Final Reports
Closeout Property Reports: Federal Grants
and
Contracts
Included on this page:
Closeout property reports are documents written at
award closeout
or at
the special request of the granting agencies. These reports list all
property
purchased under a grant
or contract (including property under subcontractors) regardless of
ownership. UW's Equipment Inventory Office
(EIO) prepares the
reports and submits them
within 60 to 90 calendar days after the date of completion
of the award.
There are two
types of reports:
-
Closeout Positive Property Report: an inventory listing
all property purchased or furnished
under the grant or contract regardless of ownership.
-
Closeout Negative Property Report: a report
indicating
that UW bought no property under
the grant or contract.
Award closeout is the process of:
-
documenting and assuring the fulfillment of the terms
and conditions of the award,
-
certifying compliance with applicable
regulations, terms
and conditions, and
-
completing all award by-products, such as
final vouchers, reports, patent disclosures, and property disposition.
-
The Office of Naval Research
(ONR)
administers closing federal grants and contracts and conducts Property Control System Analysis
(PCSA).
Some agencies administer their own grants and contracts. For example:
-
Department of Interior
-
National Oceanic Atmospheric Administration (NOAA)
-
National Air and Space Administration (NASA) – those outside ONR administration.
-
National Institute of Health (NIH)
-
Private sponsoring agencies.
The Equipment Inventory Office (EIO):
-
helps the departments comply with the Contracting Officers' requirements.
-
reports the disposition of equipment purchased under federal grants and
contracts on closeout reports submitted within 60-90 calendar days of the
grant/contract closing.
-
requests title to any government-titled equipment and excess materials
on behalf of the University of Washington for use on additional research projects.
University departments
-
manage
their equipment
throughout the award and may work with EIO to complete closeout property reports by
helping to resolve inventory adjustments, liability determinations, and other
property
issues required to close the contract.
-
if required, prepare transfer of equipment (e.g., they return it to the agency
or place it with another award.)
EIO Prepares and Submits Closeout Reports:
EIO
-
reconciles expenditures. (They match financial records to the property system or
OASIS).
-
works with the department to
resolve inventory adjustments, liability determinations, and other property issues
required to close the contract.
-
prepares closeout reports within 60 - 90 calendar days of the grant/contract closing
date.
submits the closeout property reports (along with a list identifying all
discrepancies disclosed by a physical inventory) to the sponsoring agency
on behalf of the department.
EIO Requests Title to Government Property:
If the federal government retains title to the property at aquisition, during
closeout
EIO automatically asks the agency to give title
to
the
equipment and
excess materials to the University of Washington for use on
additional
research projects.
If they do not give the title to the University, the agency may direct the
University to:
-
return the equipment to the sponsoring agency or other designated points of origin.
(The department prepares the equipment for shipment and delivers it as requested.)
-
dispose of or sell the
equipment. EIO credits the net proceeds of any such disposal or sale to the
contract
or pays it to the Government (as the Contracting Officer directs.)
-
continue to use the equipment on additional research
within the University while the government retains title to the equipment.
(In this case, when the subsequent contract ends, EIO
works with the department to get the Contracting Officers' approval to
transfer the property for use on another UW contract.
-
Department of Defense--DD Form
1662,
"DOD Property in the Custody of
Contractors"
-
NASA Form 1018
-
comparable forms for other agencies
The Office of Management and Budget establishes basic procedures and requirements
for reporting the disposition of equipment at the end of a federal award.
Federal
Acquisition
Regulation (FARS 45.508-1) states that at the conclusion of a
federal award the
contractor is
required to
submit an inventory covering all items of Government property not consumed
during the performance of the contract or delivered back to the Government.
Other federal agencies such as the following may
impose additional requirements:
-
Department of Defense
-
Department of Energy
-
National Air and Space Administration (NASA)
-
National Institute of Health (NIH)
-
Office of Naval Research (ONR) who administers grants and contracts for the
Air Force, Navy, Army, and select NASA Centers
-
Private sponsoring agencies
-
Who determines the ownership of a piece of equipment?
Grant and Contract Services (GCS) and the sponsoring agency negotiate to
determine the ownership of equipment.
-
How can I keep the equipment at the end of an award?
While submitting the closeout property report, EIO (working with
University research departments) asks the
granting agency to
vest title with the University. (Title never
vests with an individual.)
-
Who submits the closing and annual reports?
EIO prepares and submits all closing and
annual reports. (They may contact the department for clarification
and assistance.)
-
Federal Property Specialists:
-
Chris Wall: (206) 543-4640
-
Martin Crabb: (206) 616-4047
Final Reports
