. Found Certification Memorandum 8

9. Ensure you are using the most updated certification. All fields must be completed for the document to be acceptable. Memo should be addressed to your respective Line Office Representative. Template for Found Personal Property Certification Memo is online at http://www.pps.noaa.gov/forms_guides/forms/http://www.pps.noaa.gov/forms_guides/forms/ Found Certification Memorandum Reminders 9

10. Found Certification Memorandum Example 10

11. Fair Market Value When accountable personal property is found without supporting documentation, the Property Custodian will prepare the Found Property Certification memorandum. The PC must upload the Found Property Certification memorandum and a copy of the fair market value source (e.g. existing Sunflower record for same make and model, website, catalog, vendor quote) to the Sunflower asset record as supporting documentation. Found Personal Property Procedures: http://www.pps.noaa.gov/personal_property_policies_proce dures/ http://www.pps.noaa.gov/personal_property_policies_proce dures/ 11

12. Fair Market Value Documentation 12

13. Fair Market Value Documentation 13

14. Found Certification Memorandum Reminders ** Attach Found Certification with Fair Market Value source documentation. ** Initial Event, select “Found.” ** Asset Value select the drop down arrow. The only required information is the acquisition cost. ** Input the “Document Type” as Memorandum and the Document Number in the format: PC First Initial, Last Name, date signed (format MM/DD/YYYY) 14

15. Loan Agreement Overview: NOAA personal property (except motor vehicles) may be loaned on a temporary basis within the Department of Commerce and other Federal agencies when approved by the NOAA Property Management Officer (PMO) or their designee. The loan must not impair NOAA’s mission. 15

16. Loan Agreement Property Custodians are required to send a copy of the NOAA Form 37-19 with a justification memorandum to the NOAA PMO no earlier than 45 days prior to the lending the property date for PMO approval. The justification memorandum must declare; Property is currently not required by office Property is not excess to NOAA The loaning office will not require substitute items from excess or other sources during the loaning period 16

17. Loan Agreement Memorandum 17

18. Sample Loan Agreement 18

19. Conditions of Loan Agreements 19 The borrower must return equipment in the same or like condition. In case of loss and damage beyond repair NOAA shall be reimburse at the current price of replacement. Equipment should not be loaned or transferred to a third party. The borrower shall account for the equipment whenever requested. The borrower will assume all transportation cost. Reserve the right to loan or recall the equipment at the discretion of the loaning organization.

20. References 20 CD-50 Create-Update Asset User Guide: http://www.pps.noaa.gov/index.html http://www.pps.noaa.gov/index.html All forms are on the Personal Property webpage at: http://www.pps.noaa.gov/forms_guides/forms/ Policies and Procedures for Loaning Personal Property and Found Personal Property can be reviewed at: http://www.pps.noaa.gov/personal_property_policies_proce dures/ http://www.pps.noaa.gov/personal_property_policies_proce dures/ PPMB Point of Contacts: http://www.pps.noaa.gov/contact.html http://www.pps.noaa.gov/contact.html

21. Questions and Answers 21

22. Personal Property Training Webinar Creating Vehicle Agreement Asset, Required Documentation for Asset, User Defined Fields(UDF codes), Retirement of Vehicle Lease Agreement, Documentation for Retirement 22

23. Transaction Menu 23

24. Creating a Vehicle Agreement 24

25. Interest Type 25

26. Agreement 26

27. Attachment 27 Browse

28. Attachment Upload 28

29. Activity Type 29 VIN Number may be 17 characters. If less than 17 characters, then enter zero’s before the VIN Number to make 17 characters.

30. Initial Event 30

31. Lease End Date 31 For Lease End Date, enter 6 YEARS from the Lease Begin Date.

32. Asset Value 32

33. Asset Value 33 Object Class Codes for Leased Vehicles: 21-23-00-00 (Passenger Carrying Vehicles) 22-14-00-00 (Trucks) 23-34-00-00 (Law Enforcement) Do not enter data in the GL* User Defined Fields.

34. Document 34

35. Document 35

36. User Defined Fields 36

37. Asset Agreement 37

38. Transaction Menu 38

39. Asset Retirement 39

40. Final Event Request Screen 40 LEASE TERMINATED

41. Final Event Request Screen 41

42. Attachments 42

43. Lease Termination Doc 43

44. Lease Termination Doc 44

45. Final Event User Fields 45

46. Entering Barcode 46

47. Saving Draft Request 47 Warning!!! You must click the Submit Request button to process this request. Your Request Number is XXXXX. Please take note of the number if you want to make additional changes to the request, otherwise click Submit Request immediately.

48. Retirement Submitted 48 Request has been submitted successfully. Now, the Retirement Request Approval Process begins.

49. Retirement Approval Process The Retirement Request will not be submitted until the previously noted Submit Request Button is clicked. If request is not submitted within 30 days, then it will automatically be purged from the system. Once submitted, a Timeline Event for Open Request – Final Event will be logged. The next approver in line will also be notified of the retirement request via email. Approval Process flow is PC  PAO  LOR. 49

50. PPMB Resources Points of Contacts, http://www.pps.noaa.gov/contact.htmlht p://www.p s.noaa.gov/contact.html Personal Property Webinar Training, http://www.pps.noaa.gov/training_and_education/ http://www.p s.noaa.gov/training_and_education/ Guides and Job Aids, http://www.pps.noaa.gov/forms_guides/guides_aids_tools/ ht p://w.p s.noaa.gov/forms_guides/guides_aids_tools/ Frequently Asked Questions, http://www.pps.noaa.gov/inventory_upr/faqs/index.html http://www.p s.noaa.gov/inventory_upr/faqs/index.html 50

51. Questions and Answers 51