DISTRIBUTION:
AREVIEW DATE: June, 1996
POSITION RESPONSIBLE FOR REVIEW: Director, Business Operations
PURPOSE: Establish a policy and procedures for the private, personal use of facilities, services, equipment, or materials that represent costs to FMS.
BACKGROUND: FMS facilities, and its direct cost services, equipment, and materials must be on hand, in good working order, and in quantities sufficient to meet the needs or functions for which they were acquired. Uncontrolled access to these items for personal use will lead to occasions when they are not available, or not in good working order, or out of stock when needed, resulting in additional costs and poor quality service.
Conversely, if staff members use items for their private purposes when there is no immediately foreseeable work-related requirement or conflict, and with appropriate reimbursement to FMS for the direct costs that such usage incurs, it supports staff members' morale and expresses confidence in the user.
POLICY: It is FMS policy to allow the controlled use of certain FMS facilities, services, equipment, and materials, on site, outside normal working hours, for the private, short-term, personal, non-commercial (which also excludes non-profit) purposes of FMS staff members.
Individuals who are not FMS operations staff members may not use operations equipment except in connection with university-sponsored activities, or with the written approval of the AVP. To avoid liability issues, stationary shop tools and motorized vehicles are not available for use for non-university purposes.
Staff members who make significant private use of equipment for which there are costs to FMS, reimburse FMS for the costs of this privilege. When more than one person requests operations equipment, shop scrap, or project waste material, FMS policy is to approve requests on a first-come, first-served basis, if not otherwise resolved among the people making the requests.
It is FMS policy to dispose of discarded equipment by sale or by donation after receiving approval for the proposed action. This policy requires prior approval by the office of property management for any item on the FMS inventory of movable equipment, including any item initially worth $1,000 or more and having a normal useful life of 2 years or more.
PROCEDURES:
1. The director shall maintain a log of all honored requests for any temporary use of operations equipment. The log sheet shall contain the following information:
Requester, Equipment Requested, Date of Request, Date Taken, Date Due (not to exceed one week after date taken), Signature of the Requester, Signature of the Director, Date Returned
If borrowed equipment is needed for a university purpose, the borrower returns it immediately. If a borrower fails to return equipment either upon demand or by the due date, the director may undertake disciplinary action using procedures applicable to the borrower's terms and conditions of employment. If abuse is a frequent occurrence, the director may withdraw these privileges, either from specific individuals or altogether.
2. Staff members are responsible for reimbursing FMS (by personal check written to Carnegie Mellon University and submitted to the Director of Business Operations for proper credit to FMS accounting centers) for their substantial use, for private purposes, of supplies, telephones, copy machines, fax machines, computers, printers, networks, and other materials, equipment, or services for which there are direct costs to FMS. The director makes staff members aware that they have this responsibility, that usage is monitored, and that if abuses occur, the director may withdraw these privileges, either from individuals or altogether.
3. FMS uses the following procedures to dispose of equipment that it no longer needs to support its operations:
3.1. The director responsible for the equipment concurs that FMS does not need the asset, and submits a draft of the form required by REFERENCE 1 to the director of Business Operations. The draft specifies the proposed disposition, such as by sale (with a proposed asking price), donation or disposal.
3.2. The director of Business Operations completes, signs and forwards the form to property management.
3.3. For inventory assets, property management obtains reviews by sponsored research if public funds were involved in the original purchase, and by purchasing if necessary to determine a fair market value; property management also reviews the proposed asking price against the item's age, condition and book value.
3.4. Property management returns the form to the director of Business Operations with a report on any restrictions or requirements on the proposed disposition. The director of Business Operations keeps a file copy of the returned form and notifies the director of the approved action.
RESPONSIBILITIES:
1. The director of Operations & Utilities is responsible for insuring that the policies and procedures described herein are followed. The director is responsible for the log of borrowed equipment .
2. The director of Business Operations is responsible for the records required by these procedures.
3. Staff members are responsible following the procedures that enable the privileges permitted by this policy, and for reimbursing their use of equipment, services, or materials that represent costs to FMS
REFERENCES:
1. Property Management Manual
CANCELLATIONS: None
SIGNATURE:
Gary E. Robinson
Director, Business Operations
ATTACHMENTS: None