Policy
Directive
Effective Date: February 12, 2024
Expiration Date: February 12, 2029
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NASA Policy Directive |
NPD 4200.1D Effective Date: February 12, 2024 Expiration Date: February 12, 2029 |
a. NASA's policy is to:
(1) Establish internal controls for the inventory management of NASA-held equipment from its receipt and acceptance throughout its useful life until it is accepted in the Agency's DISPOSAL system. NASA equipment will be acquired and retained only to support NASA mission requirements or its institutional operations. NASA-held equipment is further categorized as either controlled or administratively controlled.
(2) Use the Property, Plant, and Equipment (PP&E) System, hereafter referred to as the NASA PP&E system, as the Agency's system of record throughout the Agency to identify and account for all personal property meeting NASA's definition for controlled personal property. It includes personal property identified as exhibit items, property supporting telework and remote work agreements, and equipment in use onsite by contractors in accordance with Installation Accountable Government Property (IAGP), NASA Federal Acquisition Regulation (FAR) Supplement (NFS), 48 Code of Federal Regulations (CFR) § 1852.245-71.
(3) Identify all personal property meeting NASA's definition for control with a unique identifier, (Equipment Control Number (ECN)), recorded and managed in the NASA PP&E system as described in NASA Procedural Requirements, NPR 4200.1, NASA Equipment Management Procedural Requirements.
(4) Use the NASA Forms listed in Attachment C of this NPD to document all equipment transactions and procedural requirements affecting equipment records as outlined in NPR 4200.1.
a. This NPD applies to NASA Headquarters (HQ) and NASA Centers, including Component Facilities and Technical and Service Support Centers.
b. This NPD applies to contractors and recipients of grants, cooperative agreements, or other agreements only to the extent specified or referenced in the appropriate contracts, grants, or agreements.
c. This NPD is applicable to:
(1) NASA-held equipment identified supporting Government-Furnished Equipment and IAGP contract clauses, and Government-developed systems and equipment.
(2) Equipment leased by NASA or loaned to NASA for more than 60 calendar days, except equipment under NASA-wide service contracts.
d. In this NPD, all mandatory actions (i.e., requirements) are denoted by statements containing the term "shall." The terms "may" or "can" denote discretionary privilege or permission, "should" denotes a good practice and is recommended but not required, "will" denotes expected outcome, and "are" or "is" denotes descriptive material.
e. In this directive, all document citations are assumed to be the latest version unless otherwise noted.
a. The National Aeronautics and Space Act, 51 U.S.C. § 20113(a). <>b. Public Law 115-419, the Federal Personal Property Management Act of 2018.
a. IAGP, NFS, 48 CFR § 1852.245-71.
b. NPR 4100.1, NASA Materials Inventory Management Manual.
c. NPR 4200.1, NASA Equipment Management Procedural Requirements.
d. NPR 4300.1, NASA Personal Property Disposal Procedural Requirements.
a. The Assistant Administrator (AA), Office of Strategic Infrastructure (OSI), with support from the Logistics Management Division (LMD), establishes equipment inventory management policies and metrics for assessing the effectiveness of program implementation.
b. The Director, LMD, as designated by the AA of OSI, establishes and enforces NASA equipment inventory management policies conforming to Federal property management laws and regulations.
c. The Agency Equipment Manager, a civil servant employee designated by and reporting to the Director, LMD:
(1) Develops and maintains equipment inventory management program policies.
(2) Provides direction, leadership, and assistance to NASA Centers in implementing program processes and procedures.
(3) Develops metrics to assess the performance of equipment inventory management throughout the Agency.
(4) Assesses Center equipment inventory management activities.
d. Export Control Administrators review loan agreements to foreign governments and organizations for compliance with all export regulations including restrictions under the International Traffic in Arms Regulations (ITAR) and Export Administration Regulations (EAR).
e. The Office of International and Interagency Relations (OIIR) reviews all foreign loans to determine their accordance with international law. All foreign loans require OIIR concurrence.
f. NASA Centers are required to complete 100-percent inventory validation of all NASA personal property meeting NASA's definition for control each fiscal year and resolve all discrepancies in the NASA PP&E system before the end of the fiscal year (September 30).
g. Center Directors are responsible for Center compliance with the equipment inventory management policy set forth herein and in NPR 4200.1 for equipment throughout its life cycle until it is reported in a request-to-excess transaction and accepted in the DISPOSAL system. The Center Director:
(1) Designates a Survey Officer (SO) and establishes a Survey Review Board (SRB) by written notice to Center organization heads and to the Director, LMD, with authority to administer NASA's property survey process whereby the loss, damage, destruction, or theft of personal property is documented, reviewed, and investigated for adjusting NASA property records and determining whether to recommend corrective action(s) or Center's internal process improvement, as well as determining whether financial liability, administrative/personnel action, or both is necessary against an individual or a group. The SRB will be composed, subject to Center resources, of four or more voting members, who are civil servant employees (GS-13 or above); one of whom will be designated as the SRB Chairperson.
