G AUTHORITY DIRECTIVES

AUTHORITY DIRECTIVES

Parking and Shuttle Bus Concession

Washington Dulles International Airport

and

PROPERTY ASSETS MANAGEMENT, DIRECTIVE BA-001A

Parking and Shuttle Bus Concession

Washington Dulles International Airport

and

TABLE OF CONTENTS

PURPOSE AND SCOPE

1

1

ROLES & RESPONSIBILITIES

2

1.1 CORPORATE PROPERTY MANAGEMENT OFFICE 2

1.2 PROPERTY ADVISORY COMMITTEE 3

1.3 PROPERTY CONTROL OFFICES 3

1.4 PROPERTY MANAGEMENT TECHNICIANS 4

1.5 PROPERTY DISPOSAL TECHNICIAN 4

1.6 LOST-AND-FOUND TECHNICIANS 5 1.7 PROPERTY OFFICERS 5 1.8 PROPERTY CUSTODIANS 5 1.9 OFFICE OF CONTROLLER 6 1.10 PROCUREMENT OFFICES 6 1.11 OFFICE OF TECHNOLOGY 6

1.12 CONTRACTING OFFICER TECHNICAL REPRESENTATIVES (COTRs) 6

2

ACQUIRING PERSONAL PROPERTY

8

2.1 POLICY 8

2.1.1 Procedures –Airports Authority-purchased Assets 8

2.1.2 Procedures – Contractor Purchased Assets 9

2.1.3 Procedures – Abandoned Assets 9

3

RECEIVING & BARCODING ASSETS

10

3.1 POLICY – RECEIVING & BARCODING NON-IT ASSETS 10

3.2 PROCEDURES – RECEIVING & BARCODING NON-IT ASSETS 10

3.3 ORACLE DATA FIELD ENTRY 10

3.3.1 Descriptive Information 11

3.3.2 Assignment Information 11

3.4 PROCEDURES – CREATING ASSET RECORDS IN ORACLE 11

3.5 SENSITIVE PERSONAL PROPERTY 12

3.6 TRACKING ASSET & SYSTEM COMPONENTS IN ORACLE 12

3.6.1 Parent-Child Relationship 12

3.6.2 Procedures – Evaluating Asset & System Components 12

3.7 ISSUING PERSONAL PROPERTY 12

4

MAINTAINING ASSET RECORDS

13

4.1 POLICY – MAINTENANCE OF ASSET RECORDS 13

4.1.1 Types of Maintenance 13 4.2 GENERAL UPDATES 13 4.3 TRANSFER OF ASSETS 13 4.4 INVENTORY OF ASSETS 13 4.5 RETIREMENT OF ASSETS 13 4.6 REPLACEMENT OF ASSETS 13 4.6.1 Trade-Ins 14 4.6.2 Warranty Replacements 14 4.6.3 Damaged Assets 14

5

ASSET INVENTORIES

16

5.1.1 Quality Assurance Review 16

5.1.2 Contractor-Purchased Assets 16

5.1.3 Types of Inventory 17

5.1.4 Inventory Schedule 17

5.1.5 Notification of Physical Inventory 18

5.4 POLICY – REAL PROPERTY 19

5.4.1 Federally-leased Real Property 19

5.4.2 Procedures - Reconciliation of Federally-leased Real Property 19

5.4.3 FAA Federally-leased Demolition Letter 20

5.4.4 Airports Authority-owned Real Property 20

6

MISSING PROPERTY

21

6.1 POLICY – MISSING PROPERTY 21

6.2 PROCEDURES – MISSING ACCOUNTABLE PROPERTY 21

7

DISPOSITION OF ASSETS

24

7.1 PROPERTY DISPOSITION PROGRAM 24

7.2 POLICY – EXCESS PERSONAL PROPERTY 24

7.2.1 Excess Personal Property Exclusions 24

7.3 PROCEDURES – EXCESS PERSONAL PROPERTY 25

7.3.1 Declaration of Excess Personal Property – Property Custodians/COTRs 25 7.3.2 Reutilization of Excess Personal Property – Property Control Offices 26

7.4 POLICY – DISPOSAL OF SURPLUS PERSONAL PROPERTY 27

7.4.1 Responsibility for Surplus Personal Property – Property Disposal Technician 27

7.5 PROCEDURES – DISPOSITION OF SURPLUS PERSONAL PROPERTY 27

7.5.1 Declaration of Surplus Personal Property 28

7.5.2 Disposal of Surplus Personal Property 28

8

RETIREMENT OF ASSET RECORDS

32

8.1 POLICY – RETIREMENT 32

8.1.1 Conditions for the Retirement of Asset Records 32

8.2 PROCEDURES – TYPES OF RETIREMENT 32

8.2.1 Sold, Scrapped & Donated Assets 32

8.2.2 Replaced by Warranty & Traded-In Assets 32

8.2.3 Missing or Stolen Assets 33

8.2.4 Non-Accountable Assets 33

8.2.5 Duplicate Asset Records 33

8.3 REINSTATING ASSETS 33

9

INFORMATION TECHNOLOGY (IT) EQUIPMENT

34

9.1 RESPONSIBILITY 34

9.2 ACQUIRING IT EQUIPMENT 34

9.2.1 Non-Standard Procurement of IT Equipment 34

9.3 RECEIVING & BARCODING IT EQUIPMENT 34

9.4 ASSET RECORD CREATION FOR IT EQUIPMENT 35

9.5 STORAGE OF UNDEPLOYED IT EQUIPMENT 35

9.5.1 Emergency Stock 35

9.5.2 Loaner Stock 35

9.6 DEPLOYING IT EQUIPMENT 35

9.7 RECORDS MANAGEMENT 36

9.7.1 Physical Inventories & Missing IT Equipment 36

9.8 DISPOSITION 36 9.8.1 Cannibalization of IT Components 36 9.9 RETIREMENT 37

10

FIREARMS

38

10.1 RESPONSIBILITY 38 10.2 ACQUIRING FIREARMS 38 10.3 RECEIVING FIREARMS 38

10.4 ASSET RECORD CREATION FOR FIREARMS 38

10.5 ISSUING FIREARMS 38

10.6 RECORDS MANAGEMENT 38

10.6.1 Physical Inventories 38

10.6.2 Asset Record Maintenance 39

10.7 REPORTING MISSING FIREARMS 39

10.8 DISPOSITION 39

10.9 RETIREMENT 39

11

LOCALLY-CONTROLLED PROPERTY

40

11.1 RESPONSIBILITY 40

11.1.1 Property Custodians 40

11.1.2 Property Control Offices 40

11.1.3 COTRs 40 11.2 ACQUIRING 40 11.3 RECEIVING 40 11.4 RECORDS MANAGEMENT 40 11.4.1 Inventory Certification 41 11.5 DISPOSITION 41

11.5.1 Excess Locally-Controlled Property 41

11.5.2 Disposal of Surplus Locally-Controlled Property 41

11.6 PROCEDURES – MISSING LOCALLY-CONTROLLED PROPERTY 41

11.7 RETIREMENT 41

APPENDICES

APPENDIX A GLOSSARY OF TERMS

APPENDIX B AIRPORTS AUTHORITY PROPERTY FORMS & TYPES

APPENDIX C LOST-AND-FOUND PUBLIC PROPERTY PROCEDURES

APPENDIX D ORACLE DATA FIELDS

APPENDIX E SENSITIVE PERSONAL PROPERTY LIST APPENDIX F SYSTEM COMPONENTS EVALUATION FORM

APPENDIX G SAMPLE FAA REAL PROPERTY DEMOLITION REPORT

APPENDIX H EXCESS PERSONAL PROPERTY EXCLUSIONS

APPENDIX I AUTHORIZATION TO SCRAP LETTER

I.

