Title:PropertyPasses
Effective date: 02/9/16
Lead author:Lucy Dickson, MA
Authorizing Official: Tracy A. Shahan, PhD, MBA / Approval date:
Updated by: SASOP / Review date: 02/09/2016
  1. Purpose:This document outlines the procedure for obtaining a property pass for NIAID equipment to be used off-site.A long-term property pass must be obtainedby the user for equipment for long-term use for teleworking, e.g., iPhones, BlackBerries, and laptops.A long-term property pass is good for one year and must be renewed each year.It is the responsibility of the borrower to request a long-term property pass in the NIAID Property Portal for items borrowed for long-term use.

Short-term property passes are issued for a period no longer than 30days for items such as laptops and printers for review meetings, or projectors.

  1. Key contacts:Jose Machado; Lucy Dickson, MA; Tracy Shahan, PhD, MBA;Kimberly Singleton, SRP AO.

Proceduresfor Obtaining Property Passes:

To Obtain a Short-Term Property Pass

  • For a short-term property pass, contact Jose Machado, ESAor Lucy Dickson, MA, Program Analyst.
  • Jose or Lucy, along with the user, will complete and sign the Short-Term Property Pass Request Form: PropertyPass-PooledProperty
  • Jose or Lucy will take it to Kim Singleton, our Servicing Administrative Officer (AO), for signature and NIAID approval stamp. The AO’s office does NOT keep a copy of the completed signed form.
  • Jose or Lucy will then provide the requested equipment to the borrower along with 2 copies of the approved short-term Property Pass for Pooled Property form (to request for short-term use of laptops).One copy is to be kept with the equipment at all times.The second copy must be given to the guard at the front desk upon leaving the building. Lucy or Jose will keep a copy of the approved Property Pass for Pooled Property form for their records, update SRP’s Equipment Database with the information,and upload a scanned copy of the pass to the R drive.
  • The borrower must return the equipment by the return date indicated on the pass.If the borrower needs the equipment for longer than the return date on the pass, the borrower must obtain another short-term property pass.

To Obtain a Long-Term Property Pass

  • A long-term property pass must be obtained for equipment taken out of theNIAID’s 5601 Fishers Lane building for long-term use. The user must first obtain a short-term property pass to be able to remove the equipment from the building. Jose or Lucy will then email the NIAID Property Contact and ask to change the accountable user for that item in the NIAID Property Portal to the borrower. Jose or Lucy will then update the SRP Equipment Inventory database with this information and indicate in the Notes field for each item in the SRP Equipment Inventory database the date on which the email was sent to the NIAID property contact, making that person the accountable user, and put in a notation that the borrower has the item for long-term use.Jose or Lucy will also change the Sub-inventory fieldin the database for the item to LTPP and mark the box On LTP.

Example:

  • After the Property Contact updates the accountable user for the item, the borrower must then go to the NIAID Property Portal at and request a long-term property pass for the item. A list of your property will appear. Click Pass for that item, give your reason for the request, and submit the long-term property pass request.

Example:

When the borrower obtains a long-term property pass,Prop_Pass_Long-Term Request Formthe borrower will provide a copy of the long-term property pass to Jose or Lucy, who enters theexpiration date for the pass in the LTPP Exp Datefieldfor that item in the SRP Equipment Inventory database. Jose or Lucy will then scan a copy of long-term property pass and put it on the R drive.

  • A long-term property pass is good for one year and must be renewed each year. It is the responsibility of the borrower to request a renewal for a long-term property pass in the NIAID Property Portal for the specific items borrowed for long-term use.

Scanned copies of short and long term passes are kept on the R drive:

R:\AdminStaff\SRP Equipment Inventory\PROPERTY DOCUMENT SCANS\SHORT TERM PROPERTY PASSES

R:\AdminStaff\SRP Equipment Inventory\PROPERTY DOCUMENT SCANS\LONG TERM PROPERTY PASSES

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