Annual property reports are documents containing of government property (property titled to the federal government and bought under an award).  The list covers property bought between the first day of the award and the federal fiscal year close. 

Use: The University of Washington has contracts and/or grants that are administered by the Office of Naval Research (ONR) and other granting agencies. All such institutions are required to complete and transmit annual property reports including all government property in the contractor's (University of Washington) or sub-contractors' possession.

Process Overview

  • The Office of Naval Research (ONR) administers the annual reporting process.
  • The Equipment Inventory Office (EIO), with the assistance of University departments, prepares the reports for the period ending September 30 and transmits them to the applicable agency representative no later than October 31 unless stated otherwise.
  • University departments manage their equipment throughout the award and may work with EIO to complete annual property reports by helping to resolve inventory adjustments, liability determinations, and other property issues.

Equipment Inventory Office (EIO) Procedures

The Equipment Inventory Office (EIO):

  • works with departments to comply with the Contracting Officers' requirements throughout the award.
  • assists departments in resolving inventory adjustments, liability determinations, and other property issues required to complete the annual reports.
  • reconciles expenditures (financial records to the property system or OASIS).
  • prepares annual property reports for the period ending 30 September.
  • transmits reports on behalf of the departments no later then 31 October (according to agencies specification.)

Required Forms

  • DD Form 1662 (Department of Defense) " DOD Property in the Custody of Contractors"
  • NASA Form 1018 (for contract awards)
  • Others as outlined by agency requirements.

Regulations

Annual property reports are covered in the Federal Acquisition Regulation (FARS: 45) and DFARS 245.505-14.

Other federal agencies such as the Department of Defense, Department of Energy, NASA and the National Institute of Health may impose additional requirements. These additional requirements are listed below and also on the Office of Naval Research Property Reporting web page.

Department of Defense (DOD)

The Department of Defense requires the Equipment Inventory Office to submit the following reports on an annual basis:

DOD Contracts:

  • Report government property held under Department of Defense contracts on DOD form 1662 "DOD Property in the Custody of Contractors," as of September 30th. The report is due on October 31st.
  • Negative reports are required only if the last report for the contract had a positive balance.

DOD Grants and Cooperative Agreements:

  • Report government property held under DOD grants and cooperative agreements. (Title to property acquired with DOD grant funds normally vests in the institution upon acquisition. Government-owned property is normally that which is provided by the Government to the recipient, or transferred from another agreement.)
  • Negative reports are required only if the previous report had a positive balance.

Department of Energy (DOE)

Submit semi-annual summary reports of government property acquired under current grants and contracts on Form DOE F 4300.3.

NASA

NASA Contracts:

  • Report government property held under NASA contracts on NASA Form 1018. The report is due on October 31st. Submit supplemental information for individual items that cost $100,000 or more.
  • Form submission:
    • Send the original NF 1018 directly to the NASA Center Deputy Chief Financial Officer.
    • Send three copies of the NF 1018 to the Office of Naval Research.
  • Submit negative property reports on Form 1018 for each contract that contains clause 1852.245-73 from NASA FAR Supplement 1852.245.

NASA Grants and Cooperative Agreements:

  • Report government property (either positive or negative) acquired under NASA grants and cooperative agreements annualy and also, within 90 calendar days after the date the award is complete.
  • NASA requires notice of all grants and cooperative agreements for which there is no government-owned property.
  • On the reports, include all the information listed at 1260.134 of the NASA Grant and Cooperative Agreement Handbook, including item description, serial number or model number, acquisition date and cost.
  • Form submission:
    • Send the original grant property report directly to the NASA Center Deputy Chief Financial Officer.
    • Send one copy to the NASA Center IPO and another copy to the Office of Naval Research.

      Note: NASA encourages you to submit consolidated grant inventory reports via email to each center.

National Institutes of Health (NIH)

Send an annual physical inventory of government property to both the NIH Contract Property Administrator and the contracting officer by October 31st. Report property that is no longer useable or required at this time.