PURPOSE

This Policy establishes the Airports Authority’s Property Management Program policies and procedures for managing all accountable, and non-accountable (locally-controlled) personal and real property of the Metropolitan Washington Airports Authority from acquisition to disposition. The Metropolitan Washington Airports Authority operates the Ronald Reagan Washington National Airport (DCA), Washington Dulles International Airport (IAD), and the Dulles Toll Road. The Airports Authority Property Management Program is accountable for tracking assets in Oracle Electronic Business Suite (EBS) that meet the following conditions upon acquisition:

(1) Capitalized personal property with an acquisition cost of $10,000 or more (2) Sensitive personal property regardless of cost

(3) Non-capitalized personal property with an acquisition cost of $5,000 or more

(4) Airports Authority-owned Contractor-purchased personal property with an acquisition cost of $5,000 or more

(5) Firearms

(6) Federally-leased real property

(7) Airports Authority-owned real property

Personal property assets that do not meet the above conditions are considered non-accountable and are locally-controlled property and are the primary responsibility of the Property Custodian of the department which acquires them for the duration of their useful life to the Airports Authority. The Airports Authority Property Management Program provides general oversight and guidance for the tracking of non-accountable Airports Authority property (See Appendix J) and is specifically involved in the disposition of all Airports Authority-owned property, including accountable and non-accountable assets.

II.

SCOPE

This Policy applies to all Airports Authority employees and contractors who are in possession of Airports Authority-owned personal and real property. Airports Authority property shall only be used for intended purposes and for conducting official Airports Authority business. Airports Authority employees and contractors are responsible for adhering to the following principles while in possession of Airports Authority-owned property:

(1) Prevent loss, fraud, waste, or abuse while properly using, caring for, and protecting Airports Authority property that is entrusted to them.

(2) Identify and report any misuse, lack of control, loss, waste, or abuse of Airports Authority property to their supervisor/manager or Contracting Officer Technical Representative (COTR) and the appropriate Property Control Office.

(3) Report property that is lost, missing, stolen, damaged, or destroyed to their supervisor

or

COTR and the

1

ROLES & RESPONSIBILITIES

Chapter 1 defines the roles and responsibilities of Airports Authority employees and contractors involved in the Property Management Program.

The Airports Authority Property Management Program encompasses a group of offices and key personnel within the Airports Authority who are responsible for the oversight of property management policies and procedures for all Airports Authority-owned property. The Corporate Property Management Office has overall responsibility for the management and implementation of the Airports Authority Property Management Program. Additionally, the Property Management Program provides oversight, guidance, policy, procedures, and training to Property Control Offices, Property Custodians, and Property Management Technicians for the tracking of accountable and locally controlled property.

1.1

CORPORATE PROPERTY MANAGEMENT OFFICE

(1) Responsible for the Airports Authority Property Management Program. Establishes policy, procedures, and

best practices in accordance with industry standards for Airports Authority-wide property management functions.

(2) Governs and oversees all asset management decisions for the Airports Authority.

(3) Updates and administers property management policies and procedures for all Airports Authority-owned

assets.

(4) Oversees work activities of the corporate property management function and the Property Disposition

Program.

(5) Considers recommendations of Property Advisory Committee for establishing property accountability

policy and procedures.

(6) Approves property transaction documents (e.g. Property Adjustment Vouchers – for traded-in assets,

Missing Property Reports, etc.) according to established policies.

(7) Prepares and submits annual report of demolished federally-leased real property to the Federal Aviation

Administration (FAA) in accordance with Federal lease agreement requirements.

(8) Approves all requests for trade-in of Airports Authority assets towards the purchase of new assets.

(9) Provides oversight, guidance, policy, and procedures to the Property Management Technician of the Public

Safety Property Control Office for the management of all firearms asset records.

(10) Provides oversight, guidance, policy, and procedures to the Property Control Offices to manage the asset inventory process; implements inventory performance schedules for all Airports Authority assets.

(11) Ensures that all asset inventories are completed in accordance with the inventory schedule and conducts analysis of inventory data to ensure asset inventories are completed within acceptable industry standards. (12) Confirms certified Inventory Reports and stores in centralized, electronic inventory repository.

(13) Develops and performs Quality Assurance/Quality Control asset matrices, and provides feedback to Airports Authority Vice Presidents and managers of the Property Control Offices as required.

(14) Determines types of assets that are declared as sensitive personal property and consults with his/her Vice President regarding the addition and removal of assets from the list of sensitive personal property.

(16) Develops training curriculum for all Airports Authority employees involved with the Airports Authority Property Management Program as required.

(17) Conducts inventory and reconciliation of Airports Authority-owned and Federally-leased real property.

1.2

PROPERTY ADVISORY COMMITTEE

(1) The Property Advisory Committee (PAC) refers to the group of employees within the Airports Authority Property Management Program who are responsible for the recommendation of policies and procedures for all accountable property.

(2) PAC membership includes the Corporate Property Manager, managers of the Materials Management Divisions of Ronald Reagan Washington National Airport and Dulles International Airport, Property Management Technicians, Office of Finance’s Projects and Fixed Assets Manager or his/her designee, Office of Finance’s Procurement and Contracts Manager, Public Safety Administration’s Finance and Administration Manager or his/her designee, IT Services Program Manager or his/her designee, Office of Engineering’s Design Department Manager or his/her designee, and the Property Disposal Technician. These will serve as voting members, and meetings will be open to all Airports Authority personnel as non-voting attendees.

(3) Meets on a quarterly basis, unless otherwise required by the Corporate Property Manager to discuss property management issues.

(4) Collaborates with other departments within the Airports Authority to implement property management policies and procedures.

(5) Recommends threshold levels for accountable property.

(6) Recommends which assets are added to or removed from the sensitive personal property list. (7) Reviews existing and new systems to identify components to be tracked.

(8) Reviews industry standards and best practices for the management of property and recommends process improvements.

1.3

PROPERTY CONTROL OFFICES

The Property Control Offices within the Airports Authority Property Management Program are defined as follows: 1) Ronald Reagan Washington National Airport (DCA) Property Control Office – Manages property for

all functions located at DCA, the Dulles Rail Project functions, and Information Technology (IT) equipment at National, excluding equipment assigned to Public Safety offices. Operates the assets reutilization program for excess personal property. Manages IT hardware stock inventories and ensures proper deployment and retrieval procedures are implemented at DCA. Coordinates with the Office of Technology for stock replenishment and transfers.

