CD-52 Retirement of an Asset

Lost, Missing, Stolen, Destroyed or Damaged Personal Property

What does an individual do when personal property is lost, missing, stolen, destroyed, or damaged?

The individual discovering the loss of property shall immediately:

1. Notify their immediate supervisor of the incident
2. Initiate an investigation within the immediate area to determine the circumstances surrounding the loss;
3. Contact your servicing NOAA Security Office, the Federal Protective Service, or local law enforcement to request that they review the incident if foul play is suspected 
4. Prepare a on-line CD-52 form (Request Retirement of an Asset) outlining the circumstances surrounding the loss, theft, or damage.

Instructions for the Completion Of Request for Retirement of Asset (Form CD-52 - Report of Review of Property)

Request CD-52 in Sunflower

Reports of lost, damaged, or missing property or requests of cannibalization can be completed on the web. When you click on the link on the NOAA Personal Property homepage called "Sunflower Login", you are taken to a web page where you are asked to identify yourself. As long as you are a NOAA employee who is registered to send and receive email, you will be permitted to enter. You identify yourself by giving your email user name (without the @noaa.gov) and your email password. (If you have forgotten your email password, call your local NOAA IT help desk.)

Once you have submitted your User ID and password, you will be taken to a web page with five links. Clicking on the CD 50 / 52 Transaction Menu link opens a new page with 9 buttons. Click on the fourth button, "to request retirement of asset."

Enter the date of the request. Then select the type of final event being requested for the asset. The fields that appear next depend upon the type of final event being requested. Finally, enter the barcodes of the property involved in the bottom part of the screen. Then save your work. The most important information you supply other than the barcode number is the explanation you provide in the comments or note field on the page. A full explanation of the circumstances must be given. This is what the Board of Review will consider when deciding whether to accept or deny the request.

Attach Supporting Documentation to CD-52 Request in Sunflower

NOAA Sunflower users need to scan and save the supporting documentation as a PDF on your desktop or hard drive. (Either in "my documents" or on your computer desk top). Documents must be saved on your computer in order to upload them into the Sunflower Final Event or Retirement request. Note: Please save the documents as the barcode number for the file name. For multiple retirement entries, you have to save one document per barcode that you enter. If you enter multiple entries on the same online CD-52 Final Event/Retirement Request, a PDF file needs to be saved and uploaded for each barcode. You cannot upload the same document name, each uploaded document name or file name, must have a unique file name, that hasn't been used before in the Sunflower data base. NOAA PPMB suggests that the barcode number should be used as the file name, because, there is only one barcode number that can be used in Sunflower.

NOAA Sunflower Users are required to attach supporting documentation (police reports, purchase orders, showing trade in values, memorandums for the file and any other pertinent documentation that supports your online request(s) for approval for all CD-52 Sunflower Final Event/Retirement Requests as an internal control). This will speed up the processing time of your request(s).

Under Maintain Pictures/Attachments, click Browse. The "choose file" box is displayed which allows you to search your computer for the file name to attach. Once you find the file, press open. Next, type in a description in the description box. This is required and cannot be null or left blank. You can type anything in this box. Go down to the box in the form and type the barcode number of your request or select the asset from the list that is displayed based on your Sunflower login and your privileges in Sunflower.

Please complete the detailed circumstances and justification.

Note: Your request will be denied if this box is not completely filled in. Press SAVE. You will see a request number to the right of where the barcode is displayed and above where you attached the attachment; you will see "Successfully Uploaded File".

The Property Custodian, Property Accountability Officer, and Property Management Officer will be able to see your uploaded documents, when they go into Sunflower to approve/deny your requests. Once the Personal Property Office has approved your request (final approver), your attachment will become a permanent internal document within Sunflower. To view the attachments after your completed action(s), go to Sunflower Enterprise Forms, go to Management, and go to Inventory Asset Summary and History and type in your barcode number. Press TAB. Go to the right of the screen, where you see (next to children) C/P/A and an A is displayed. Click the magnifying glass, click attachments, and open the attachment.

All Final Events or Retirement requests for Financial Assets should be entered into Sunflower as requests with attaching appropriate supporting documentation. A hard copy NF 37-509 and CD-52 is no longer required to submit to the Personal Property Management Branch.