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Property Custodian Responsibilities

The roles and responsibilities that are described in this section have been drawn from the U.S. Department of Commerce Personal Property Management Manual with some deviation in order to reflect NOAA's requirements. A detailed explanation of some of these items may appear in other sections of the Personal Property website. Any official whose roles and responsibilities may be delineated here in whole or in part should not rely on this section alone for guidance but should become knowledgeable of the contents of the entire U.S. Department of Commerce Personal Property Management Manual and the Policies page located here.

Roles and Responsibilities of a Property Custodian

The Property Custodian is a designated individual who has the authority and responsibility for the immediate physical custody of all personal property under their control and within their custodial area. There may be one or more custodial areas within an accountability area. The Property Custodian should be physically located near the property for which he or she is responsible and their custodial area should be manageable in size. The Property Custodian's responsibilities include:

  • Maintain current custodial records for all accountable personal property within their assigned custodial area to include physically signing property down to the end user level through the use of hand receipts;
  • Ensure that personal property is properly maintained, and is used only for official purposes;
  • Identify and report to the Property Accountability Officer any property excess to the needs of the custodial area;
  • Submit appropriate reports promptly to the Property Accountability Officer for lost, missing, stolen; destroyed, damaged, or rendered unserviceable accountable personal property.
  • Affix property identification number (bar code) labels onto accountable personal property;
  • Conduct physical inventories and reconciling inventory records;
  • Participate in the employee separation clearance process by ensuring that all assigned property has been accounted for, to include signing section 3 of the CD-126, Separation Clearance Certificate;
  • Co-sign the inventory certification with the Property Accountability Officer;
  • Maintain a record of accountable personal property assigned to his/her custodial area that is removed for use or repair outside of the custodial area;
  • Ensure that loaned accountable personal property is returned upon expiration of the loan;
  • Ensure that a Property Custodian Certification is filled out and sent to the NOAA Personal Property Office when a new Property Custodian is appointed;
  • Ensure that complete documentation is attached in Sunflower for newly acquired property;
  • Ensure that you review the Unreconciled Payments Report (UPR) weekly and complete actions for acquired property;
  • Managing and care for all collection-type heritage assets within their Custodial area in accordance with NOAA's Heritage Asset policy.