2) Dulles International Airport (IAD) Property Control Office – Manages property for all functions

located at IAD, the Dulles Toll Road, and IT equipment at IAD, excluding equipment assigned to Public Safety Offices. Operates the assets reutilization program for excess personal property. Manages IT hardware stock inventories and ensures proper deployment and retrieval procedures are implemented at Dulles International Airport. Coordinates with the Office of Technology for stock replenishment and transfers.

3) The Public Safety Property Control Office (PSPCO) – Manages property for Public Safety functions

program for excess personal property. Performs physical destruction of unserviceable Public Safety weapons with authorization from Corporate Property Management Office.

1.4

PROPERTY MANAGEMENT TECHNICIANS

(1) Ensure property is recorded in a timely manner and asset records are accurately maintained. Once an asset is received at the warehouse(s), the Property Management Technician is responsible for adding the record to Oracle or notifying the Office of Finance of receipt.

(2) Train, provide guidance to, coordinate with, and assist Property Custodians within their custodial area regarding property management policies and procedures.

(3) Ensure effective property management direction is provided, including promoting and maximizing the reutilization of excess property within their respective organizations.

(4) Take receipt of excess personal property from their respective Property Custodians.

(5) Perform asset inventories on all accountable property to determine the accuracy of asset records. Prepare Inventory Plans and Inventory Reports for all scheduled asset inventories.

(6) Ensure proper documentation is processed for newly obtained, transferred, or excessed property.

(7) Review, analyze, and identify the risks associated with missing, damaged, or destroyed accountable assets. (8) Inform the respective Manager, Property Control Office, and the Corporate Property Manager of missing,

damaged, or destroyed property and the associated risks.

(9) Review procurement reports to ensure all accountable property has been recorded in Oracle.

(10) Coordinate with the airport warehouses to ensure accountable assets have been tagged with an Airports Authority barcode label.

(11) Coordinate with the Office of Finance on the addition and adjustment of capitalized personal property records.

(12) National and Dulles Airport Property Management Technicians:

a) Oversee and perform the deployment and retrieval functions of IT hardware.

b) Maintain help desk tickets related to the deployment or retrieval of IT hardware.

c) Create records in Oracle for surplus lost-and-found property.

1.5

PROPERTY DISPOSAL TECHNICIAN

(1) Responsible to dispose of Airports Authority surplus property, excluding firearms (See Chp.10.8), under the guidance and direction of the Corporate Property Manager.

(2) Under the authority of the Corporate Property Manager, administers the Property Disposition Program. (3) Provides effective guidance and support to Property Control Offices for reutilization of excess property. (4) Ensures the Property Control Offices comply with the procedures for excess and surplus personal property. (5) Responsible for the management of surplus asset records in Oracle.

(7) Facilitates and arranges for the removal of auctioned assets to buyers.

(8) Manages the Airports Authority Donation program of surplus personal property, and lost-and-found public property.

(9) Reinstates asset records in Oracle as requested by the Office of Finance and the Property Control Offices.

1.6

LOST-AND-FOUND TECHNICIANS

(1) Ensure effective management of lost-and-found public property received by the Airports Authority’s two Lost and Found Offices – one at each airport (See Appendix C, Lost-and-Found Operations and

Instructions for further information).

1.7

PROPERTY OFFICERS

(1) Property Officers are the Airports Authority Vice Presidents.

(2) Responsible for safeguarding, maintaining accountability, and ensuring intended use of all property within their respective custodial areas.

(3) Appoints Property Custodians for their custodial area. If not appointing a Property Custodian, assumes all responsibilities of the Property Custodian position.

(4) Annually certify designated Property Custodians to the Corporate Property Manager through respective Property Control Offices.

(5) Assume all responsibility for enforcement of procedures for locally-controlled property. (6) Responsible for signing Missing Property Reports for their custodial area.

1.8

PROPERTY CUSTODIANS

(1) Property Custodians are designated Airports Authority employees responsible for implementing careful and economical use of assigned Airports Authority property, both accountable and locally-controlled property. (2) Property Custodians are responsible for safeguarding all locally-controlled property within their custodial

area.

(3) Maintain inventory records of all locally controlled property within their custodial area. (4) Ensure adequate security, protection, storage, and management of all assigned property. (5) Ensure assigned property is used only for official Airports Authority business.

(6) Ensure that other employees and contractors are aware and take ownership of their assigned property management responsibilities.

(7) Forward all property documentation to their respective Property Control Office.

(8) Report missing, damaged, or destroyed accountable property promptly to their supervisor, the Airport Police (if criminal activity is suspected), and the Property Control Office(s) in a timely manner.

(9) Provide assistance to the Property Control Offices in performing property inventories. (10) May appoint a Property Sub-Custodian, who will act on behalf of the Property Custodian

(11) Inform the respective Property Control Office of employee and contractor departures.

(12) Report property that is declared as excess promptly to their respective Property Control Office.

1.9

OFFICE OF CONTROLLER

(1) Records all Airports Authority capitalized personal and real property with the assistance of the Property Control Offices.

(2) Establishes the Airports Authority’s accounting policies and procedures to properly record and depreciate the acquisition of real and personal property according to Generally Accepted Accounting Principles (GAAP).

(3) Provides periodic updates to the Fixed Assets Procedures Manual for the capitalization and depreciation of real and personal property.

1.10 PROCUREMENT OFFICES

(1) Refers to the Procurement and Contracts Department at the Airports Authority Corporate Office Building and the Procurement Offices within the Materials Management Divisions at both Ronald Reagan Washington National Airport and Washington Dulles International Airport.

(2) Ensure that all accountable property purchased is correctly identified as property purchases in Oracle in order to notify the appropriate Property Control Office(s) upon receipt.

(3) Assist the Property Control Offices with warranty replacement and trade-in information. Ensure trade-ins are approved by the Corporate Property Manager.

1.11 OFFICE OF TECHNOLOGY

(1) Initiates and approves the purchases of IT equipment, software, telephone systems, and wireless radio systems.

(2) Develops and implements the necessary procedures in coordination with their respective Property Control Office for the management, accountability, and control of IT equipment and software assets.

(3) Performs investigative work through the Information Security Manager to locate the owners of unclaimed computer equipment that are submitted to the Airports Authority Lost and Found Offices.

(4) Performs internal property management training of all IT employees, including contractors.

(5) Responsible for determining surplus IT equipment in conjunction with the DCA and IAD Property Control Offices.

1.12 CONTRACTING OFFICER TECHNICAL REPRESENTATIVES (COTRs)

(1) COTRs are designated Airports Authority employees responsible for the custodial management of Airports Authority personal property that is provided to contractors during a contract term.

(2) Responsible for ensuring that appropriate property management clause(s) are inserted into all Airports Authority contracts.

(3) Responsible for managing and controlling all Airports Authority property that is assigned to or purchased by the contractor for the respective contract.

(4) Responsible for informing the Property Control Offices of new contractor purchased personal property which is reimbursed by the Airports Authority to the contractor.

(5) Ensure Airports Authority property that is provided to contractors or concessioners remains Airports Authority property unless otherwise specified in the contract.

