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NPR 4320.1
Effective Date: June 23, 2021
Expiration Date: June 23, 2026
Printable Format (PDF)

Subject: Identification and Recovery of NASA Personal Property

Responsible Office: Office of Strategic Infrastructure

| TOC | Preface | Chapter1 | Chapter2 | AppendixA | AppendixB | AppendixC | ALL |

Appendix A. Definitions

Accountability (Property). The ability or need to account for personal property by providing a complete audit trail for property transactions from receipt to final disposition.

Acquiring (Property). The means to come into possession or ownership of equipment.

Acquisition (Property). The act of acquiring or gaining possession of equipment.

Activate (Property Record). Term used to create or establish a new Equipment Master Record in the NASA PP&E System.

Artifact. NASA artifacts are items of personal property that represent important aspects related to the history of aeronautics and astronautics. Artifact significance and interest stem mainly from an item’s relationship with historic flights, programs, activities, incidents, achievements, technology, and understanding of the universe, historic properties, and important or well-known personalities. Aeronautical and astronautical artifacts may include items such as aircraft; space launch vehicles; spacecraft (both manned and unmanned); subsystems of the above, such as rocket engines, pressure suits, and personal equipment; instruments; significant recorded data; operating handbooks; drawings; photographs; motion picture film and related documents; audio and video tapes; training devices; simulators; and memorabilia. Artifacts generally are objects (as opposed to structures) and typically are manmade. (See NPR 4310.1, Artifact Identification and Disposition.)

Client. NASA official or Program Office desiring to recover and reestablish NASA custody over personal property discovered in the possession of a non-NASA entity.

Contractor. For the limited purpose of this NPR, any non-NASA entity or individual who is not a NASA-employed Federal civil servant working on a NASA installation or offsite with access to NASA equipment.

Control. The ongoing function of maintaining physical oversight and surveillance of personal property throughout its complete life cycle using various management tools and techniques, taking into account the environment in which the property is located and its vulnerability to theft, waste, fraud, or abuse.

Controlled Equipment. All equipment which has been identified by the Agency as sensitive (flagged high risk in the NASA PP&E System) and all non-sensitive equipment with an acquisition or manufacturing cost of $5,000 or more. In addition, NASA control criteria applies to the following equipment:

Custodian (property). An individual, organizationally or geographically, assigned responsibility for all Controlled Equipment in a designated property management area.

Disposal. The processes involved in the removal of property from use and from the property accounting system because of trade-in, utilization by another Federal agency, donation, sale, recycle, or A&D. NASA’s disposal policy is in NPD 4300.1.

Document. Any recorded information, regardless of the nature of the medium or the method or circumstances of recording.

Equipment. A tangible, durable, nonexpendable asset that is functionally complete for its intended purpose. Equipment is not intended for sale and does not ordinarily lose its identity or become a component part of another article when put into use. Equipment includes all items of NASA personal property that are configured as mechanical, electrical, or electronic machines; tools; devices; and apparatuses that have a useful life of two years or more and is not consumed or expended in an experiment. Equipment does not include supplies, material, real property, and software.

Equipment Master Record (EMR). A record in the NASA PP&E System that identifies and provides selected information about each item of Controlled Equipment.

Excess. Personal property determined unnecessary or obsolete for the needs of the owning NASA organization.

Exhibit and Display Items. NASA personal property retired from program or mission use that, regardless of acquisition cost, has been identified for stationary display or rotational display as part of the NASA Exhibits Loan Program.

Export. The transfer of anything to a foreign person or a foreign destination by any means, anywhere, anytime.

Export Administration Regulations. IAW NPR 2190.1, NASA Export Control Program, the set of regulations that control the export of commercial and dual-use items that are designed for commercial use but may have military use as well.

Federal Acquisition Regulation (FAR). The codification and publication of uniform policies and procedures for acquisition by all executive agencies. (See 48 CFR. § 1.101, Purpose.)

Federal Management Regulations. The successor regulation to the Federal Property Management Regulations (FPMR). It contains updated regulatory policies originally found in the FPMR. (See 41 CFR § 102-2.5, What is the Federal Management Regulation (FMR)?)

Fraud. Any felonious act of corruption or attempt to cheat the Government or corrupt the Government’s agents.

Government Property. Property owned or leased by the Government. Government property includes both Government-furnished property to a contractor and contractor-acquired property for the Government. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software. (See FAR 45.101.)