(2) Designates a civil servant employee Supply and Equipment Management Officer (SEMO) by written notice to Center organization heads and to the Director, LMD, to implement an effective equipment management program and fulfill equipment management responsibilities as required by NPR 4200.1.
(3) Ensures that the NASA Center and sub-installations complete 100-percent inventory validation of all controlled personal property each fiscal year.
h. Under the authority, direction, and control of the Center Director, the Center Office of Strategic Infrastructure Integrator (COI) is the Center representative to the Office of Strategic Infrastructure (OSI) in equipment management matters. The COI, to the extent authority is delegated by the Center Director, provides oversight on Center compliance with the equipment management policy set forth herein and in NPR 4200.1.
i. The Center Office of the General Counsel:
(1) Reviews and provides a legal opinion prior to the execution of equipment loans and loan extensions to entities and organizations outside NASA.
(2) Reviews and provides a legal opinion to the SO or the SRB findings and recommendations resulting from the property survey process.
j. The Center Chief of Logistics or head of the Center's logistics activities is a civil servant employee who has the responsibility and authority to account for the effective acquisition, control, use, and disposition of equipment. The Chief of Logistics:
(1) Provides direction, leadership, and general supervision in the implementation and maintenance of the equipment inventory management program throughout the Center.
(2) Implements the Agency's policy directives, procedural requirements, and Center procedures satisfying inventory program requirements and the various laws and regulations referenced therein.
k. The Division Director, Division Chief, or equivalent organization head, is a civil servant employee responsible for the proper safeguard, accountability, and use of all equipment controlled and administratively controlled assigned to their organization in accordance with NPR 4200.1. The Division Director:
(1) Designates Property Custodian(s) for daily management of equipment within their organization when the property custodian function is not included in Agency or Center-wide logistics supporting contracts and approved by the SEMO.
(2) Conducts, or designates the conduction of, annual walk-through inspections (surveys) of all locations, both onsite and offsite areas of responsibility, to identify the status of equipment (i.e., idle, underused, excess, or unserviceable) and initiate corrective actions.
l. The SO is a civil servant employee who:
(1) Investigates the circumstances surrounding the loss, damage, destruction, or theft of personal property in accordance with NPR 4200.1.
(2) Provides findings and recommendations or determines from the information provided whether the processing of an NF 598, Property Survey Report, warrants further review and investigation by the SRB.
(3) Serves as a voting member on the SRB.
m. The SRB:
(1) Convenes with at least three voting members, including the Chairperson, when requested by the SO.
(a) A board member will not vote when the member has a potential conflict of interest for the property listed on the NF 598 under review.
(b) Equipment Managers and Property Custodians (PCs) will not serve on the SRB.
(c) SEMOs are nonvoting board members in an advisory capacity.
(2) Investigates the circumstances surrounding the loss, theft, damage, or destruction of personal property and provides findings and recommendations in accordance with NPR 4200.1.
n. The SEMO:
(1) Serves as the primary official to implement the Agency's procedural requirements outlined in NPR 4200.1.
(2) Establishes local procedures to manage administratively controlled equipment and ensure property accountability; thereby preventing fraud, waste, and misuse.
(3) Designates one area as the Center's sole location for receiving equipment, referred to as Central Receiving.
(4) Designates a civil servant employee as Center Equipment Manager by written notice to Center organization heads and to the Director, LMD, to oversee the execution of policies outlined in NPR 4200.1.
o. The Center Equipment Manager:
(1) Implements stakeholder training on Agency procedural requirements outlined in NPR 4200.1.
(2) Serves as first-line functional leader overseeing all Center business practices for controlled and administratively controlled equipment, the proper maintenance of equipment records, and accurate input of equipment management transactions in the NASA PP&E system per NPR 4200.1.
p. The Property Custodian (PC) is a civil servant or contractor employee supporting the Division Director in the execution of all business practices governing equipment inventory management. The PC:
(1) Assigns equipment items to end users within the supported organization.
(2) Retains custodial responsibility for equipment items not assigned to end users.
(3) Reviews equipment management transactions and applicable NASA forms initiated by end users for completeness, obtain appropriate signatures, and forward the forms to equipment management officials for further processing.
(4) Monitors and obtains inventory validation for equipment items on loan.
(5) Executes Agency procedural requirements outlined in NPR 4200.1.
q. End users are responsible for accountability and safeguard of Government equipment assigned to them. An employee may be held financially liable for the loss, damage, or destruction of equipment, when upon completion of the investigation, the determination is that the loss, damage, or destruction is the result of the employee's negligence, dishonesty, misconduct, or misuse. Employees:
(1) Identify and initiate request-to-excess reports for equipment no longer needed for operational purposes, obsolete or damaged equipment, equipment determined (by technical experts) beyond economical repair, or property identified as potential artifacts in accordance with NPR 4300.1.
(2) Initiate the NF 598, Property Survey Report, and immediately notify the corresponding PC and Center Security personnel when theft is suspected.