(6) Track property internally and maintain asset records for all contractor property that is not tracked by the Property Control Office.

(7) Coordinate with Property Custodians and the Property Control Offices to prepare and submit property documents.

(8) Safeguard assigned property and assist with inventories.

(9) Ensure that assigned property is used only for official Airports Authority business.

(10) Coordinate with Property Custodians to identify property that is no longer required for use by the contractor; and approve property that is submitted as excess to their respective Property Control Office. (11) Ensure that contractors record all Airports Authority personal property in accordance with the terms and

conditions of their contract(s).

2

ACQUIRING PERSONAL PROPERTY

Chapter 2 provides policy and procedures for acquiring accountable personal property for use throughout the Airports Authority.

2.1

POLICY

Whenever applicable, Airports Authority organizations should make every effort to screen Airports Authority-owned excess furniture and equipment for reutilization prior to initiating procurement activities.

In fulfillment of the Airports Authority’s mission to develop, promote, and safely operate the Ronald Reagan Washington National Airport (DCA) and Washington Dulles International Airport (IAD), the Airports Authority procures personal property to accomplish the day-to-day operations and maintenance of these facilities. The Property Control Offices shall be informed of newly acquired accountable assets to ensure accountability throughout the lifecycle of Airports Authority-owned property.

Accountable assets refer to non-capitalized personal property with an acquisition cost of $5,000 or more, contractor-purchased assets with an acquisition cost of $5,000 or more; capitalized personal property with an acquisition cost of $10,000 or more; assets deemed as sensitive personal property; certain IT equipment; and firearms.

Assets which do not meet the above acquisition cost thresholds or sensitivity requirements are non-accountable, but will be locally controlled by Property Custodians. Property Custodians are responsible for managing all non-accountable assets from acquisition until said assets are identified as excess property and are ready for disposition and retirement; at which point, Property Custodians shall notify their respective Property Control Office. COTRs are responsible for managing and controlling all Airports Authority property that is assigned or purchased by the contractor in the fulfillment of contract’s Scope of Work.

The Airports Authority acquires assets via two primary methods:

(1) Assets purchased by the Airports Authority – Assets paid for directly by the Airports Authority.

(2) Assets purchased by contractors – Authorized purchases paid for directly by the contractor on behalf of the Airports Authority and will remain with the Airports Authority upon completion of the contract.

2.1.1

Procedures – Airports Authority-purchased Assets

(1) Before a requisition for goods is initiated, the requestor must refer to their respective Property Control Office to prevent the purchase of property that is available in excess (Refer to Paragraph 7.3.2.1).

(2) If an asset which meets the requesting organization’s needs is available in the excess property inventory, the requesting organization’s Property Custodian should request for the asset to be transferred to their Custodial Area.

(3) If like asset is not available in the excess property inventory, the Property Control Office will advise the requestor and the procurement process may be initiated.

(4) Contracting Officers and end-users may inquire with the vendor if an asset can be traded-in towards the purchase of a new asset, if trade-in credit is offered by the vendor (refer to Paragraph 4.6.1).

(5) Purchasing Card (P-Card) purchases for accountable assets are prohibited, except in emergencies, which require prior approval from the Property Control Office and the P-Card Administrator.

2.1.2

Procedures – Contractor Purchased Assets

The COTR shall report contractor-purchased assets valued at $5,000 and above, as well as any sensitive personal property assets and IT equipment to the appropriate Property Control Office using a Property Adjustment Voucher (PAV) form (See Appendix B).

2.1.3

Procedures – Abandoned Assets

In addition to the two primary methods, the Airports Authority acquires a small percentage of assets that have been abandoned/left on Airports Authority property either by a tenant, contractor, or the general public after the legally mandated timeframe.

(1) The Property Control Offices shall review abandoned property to determine if the property can be reutilized or declared as surplus personal property.

(2) The Property Control Offices shall notify the Property Disposal Technician of abandoned property.

(3) The Property Control Offices shall add abandoned assets to Oracle if they are reutilized or declared as surplus personal property.

(4) Abandoned assets that are not reutilized, sold, or donated can be scrapped with approval from the Property Disposal Technician. The Property Disposal Technician must obtain final approval from the Corporate Property Manager to scrap abandoned assets.

(5) The Corporate Property Manager will determine if an asset record should be created for abandoned personal property that would be retained by the Airports Authority.

3

RECEIVING & BARCODING ASSETS

Chapter 3 provides information on the policies, related transactions, and procedures for: receiving and barcoding new assets at the airport warehouses; creating and updating asset records in Oracle, including sensitive personal property and identified system components as approved by the Corporate Property Manager; and the procedures for issuing accountable assets to users within the Airports Authority.

3.1

POLICY – RECEIVING & BARCODING NON-IT ASSETS

Accountable assets purchased by the Airports Authority shall be received at either the DCA or IAD warehouses. Assets may be delivered to an alternate location with approval from Airports Authority warehouse personnel. Warehouse personnel are the first point of contact for the contractor or supplier who is delivering the asset(s). Warehouse personnel receive and barcode accountable property assets with the exception of firearms purchased by the Airports Authority, which are received jointly by warehouse personnel and a Public Safety Officer.

Accountable contractor-purchased assets may be received at the contractor’s location. COTRs/Property Custodians are responsible for notifying their respective Property Control Office of receipt of assets, and ensuring that accountable assets are appropriately barcoded upon receipt.

3.2

PROCEDURES – RECEIVING & BARCODING NON-IT ASSETS

(1) Upon receiving an accountable asset, Airports Authority warehouse personnel shall log into Oracle to compare the actual asset(s) received against the information listed on the purchase order (e.g. asset description, manufacturer, model number, and quantity ordered) and the shippers packing slip. If the information is accurate, warehouse personnel will accept the asset(s) against the purchase order.

(2) In the event there are discrepancies with the asset(s) delivered against the purchase order, warehouse personnel shall make note of the discrepancies on the packing slip and contact the appropriate Procurement and Contracts personnel to resolve the issue. Once resolved warehouse personnel will accept the asset(s), which closes the receiving process.

(3) The standard Airports Authority barcode shall then be affixed to all accountable personal property with the exception of firearms, which are tracked by the manufacturer’s serial number.

(4) A Public Safety Officer shall be present to receive and inspect all firearms at the time of delivery. The Public Safety Officer will remove all firearms upon receipt from the warehouse. Under no circumstance may firearms remain in the warehouse overnight.

(5) For all other accountable assets, warehouse personnel shall record the barcode number, serial number, model number, manufacturer name, and asset description on the receiving document – this information is necessary to create a new asset record in Oracle.

(6) Warehouse personnel shall forward the receiving document to the respective Property Control Office within five (5) working days after delivery to the warehouse.

(7) Warehouse personnel shall arrange to have the property either delivered to or picked-up by the requestor. The requestor or his/her designee shall sign the Receipt Traveler to acknowledge receipt of the asset(s).

