PROPERTY
MANAGEMENT 101
Skip Adolph, CPPM CF
Ivonne Bachar, CPPM CF
Rick Price, CPPM
PROPERTY MANAGEMENT 101
•
Words to consider going forward:
– Accountability – To be “answerable”
• Contractual accountability
– Financial and Logistical
– Fiduciary – Third party “financial” relationship
• Taxpayer and USG
PROPERTY MANAGEMENT 101
• Words to consider going forward:
– Stewardship
• A person (or organization) who manages another’s
property or financial affairs, one who administers
anything as the agent of another or others
– Custodianship
• 1: A person who has custody, keeper, or guardian
• 2: A person entrusted with protecting or maintaining
property
PROPERTY MANAGEMENT 101
• A Bit of Property Management History:
– United States Constitution
• Article IV
• Section 3
• Paragraph 2
– The Congress shall have Power to dispose of
and make all needful Rules and Regulations
respecting the Territory or other Property
belonging to the United States; and nothing in
this Constitution shall be so construed as to
Prejudice any Claims of the United States, or
of any particular State.
PROPERTY MANAGEMENT 101
• A Bit of Property Management History:
– Early Asset Management Legislation
• “Public Acts of Congress”
• 13th Congress; 3rd Session
• Sep 19, 1814 to Mar 3, 1815:
– An Act to provide additional revenues for
defraying the expenses of Government and
maintaining the public credit…
PROPERTY MANAGEMENT 101
• A Bit of Property Management History:
– Early Asset Management Legislation
• “Public Acts of Congress”
• 13th Congress; 3rd Session
• Sep 19, 1814 to Mar 3, 1815: (cont)
– Sec. 4. And be it further enacted. That the
President of the United States be authorized to
cause all the armed vessels thereof on the Lakes
to be sold or laid up; such vessels being first
divested of their armament, tackle, and furniture,
which are to be carefully preserved.
PROPERTY MANAGEMENT 101
• A Bit of Property Management History:
– Early Asset Management Legislation
• 1774 - 1875: Congressional Legislation:
– “Duties on Sales at Auction”. An act laying
duties on sales at auction of merchandise and
of ships and vessels – March 24, 1814
PROPERTY MANAGEMENT 101
• A Bit of Property Management History:
– The Federal Register
• By 1930 every Executive Branch published individual
regulations
– Gazettes, bulletins, rulings, digests, pamphlets,
notices, codes, certificates, orders, etc
• U.S. Regulations could not be found, tracked, or
determined whether to have been altered or revoked
– Department of Justice acknowledged before the
Supreme Court that an Executive Order it was
trying to enforce had been revoked
PROPERTY MANAGEMENT 101
• A Bit of Property Management History:
– The Federal Register
• 1935 Congress passed Federal Register Act
– Established a division within the National Archives
• The Federal Register began on March 14, 1936
– Comprehensive vehicle for publishing all agency
promulgated rules and regulation
– Including all Presidential proclamations and
executive orders as may be determined to have
general applicability and legal effect or as may be
required by Act of Congress
PROPERTY MANAGEMENT 101
• Federal Property Management Regulation
(FPMR)
• Created by Federal Property and
Administrative Services Act of 1949
• 63 Statute 378: P.L. 152 aka “The Act”
PROPERTY MANAGEMENT 101
• Code of Federal Regulations (CFR)
– The codification of the general and permanent rules
published in the Federal Register.
-- Divided into 50 titles representing broad areas
subject to Federal regulations
PROPERTY MANAGEMENT 101
• Code of Federal Regulations (CFR)
http://www.gpoaccess.gov/cfr/
– Title 41, Chapter 101
• Federal Property Management Regulations (FPMR)
– Title 48
• Federal Acquisition Regulations (FAR)
PROPERTY MANAGEMENT 101
The FPMR is organized into a series of subchapters
by subject matter title:
Subchapter Title
A
C
E
G
H
General
Defense Material
Supply and Procurement
Transportation and Motor Vehicles
Utilization and Disposal
PROPERTY MANAGEMENT 101
Federal Regulations Governing Personal
Property Management
Federal Management Regulations 41
CFR 102
Updates the Federal Property Management
Regulations (FPMR)
PROPERTY MANAGEMENT 101
• Agency Policy
FMR §102-2.40 allows for each agency head to
expand the FMR to meet it’s respective mission
Each agency is unique therefore it’s property
requirements maybe somewhat different
Agency property management regulations may
not detract from basic FMR…still must meet
minimum accountability standards
PROPERTY MANAGEMENT 101
– Title 48
• Federal Acquisition Regulations (FAR)
• FAR Part 45
• This part prescribes policies and procedures for
providing Government property to contractors;
contractors’ management and use of
Government property; and reporting,
redistributing, and disposing of contractor
inventory
PROPERTY MANAGEMENT 101
FAR Clauses
• 52.245-1
– Government Property and its alternates I & II
• 52.245-2
– Government Property Installation Operation
Services
• 52.245-9
– Use and Charges
PROPERTY MANAGEMENT 101
Colleges & Universities
• University Policies & Procedures
• Office of Management & Budget (OMB) Circulars
• Federal Acquisition Regulations (FAR) and Agency
Supplements
• Agreement-Specific Terms & Conditions
• Accounting Standards (GAAP, FASB, GASB)
• State Regulations
• IRS Guidelines
• Export Controls
• Other associated regulations (e.g. EPA)
• Data Security
• VCSs and ILPs
PROPERTY MANAGEMENT 101
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A-21 “Cost Principles for Educational Institutions” (2 CFR Part 220)
A-87 “Cost Principles for State, Local and Indian Tribal Governments”
(2 CFR Part 225) and also Federal Register notice 51 FR 552
(January 6, 1986)
A-89 “Federal Domestic Assistance Program Information”
A-102“Grant Awards and Cooperative Agreements with State and
Local Governments”
A-110“Uniform Administrative Requirements for Awards and Other
Agreements with Institutions of Higher Education, Hospitals,
and Other Nonprofit Organizations” (codified at 2 CFR 215)
A-122“Cost Principles for Non-Profit Organizations” (2 CFR Part 230)
A-133“Audits of States, Local Governments and Non-Profit
Organizations,”; and
Those sections of A-50 related to audits performed under Subpart F Audit Requirements of this Part.
PROPERTY MANAGEMENT 101
• Uniform Administrative Requirements,
Cost Principles, and Audit Requirements
for Federal Awards
– Published in Federal Register 12/26/13
– Effective 12/26/14
– Consolidation of in previous slide
– Located in Title 2 CFR
• Chapters I and II
• Parts, 200, 215, 220, 225, 230
PROPERTY MANAGEMENT 101
• OMB Circulars that are superseded by this guidance
are available on OMB’s website at
http://www.whitehouse.gov/omb/circulars_default/
• This is given as final guidance
– Implementation guidance still needs clarification
– OMB to review at least every 5 years
• Applicable to awards to non-Federal entities
including state and local governments, Indian tribes,
institutions of higher education, …..
PROPERTY MANAGEMENT 101
• Governmental Accounting Standards
Board – GASB
– Statement 34
• Basic Financial Statements
– Statement 35
• Amendment to Statement 34
• Basic Financial Statements….For Public
Colleges and Universities
PROPERTY MANAGEMENT 101
• Donations; aka Gifts, Charitable
Contributions, Gifts-in-Kind
• IRS Publication 526
– Qualified Organizations
– Contributions of Property
– Records to Keep
• IRS Form 8283 – Non-Cash Charitable
Contributions
• IRS Form 8282 – Donee Information
Return
PROPERTY MANAGEMENT 101