(3) Initiate and submit NASA forms related to equipment management transactions to the PC for review and processing.
None.
None.
Administratively Controlled Equipment. NASA equipment having an acquisition cost of less than $5,000 that is managed using local procedures established by the SEMO to ensure property accountability and prevent fraud, waste, and misuse. This category excludes sensitive items and items identified for display in the NASA Exhibits Loan Program, which are required to be tracked in the NASA PP&E system.
Controlled Equipment. All equipment that 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 apply to the following equipment:
(1) Rolling stock requiring the assignment of a NASA license plate.
(2) Equipment on loan or lease to NASA for greater than 60 calendar days.
(3) Gifts or donations to and retained by NASA meeting General Services Administration (GSA) threshold value.
(4) IAGP. As defined below.
(5) Heritage asset as defined by NPR 9250.1, Property, Plant, and Equipment and Operating Materials and Supplies.
(6) NASA property no longer used for its intended purpose, retained for exhibit or display.
(7) SEMO discretion.
DISPOSAL System. A Module within SAP used to accept excess requests and report to GSA for final disposition of property.
Equipment. A tangible asset or end item; it is nonexpendable property that is functionally complete for its intended purpose; is not intended for sale; does not lose its identity or become a component part of another item when put into use; is not intended to be destroyed during an experiment; and has a useful life of 2 years or more.
Equipment Loss. Unintended, unforeseen, or accidental loss, damage, or destruction to Government property that reduces the Government's expected economic benefits of the property. Loss of Government property does not include purposeful destructive testing, obsolescence, normal wear and tear, or manufacturing defects. Loss of Government property includes but is not limited to:
(1) items that cannot be found after a reasonable search;
(2) theft;
(3) damage resulting in unexpected harm to property requiring repair to restore the item to usable condition; or
(4) destruction resulting from incidents that render the item useless for its intended purpose or beyond economical repair.
Installation Accountable Government Property (IAGP). NASA property that has been provided to contractors under the requirements of the FAR "Government Property" clause (48 CFR § 1852.245-71), is located within a NASA Center or Installation, is accountable to that Center or Installation, and is recorded on that Center or Installation's property management records in NASA PP&E system.
Personal Property. Property of any kind, including equipment, materials, and supplies, except real property, intellectual property and software.
Sensitive Item. Equipment that, due to its pilferable nature or the possibility of its being a hazard, requires a stringent degree of control. Sensitive items are listed in NPR 4200.1, Appendix C.
EAR Export Administration Regulations
ECN Equipment Control Number
FAR Federal Acquisition Regulation
GSA General Services Administration
IAGP Installation Accountable Government Property
IT Information Technology
ITAR International Traffic in Arms Regulations
LMD Logistics Management Division
NF NASA Form
NFS NASA FAR Supplement
NPD NASA Policy Directive
NPR NASA Procedural Requirements
OGC Office of the General Counsel
PC Property Custodian
PP&E Property, Plant, and Equipment
SAP Systems, Applications, and Products
SEMO Supply and Equipment Management Officer
SO Survey Officer
SRB Survey Review Board
C.1 The Federal Property and Administrative Services Act of 1949, as amended, 40 United States Code (U.S.C.), pt. 101 et seq.
C.2 Export Administration Regulations, 15 CFR § 730 - 774.
C.3 International Traffic in Arms Regulations, 22 CFR Subchapter M.
C.4 Federal Property Management Regulations, 41 CFR Ch. 101.
C.5 Federal Management Regulation, 41 CFR Ch. 102.
C.6 Government Property, 48 CFR pt. 45.
C.7 Solicitation Provisions and Contract Clauses, 48 CFR pt. 1852.
C.8 NPD 1030.1, Gifts or Decorations From Foreign Governments and Gifts to Foreign Individuals.
C.9 NPD 1050.7, Authority to Enter into Partnership Agreements.
C.10 NPD 1387.1, NASA Exhibits Program.
C.11 NPD 1440.6, NASA Records Management.
C.12 NPR 1441.1, NASA Records Management Program Requirements.
C.13 NPD 2190.1, NASA Export Control Program.
C.14 NPR 4310.1, Artifact Identification and Disposition.
C.15 NPR 8715.3, NASA General Safety Program Requirements.
C.16 NPR 9250.1, Property, Plant, and Equipment and Operating Materials and Supplies.
C.17 NF 598, Property Survey Report.
C.18 NF 891, Designation of Property Custodian.
C.19 NF 892, Property Pass Agreement and Removal Permit.
C.20 NF 893, Loan of NASA Equipment.
C.21 NF 894, Property Accountability Transfer Form.
C.22 NF 1517, LABEL Property NASA U.S. Government (large size).
C.23 NF 1517A, LABEL, Property NASA U.S. Government (small size).
C.24 NF 1617, Request for Cannibalization/Modification or Report of Assembly/Construction of NASA Equipment.
C.25 NF 1618, Found on Station (FOS) Equipment Investigation.
This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.