3.3

ORACLE DATA FIELD ENTRY

The Airports Authority uses Oracle to financially and physically record all accountable personal property that has been acquired. Oracle Data fields store specified sets of data regarding acquired assets. The sum of the information contained in the data fields forms an asset record, which holds descriptive and assignment information (See Appendix C).

3.3.1

Descriptive Information

Descriptive information uniquely identifies an asset. Descriptive information for accountable assets includes the following identification codes:

x Tag number/Airports Authority assigned barcode number

x Asset description x Asset category x Asset key x Serial number x Manufacturer x Model number

x

Cost

x Vehicle call number (if applicable)

Completion of the above data fields is mandatory. When this information is not available the Property Management Technician shall enter “N/A” for not applicable or not available. Completion of all other descriptive data fields is optional. The cost data field does not have to be completed for abandoned asset records and for asset records where the cost of an asset is included with the larger asset, e.g. parent-child relationship (Refer to Paragraph 3.6.1). If the asset record was a result of a parent-child relationship, the asset number for the parent asset record shall be noted in the parent data field. If individual cost information is available, then it should be completed for all applicable child asset records.

3.3.2

Assignment Information

Assignment information is important in identifying the location of assets within the Airports Authority. Assignment information includes the following fields:

x Area

x Property Control Office

x Entity

x Building

x Floor

x Room

x Employee name (Asset User) (or Property Custodian if unassigned)

Completion of assignment information data fields is mandatory for every recorded asset.

3.4

PROCEDURES – CREATING ASSET RECORDS IN ORACLE

(1) Based on the information provided by warehouse personnel, the Property Management Technician shall create the asset record and update the descriptive and assignment data fields for property that is below $10,000, or report the receipt of property that is above $10,000 to the Accounting Department.

(2) The Property Management Technician is responsible for ensuring that all data for accountable property that is below $10,000 is loaded properly in Oracle.

(3) The Accounting Department is responsible for loading all data in Oracle for property that is above $10,000. The Property Management Technician shall provide all of the necessary data to Accounting. This data will be forwarded by means of a notification of capitalized assets spreadsheet. The Property Management Technician will follow-up on a monthly basis with Accounting personnel regarding unrecorded additions.

3.5

SENSITIVE PERSONAL PROPERTY

Sensitive personal property are assets which regardless of value, could easily be adopted for personal use or converted to cash; also property for which theft, loss, or misplacement could potentially be dangerous to the public safety or community security. These assets are considered accountable property and are subject to exceptional physical security protection, control, and accountability. These assets shall be barcoded and have asset records created in Oracle.

The Property Advisory Committee shall review and recommend updates to the listing on an as-needed basis to the Corporate Property Manager, who has final authority regarding the addition or removal of assets from the sensitive property list (See Appendix D).

3.6

TRACKING ASSET & SYSTEM COMPONENTS IN ORACLE

A system is a combination of tangible, intangible, and/or intellectual property components that when used together form one complete asset. For example, multiple servers arrive at Airports Authority warehouse(s) that are used to make up one specialized computer system. Systems are typically capitalized as a whole by the Accounting Department and entered in Oracle as one asset, but the Property Control Offices may be required to barcode individual components of a system for accountability purposes based on their acquisition cost or sensitivity.

Systems and their components can be procured either via standard purchase orders or the Capital Construction Program. Therefore, the receiving and barcoding process will vary based on the procurement method. System acquisitions are typically discovered during the Quarterly Capitalization meetings, requisition notifications, or notification by the requestor/COTR as soon as practical. The PAC may convene to evaluate new systems and their components to decide which, if any, of the individual components will be barcoded and entered in Oracle.

3.6.1

Parent-Child Relationship

The parent-child relationship in Oracle refers to the whole asset (the parent) that is tracked in relation to its components (the children), which make up the entire asset.

3.6.2

Procedures – Evaluating Asset & System Components

(1) The Property Advisory Committee shall document the evaluation of a system on a standard form and obtain concurrence from all Property Control Offices with final approval from the Corporate Property Manager. The evaluation should clearly identify the components to be tracked, and any rationale used to develop the decision. Any supporting documentation should be attached to the evaluation form (See Appendix E). (2) All system components that meet the accountable property criteria must be barcoded and entered in Oracle

under the parent-child relationship.

3.7

ISSUING PERSONAL PROPERTY

Issuance is the act of providing an asset for general use or for official purposes to users or offices within the Airports Authority.

(1) Warehouse personnel will coordinate with the requestor and/or COTR to schedule the issuance of newly received personal property.

(2) Warehouse personnel will issue the asset and have appropriate department personnel inspect and sign the Oracle-generated Receipt Traveler form at time of delivery.

(3) Issuance of IT hardware is performed by either warehouse personnel or Property Control Office personnel. All requests for issuance are generated by the Office of Technology.

4

MAINTAINING ASSET RECORDS

Chapter 4 describes the required actions for maintaining asset records in Oracle as accountable personal property is: updated, transferred, inventoried, retired, and replaced.

4.1

POLICY – MAINTENANCE OF ASSET RECORDS

The maintenance of accountable asset records is the responsibility of the Property Control Offices for assets within their custodial areas. Maintenance occurs when editing an existing asset record. Asset records shall be created and properly maintained in Oracle for accountable property at all times, and shall enable a complete, current, and auditable record of all transactions. The Corporate Property Manager shall review yearly procurement reports to ensure accountable assets have been properly recorded and maintained in Oracle.

4.1.1

Types of Maintenance

There are five primary actions that prompt the maintenance of asset records in Oracle: (1) General updates to asset records

(2) Transfer of assets within the Airports Authority (3) Inventory of assets

(4) Retirement of assets (5) Replacement of assets

4.2

GENERAL UPDATES

General updates are changes made to descriptive data fields in Oracle (e.g. changes to serial numbers, inventory date, model, etc.). General updates do not require formal documentation, and do not include changes made to financial information, assignment information, and retirement status.

4.3

TRANSFER OF ASSETS

The transfer of assets occurs when property is permanently moved from one department to another. A Property Transfer Receipt is required to record the transfer (See Appendix B). The transfer of IT assets may be documented using a Hardware Deployment Form. Once the transfer is processed, the asset’s assignment information must be updated in the Oracle asset record.

4.4

INVENTORY OF ASSETS

Refer to Chapter 5 for detailed policies and procedures for maintaining asset records as a result of a physical inventory.

4.5

RETIREMENT OF ASSETS

Refer to Chapter 8 for detailed policies and procedures for maintaining asset records when property is retired in Oracle.

4.6

REPLACEMENT OF ASSETS

Property management personnel must document all accountable assets that are traded-in, replaced via warranty, or assets that have been damaged. This does not include missing property (Refer to chapter 6 for Missing Property policies and procedures). Assets are replaced when they are no longer needed or are not in operable condition.

There are three occasions for which the replacement of assets is applicable: (1) Trade-ins

(2) Warranty replacements (3) Damaged assets

4.6.1

Trade-Ins

Trade-ins occur when Procurement and Contracts personnel incorporate a trade-in credit into the purchase terms of new property for the replacement of an asset. In some cases it is in the best interest of the Airports Authority to trade-in assets towards the purchase of new assets. Trade-ins are requested through a requisition and may provide a discount towards a replacement asset. All traded-in assets shall be reported to the Corporate Property Manager for review and approval prior to taking any actions to ensure the Airports Authority receives the maximum return on investment for traded-in assets:

(1) Any personnel seeking to trade-in an asset towards the purchase of a new asset will make a formal request through a requisition and submit through the requisition approval process.