Heritage Assets (HA). Property, plant, or equipment that is unique for its historical or natural significance; cultural, educational, or artistic importance; and/or significant architectural characteristics. HA may be: (1) collection types, such as objects gathered and maintained for exhibition (for example, museum collections, art collections, or library collections), or (2) non-collection types, such as parks, memorials, monuments, or buildings. HA are reported in Agency financial statements IAW the Statement of Federal Financial Accounting Standards 29, Heritage Assets and Stewardship Land (HAS are defined in SFFAS No. 29). NASA’s HA include real properties that also are historic properties. These are reported by the OCFO in NASA’s annual financial statement report. (See NPR 8510.1, NASA Cultural Resources Management.)

Inventory (noun). An inventory is a formal listing of all accountable property items owned by NASA, along with a formal process to verify the condition, location, and quantity of such items.

Inventory (verb). The actions leading to the development of a listing; for example, an inventory of NASA equipment will be conducted annually using an actual physical count, electronic means, and/or statistical methods.

Material. Property that may be consumed or expended during its lifespan, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end-item. Material does not include equipment, special tooling, and special test equipment or real property.

NASA Personal Property Identification and Recovery System (NPIRS). The NPIRS is a database used to record PRB investigations. The NPIRS record in SAP contains a complete property description along with a completed NF 598, any available photographs, and other useful documentation. The NPIRS provides a permanent record of PRB investigations and determinations. The NPIRS records exist to facilitate minimizing future PRB investigative efforts or property recovery efforts.

Owning. To have rightful authority, title, ownership, and possession deriving from funding and acquisition or acquired by other means.

Personal Property. Property of any kind, including equipment, materials, and supplies but excluding real property, certain naval vessels, and “Related Personal Property.”

Program Office (PO). NASA Program Offices (PO) are the most intimately aware of how their property is used. A PO is generally the program or directorate to which the property custodian is assigned.

Property. Tangible property, both real and personal.

Property Accountability. The process of maintaining custodial responsibility of personal property through a record of transactions, systematically maintained, which at any given time discloses item identification, quantity, cost, location, and custodial assignment to either Center personnel or contractor.

Property Disposal Officer (PDO). The PDO, designated by the Center Director, is responsible for the Center’s screening, redistribution, and marketing activities of NASA-owned excess, surplus, and exchange/sale personal property. This includes transfer, exchange, sale, and abandonment or destruction of NASA-owned personal property, as well as acquiring other Federal agencies’ excess personal property for NASA’s use to reduce NASA’s new procurement and infrastructure costs. (See NPR 4300.1.)

Property Management Area. An area of property management responsibility, either by organization or by geographic area, selected by the Supply and Equipment Management Officer in conjunction with the head of the organizational unit, for the assignment of a Property Custodian for property control.

Property Plant & Equipment (PP&E) System. The Integrated Asset Management (IAM), Property, Plant, and Equipment (PP&E) System is used throughout the Agency to identify, control, and account for equipment meeting NASA’s criteria for control, acquired by or in use by NASA and its onsite NASA contractors.

Personal Property Review Board. Members comprised of a representative from the LMD, OGC, and EP. Once determined, and if not already represented on the PRB, a fourth member will include the responsible program office client. LMD is always the PRB Chair.

Property Survey Report. A report of administrative action taken to investigate and review the loss, damage, destruction, or theft of Government property and to assemble pertinent facts and determine the extent of such loss, damage, destruction, or theft.

Related Personal Property. Any property that is an integral part of real property. It is: (1) related to, designed for, or specifically adapted to the functional capacity of the real property, and removal of this property would significantly diminish the economic value of the real property, or (2) determined by the Administrator of General Services to be related to the real property.

SAP. Software product capable of integrating multiple business applications, with each application representing a specific business area. SAP is categorized into three core functional areas: Logistics, Finance, and Human Resources.

Supply and Equipment Management Officer. The SEMO is responsible for managing the NASA Center’s supply and equipment management programs—providing functional management, leadership, and necessary resources to ensure the implementation of an effective supply and equipment management program.

Transfer. Transfer of accountability or responsibility to an authorized person for NASA equipment items subject to this NPR, either within NASA or outside NASA.

Utilization. The identification, reporting, and transfer of excess personal property among Federal agencies to fill current or future authorized requirements in lieu of new procurements.

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