(2) Procurement and Contracts personnel will receive final written approval from the Corporate Property Manager or his/her designee to process the trade-in.

(3) The Property Control Office will create a new asset record in Oracle once the new asset is placed into service. The Property Control Office will flag the asset record of the traded-in property and attach documentation, which includes a completed PAV and copy of the purchase order to inform the Property Disposal Technician, who will retire the trade-in asset in Oracle.

(4) Contractors who request to trade in equipment shall submit the request to their COTR, who will submit all required documentation to their respective Property Control Office. The Property Control Office will add the new asset record to Oracle. The Property Control Office will flag the asset record of the traded-in property and attach a completed PAV to inform the Property Disposal Technician, who will retire the traded-in asset in Oracle.

4.6.2

Warranty Replacements

Warranty replacements occur when an asset fails to work as intended during the established warranty period:

(1) Property Custodians or COTRs will notify their respective Property Control Office of any warranty replacement, and document all relevant asset information on a Property Adjustment Voucher.

(2) Property Custodians or COTRs will coordinate warranty replacements with the warehouse and Property Control Offices.

(3) Warranty replacements are never declared as excess or surplus personal property. The Property Control Offices will create a new asset record in Oracle once the replacement asset is placed into service. The Property Control Offices will flag the asset record and attach the completed Property Adjustment Voucher to inform the Property Disposal Technician, who will then retire the asset record of the exchanged asset in Oracle.

4.6.3

Damaged Assets

Assets that have been damaged and rendered inoperable must be reported by completing a Property Incident Report or a Vehicle Incident Report (See Appendix B) for Airports Authority-owned vehicles. The end-user shall forward the required documentation to both the respective Property Control Office and the Risk Management Department:

(1)

Risk Management will advise the user if the replacement asset will be covered under the Airports Authority’s Risk Management Claims Fund. Risk Management will inform the Property Control Office of assets that are not covered under the Claims Fund.

(2)

For non-covered damaged assets, the Property Control Office must contact the Property Disposal

Technician for authorization to locally scrap the asset (Refer to Paragraph 7.5.2.4). The Property Disposal Technician will retire the asset record in Oracle if a damaged asset is deemed permanently inoperable.

(3)

For covered damaged assets, the Property Control Office shall flag the asset in Oracle and attach the

document to the asset record to inform the Property Disposal Technician, who will retire the asset record in Oracle.

(4)

If IT equipment is damaged, the end-user must complete the Property Incident Report and submit it to the

appropriate IT Site Manager for review. The IT Site Manager will review the information provided and will attempt to acquire a warranty replacement. The IT Site Manager shall notify the Property Control Office of all submitted forms and decisions made.

5

ASSET INVENTORIES

Chapter 5 provides the policies and procedures for the physical inventory of Airports Authority assets, including: the types of inventory performed, the quality assurance role of the Corporate Property Manager, and the inventory schedule followed by the Property Control Offices. Additionally, this chapter discusses the reconciliation and reporting of federally-leased real property.

5.1

POLICY – ASSET INVENTORIES

Personal property is inventoried to ensure that Airports Authority assets are properly accounted for and safeguarded. The purpose of a physical inventory is to verify that all accountable assets are recorded in Oracle and the physical existence of assets is confirmed. The Corporate Property Manager implements inventory performance schedules for all Airports Authority assets. The Property Control Offices will work with Property Custodians and/or COTRs to implement the inventory process. During an inventory, the Property Management Technician inspects the physical location and documentation of assets. At the conclusion of a physical inventory all asset records shall be accurately updated in Oracle, which includes the reconciliation of missing and not-on-record assets, and reconciliation of inaccurate asset records.

The Property Management Technician shall complete an Inventory Report to finalize the results of the inventory. Both the Property Management Technician and the Property Custodian shall sign the completed Inventory Report; their signatures indicate acceptance and responsibility for the accuracy of information contained in the report. The Inventory Report shall be certified by the respective manager of the Materials Management Division or the respective manager of the Property Management Technician. Managers shall provide a copy of their certified Inventory Reports to the Corporate Property Manager.

5.1.1

Quality Assurance Review

The Airports Authority’s acceptable inventory completion threshold shall be a minimum of 95% accountability of all assets assigned to an individual Property Custodian/custodial area. The Corporate Property Manager shall review all certified asset Inventory Reports to ensure inventories were completed according to established policies and procedures; and provide feedback to Airports Authority Vice Presidents and respective managers of the Property Control Offices or Materials Management Divisions. In addition, the Corporate Property Manager shall conduct analysis of inventory data to ensure that inventory results are within the established threshold. Custodial area inventories which fail to meet the 95% accountability goal will need to increase the inventory frequency from annual, i.e. semi-annual, or quarterly, until the 95% requirement is achieved. Upon review by the Corporate Property Manager, the Property Management Technician will store the original Inventory Report within his/her respective Property Control Office and distribute a copy of the signed report to the Property Custodian. The Corporate Property Manager shall retain a copy of all certified Inventory Reports for storage in the centralized, electronic inventory repository.

For internal control purposes, every three years the Corporate Property Manager will appoint a different office to lead the inventory of another Property Control Office or hire an outside inventory contractor to perform asset inventories.

5.1.2

Contractor-Purchased Assets

Contractor-purchased accountable assets are inventoried by the contractor based upon the terms specified in the individual contract. Contractors shall provide their COTRs with a completed Inventory Report. COTRs shall provide their respective Property Control Office with a signed Inventory Report of the completed physical inventory. The Property Control Offices will also conduct asset inventories of contractor purchased accountable assets within their property control area according to the inventory schedule outlined in Paragraph 5.1.4.

5.1.3

Types of Inventory

The inventory of personal property is performed by the Property Control Offices for their respective area(s) with assistance from other departments as needed. A 100% inventory of accountable property must be conducted within each calendar year, January 1 to December 31. 100% accountability of Airports Authority accountable property will be accomplished by using a combination of the below inventory methods. Property Control Offices will coordinate with their respective Property Custodians as to which methods are most suitable to implement based on the organization’s capabilities.

(1) Physical Inventory – a comprehensive inventory of Airports Authority-owned assets within a specific custodial area where asset details (make, mode, serial number, location, etc.) are verified through physical contact, and/or barcode scan.

A. Wall-to-Wall Inventory – A 100% physical inventory of assets within a custodial area during a specified definitive period of time.

B. Cycle Counting – Periodic (weekly/monthly/quarterly) sampling of selected items within a custodial area based on asset type, e.g. IT equipment, sensitive items, vehicles, etc. to verify accuracy of records. The Inventory by Exception method may also be used in performing cycle counts. Assets inventoried using the Cycle Count method will count towards that calendar year’s inventory.

(2) Inventory by Exception – Inventory by exception is an indirect technique by which the physical existence of assets is verified based upon day-to-day activities where authorized Airports Authority personnel and contractors (e.g. Maintenance employees and authorized service technicians) come in contact with accountable personal property. There are two categories of contact:

A. Physical contact with an asset – maintenance or calibration of assets; transfer of property between individuals or departments; etc.

B. Virtual or automated contact with an asset – computer log-in reports; Radio Frequency Identification (RFID) and Global Position System (GPS) reports; tracking and auto-discovery software for IT equipment, etc.

Property Control Offices should verify the accuracy of the Inventory by Exception results by conducting a 10% random physical inventory of items captured. If the physical inventory results in an error rate of greater than 1%, additional items should be physically inventoried for verification.

In order to count towards the current year’s inventory, authorized personnel and contractors must come in contact with the asset during the calendar year, January 1 to December 31. Verification documentation received must include, at minimum, the manufacturer’s serial number and the date in which the asset or property item was handled. Authorized personnel and contractors shall forward to their respective Property Control Office copies of verification documentation (e.g. service tickets, calibration reports, GPS and RFID reports) that confirm contact with the asset. For any asset or property item where physical existence cannot be confirmed through the inventory by exception method, the Property Management Technician shall follow the inventory procedures outlined in Paragraph 5.2.

5.1.4

Inventory Schedule

The Property Control Offices may schedule physical inventories at any time during the calendar year, but no later

than the beginning of the 4th quarter for those assets not previously captured using the inventory by exception

method. Property Control Offices should implement inventory by exception procedures throughout the calendar

year. All assets not captured by the end of 3rdquarter (September 30th) using the inventory by exception method

must be inventoried during the 4thquarter using physical inventory procedures. The Property Control Offices shall

perform all inventories and update asset records in Oracle by December 31stof each calendar year:

(1) The Property Control Offices are responsible for inventorying:

(2) The DCA, IAD, and Public Safety Property Control Offices are responsible for inventorying:

x 100% of IT equipment annually

(3) The Public Safety and Corporate Property Control Offices are responsible for inventorying:

x 100% of weapons annually

5.1.4.1 Custodial

Change

In the event of a change in Property Custodian(s):

(1) All (100%) assets within a custodial area must be inventoried during the custodial transition period to confirm their physical existence.

(2) The new Custodian must perform the inventory and address discrepancies with the former Custodian. Should the former Custodian be no longer employed by the Airports Authority, the new Custodian should address discrepancies with the appropriate manager or Vice President. The new Custodian may designate an employee as the Sub-Custodian. The Sub-Custodian will assist with the inventory, preparation of documentation, and communication with their respective Property Control Office.

5.1.5

Notification of Physical Inventory

The Property Control Offices shall notify Property Custodians of the scheduled physical inventory date by means of a memorandum or e-mail. The memorandum or e-mail shall communicate the Inventory Plan. The plan details the scope of the inventory and must include: the time and date of the inventory, the assets to be inventoried, who will be assisting with the inventory, and the locations of inventory assets. Notification should be received at least two weeks in advance of the scheduled inventory date.

5.2

PROCEDURES – INVENTORY BY EXCEPTION

(1) DCA and IAD Maintenance Shops will provide the Corporate Property Manager with quarterly summary maintenance reports from both identifying vehicles and equipment sighted during either scheduled maintenance or unscheduled repair during the three-month period. The summary reports must at a minimum identify the equipment maintained by Make, Model, Serial and Barcode Numbers, and date maintenance was performed.

(2) The Office of Technology will provide the Corporate Property Manager with quarterly network auto-discovery reports for all IT network equipment captured during the previous three-month period. The summary reports must at a minimum identify the equipment maintained by Make, Model, Serial and Number, and date that the equipment was captured by the network login.

(3) The Corporate Property Manager will provide the quarterly maintenance and network auto-discovery reports to the Property Control Offices for inventory records reconciliation.

(4) Property Control Offices will use the information found in the maintenance and network ping reports to update Oracle asset records, using the last date of maintenance or network auto-discovery as the latest inventory date.

5.3

PROCEDURES – PHYSICAL INVENTORIES

(1) The inventory listing for all assets at a specific location will be downloaded from Oracle to a handheld barcode scanner, or printed by the Property Control Office for all asset inventories.

(2) The generated list will be used as a tool to perform the physical inventory and reconciliation of Airports Authority-owned assets.

(3) The verification of the assets’ physical location, condition, and descriptive information such as serial and model numbers will determine whether personal property is found, missing, not-on-record, or has inaccurate information contained in the asset records.

(4) Once all assets have been inventoried, the Property Management Technician will review the inventory report to ensure completion.

(5) An asset is confirmed if it is found in the correct location and no other changes are required to the asset record.

(6) If an asset is found and corrections are required to the asset record, the record must be updated with the accurate asset information (i.e. location, model, and serial numbers, description inaccuracies, etc.).

(7) The use of a barcode label maker is permitted to reproduce a barcode label in the event it has become detached from the asset.

(8) If an asset is missing, a Missing Property Report must be processed in order to retire the asset record in Oracle. In most situations, a Police Report is required to accompany the report (Refer to Paragraph 6.2). (9) Accountable assets that are not-on-record will be added to Oracle; a Property Adjustment Voucher (PAV)

shall be prepared to document the addition. Supporting paperwork concerning acquisition shall accompany the PAV if possible.

(10) For assets that were cannibalized, traded-in, replaced under warranty that are neither reported missing nor excessed, a PAV shall be utilized to reconcile the record(s) in Oracle. The Property Disposal Technician will retire all asset records with the appropriate documentation.

(11) Once all asset records have been reconciled in Oracle, the Property Control Office will generate an Inventory Report that reflects the inventory findings and any recommendations. Both Property Control Office personnel and the Property Custodian will sign the Inventory Report to confirm completion of the inventory and acceptance of the information contained in the report.

(12) The signed Inventory Report is kept on file with the respective Property Control Office and will be forwarded to the Corporate Property Manager to store in the centralized, electronic inventory repository.

5.4

POLICY – REAL PROPERTY

5.4.1

Federally-leased Real Property

Federally-leased real property consists of land and rights in land, ground improvements, utility distribution systems, buildings and other structures permanently affixed to land that are leased from the Federal Government. The Corporate Property Management Office shall conduct an annual reconciliation of Airports Authority federally-leased real property. The Corporate Property Management Technician will obtain a quarterly inventory listing from Oracle of all federally-leased real property and verify the listing with the Office of Engineering. The Management Technician shall update the inventory data field in Oracle for all assets that have been verified. The Corporate Property Manager shall ensure the reconciliation of federally-leased real property is completed annually.

5.4.2

Procedures - Reconciliation of Federally-leased Real Property

(1) The Office of Engineering shall provide a quarterly report of assets that have been demolished in the previous quarter to the Corporate Property Manager.

(2) The Corporate Management Technician will reconcile this report against the Oracle listing of federally-leased real property and prepare a Property Adjustment Voucher for retirement of the demolished assets. The Management Technician shall submit the PAV to the Corporate Property Manager for approval.

(3) The Corporate Property Management Technician will prepare a report of federally-leased real property and submit the report to the Corporate Property Manager for final approval and certification.

(4) Once approved, the Corporate Property Manager will forward the PAV to the Property Disposal Technician, who will retire the asset records of federally-leased real property from Oracle.

5.4.3

FAA Federally-leased Demolition Letter

Pursuant to Article 11.J of the Agreement and Deed of Lease dated March 2, 1987, between the Metropolitan Washington Airports Authority and the United States of America acting by and through the Secretary of Transportation, the Corporate Property Manager shall prepare an annual letter that details the demolition of federally-leased real property of the previous calendar year and submit the letter to the Airports Authority’s Chief

Executive Officer (CEO) for his/her review and signature by January 31st. The CEO shall submit the letter to the

Federal Aviation Administration by the end of the first quarter (March 31st) of each calendar year (See Appendix F).

A copy of this letter shall be distributed to following Airports Authority offices:

MA-1 Office of the President and Chief Executive Officer

MA-2 Office of the Executive Vice President and Chief Operating Officer

MA-20 Office of the Vice President and Chief Financial Officer

MA-30 Office of Engineering

MA-70 Office of the Vice President and General Counsel

MA-400 Office of the Vice President of Business Administration

5.4.4

Airports Authority-owned Real Property

Airports Authority-owned real property consists of land and rights in land, ground improvements, utility distribution systems, buildings and other structures permanently affixed to land. The Corporate Property Management Office shall conduct an annual reconciliation of Airports Authority-owned real property. The Corporate Property Management Technician will obtain a quarterly inventory listing from Oracle of all federally-leased real property and verify the listing with the Office of Engineering. The Management Technician shall update the inventory data field in Oracle for all assets that have been verified. Annually, any real property records not reconciled by the

beginning of 4th quarter will be physically inventoried by the Property Management Technician. The Corporate

6

MISSING PROPERTY

Chapter 6 outlines the policies and procedures for addressing Airports Authority-owned assets that are reported missing.

6.1

POLICY – MISSING PROPERTY

Airports Authority-owned assets that cannot be located either during daily intended use or during inventory efforts are considered missing property. Property Custodians shall report all missing property to their respective Property Control Office within 5 working days after discovering an asset is missing.

The Airports Authority’s mission makes it imperative that all employees and contractors operate and maintain the Airports Authority’s personal property in the most responsible manner necessary to accomplish their work functions. When property is determined missing the Property Control Offices shall perform investigations of missing property and when necessary, the Airports Authority Police Department shall investigate suspected criminal matters. A Police Report is mandatory when a Property Custodian reports a missing asset as stolen. If a Property Custodian reports a missing asset as lost, the respective Property Control Office shall determine if further police inquiry is warranted. The report of missing firearms or weapons will in all instances require a police investigation and report (Refer to Paragraph 10.7).

The accurate reporting of missing property makes certain that the Airports Authority does not overstate the nature and quantity of assets on its financial statements. Overstating the value of assets would directly impact the Airports Authority’s financial standing. The procedures for investigating missing property is purposely detailed in nature and require strict adherence by all parties involved in the investigation of missing Airports Authority property.

6.2

PROCEDURES – MISSING ACCOUNTABLE PROPERTY

(1) Airports Authority employees and contractors must immediately report missing accountable property to the appropriate supervisor and Property Custodian upon the discovery of missing property.

(2) If the missing asset is IT hardware, the Property Control Office must notify and forward a completed copy of the Missing Property Report to the IT Security Program Manager within the Office of Technology via e-mail. This enables the Office of Technology to perform the necessary functions to safeguard sensitive data. (3) The Property Custodian shall notify the appropriate Property Control Office of the loss by completing a

Missing Property Report (MWAA Form PM-16) and initiate an investigation. If the loss occurred within a Property Control Office, the respective Vice President shall be notified and will determine the investigating office.

a) Investigations should include inquiries to other offices/shops, vendors, and contractors that

maintain the property to confirm that the asset is neither out for repair, been replaced by an existing asset, nor transferred to another department. Supporting documentation shall be obtained if the inquiry leads to a resolution. Statements regarding the loss shall be requested from those persons involved.

b) Recommendations may include holding an employee financially responsible for the replacement

of the asset.

c) The Property Custodian shall forward the completed Missing Property Report and attached

documentation to the Property Control Office.

d) The Property Control Office will record their findings and provide recommendations to resolve the

(4) After investigation, the Property Control Office will determine if theft, fraud, waste, or abuse is suspected based upon the description of events provided by the Property Custodian, and/or end-users. If theft, fraud, waste, or abuse is suspected, the Property Custodian must report the loss to the Airports Authority Police Department:

a) The Property Custodian or end-user who reported the loss will provide the Airports Authority

Police Department with all the necessary information to complete the Police Report.

b) A copy of the Airports Authority Police Report shall be sent to both the Property Custodian and

the appropriate Property Control Office.

c) If the loss occurred in a jurisdiction outside of the Airports Authority Police, the employee must

contact the appropriate authorities to properly report the asset as stolen. If a copy of the Police Report from another jurisdiction is not available, the user must provide the Police Report number along with the reporting Officer’s full name.

d) If a Police Report was obtained, the Police Report number, along with the name and badge

number of the reporting Officer shall be documented on the Missing Property Report; otherwise, “N/A” for Not Applicable should be annotated for this paragraph. If the Police Report was generated from a jurisdiction other than MWAA Police, a copy of the report is necessary; however, if the report is unobtainable the Police Report number and reporting Officer are sufficient documentation.

e) If the Property Control Office determines a Police Report is not necessary, a request for waiver

and justification memorandum, along with the Missing Property Report shall be forwarded to the Corporate Property Manager for approval. Once the Corporate Property Manager approves and signs the request, it will be returned to the Property Control Office for submission to the organization’s Vice President.

(5) If missing property is a Capitalized Asset (more than $10k original acquisition cost), all relevant supporting documentation, statements, and Police Report, if obtained, shall be attached to the Missing Property Report and forwarded to the Corporate Property Manager for signature prior to submission to the organization’s Vice President for approval signature.

(6) All relevant supporting documentation, statements, and Police Report, if obtained, shall be attached to the Missing Property Report and forwarded to the organization’s Vice President for approval signature.

The Vice President will review the material and information provided in the Missing Property Report to determine if the findings and recommendations are sufficient. The VP will sign the Missing Property Report to indicate his/her concurrence.

VP Concurs:

a) If the Vice President concurs with the findings and recommendations, the Property Control Office

will notify the Property Disposal Technician for retirement for the missing property’s asset record in Oracle.

b) Once approval is obtained from the Vice President, the Property Control Office shall attach all

supporting documentation to the Oracle asset record and update the Location field Segment 1 to “Surplus”, and Segment 4 to “Missing”.

c) The Property Disposal Technician (Property Management Office) will then retire the asset record

in Oracle. If the missing property was a Capitalized Asset (Fixed Asset), the Property Management Office will then notify the Office of Finance’s Fixed Assets Manager of the asset record’s retirement.