Administrative Manual - 302 Property Management
302.08 Control of Precious Metals
- It is JSA/JLab policy to maintain accountability of precious metals in a manner consistent with good management practices, DOE Property Management Regulations and the procedures outlined in the Jefferson Lab Property Management Manual.
- Definitions
- Precious Metals: gold, silver, platinum, rhodium, palladium, iridium, osmium and ruthenium
- Precious Metals Control Officer (PMCO): individual responsible for the administration of precious metals control program at JLab
- Central Repository: a secure, safe-deposit facility for all precious metals (including reserved items, general use items and scrap) not being currently utilized in active programs
- Reserved Items: items stored at the Central Repository in an assigned safe-deposit box in the name of an individual custodian, department or division
- Custodian: an employee authorized by the division/department manager to obtain and use precious metals
- Validation: the custodian's signature on each inventory sheet providing annual verification that the custodian did weigh and acknowledges personal responsibility for precious metals in his/her care or consumed
- General
- Requisitions for the procurement of precious metals must be approved by the PMCO prior to being submitted to Procurement.
- All requirements for the control and safeguard of precious metals apply to collaborative research and/or off-site programs.
- A Loan Agreement is required for the use of JLab-owned precious metal in any off-site program or experiment.
- A 100% annual physical inventory of precious metals is conducted each year by the PMCO and the precious metals custodians.
- All staff, users and visitors authorized to be assigned JLab property will follow the procedures outlined in the Jefferson Lab Personal Property Management Manual. http://www.jlab.org/fm/property/property_manual.pdf
- Responsibilities
- Precious Metals Control Officer (PMCO)
- When possible, eliminates purchases of additional metal through the transfer of metal between custodians or from the Central Repository Pool.
- Approves requisitions for precious metals prior to submission to Procurement.
- Maintains the precious metals accountability control system and generates inventory reports.
- Monitors safeguards for the security plans of precious metals.
- Maintains Central Repository of precious metals for individual and general use.
- Returns precious metals no longer required to the DOE stockpile.
- Divisions/Departments
Develop internal procedures relating to the control of precious metals which include, but are not limited to, provisions for:
- Establishing criteria for return of scrap or excess metals to the Central Repository prior to inventory.
- Preventing the loan of precious metals to off-site users without a completed loan agreement.
- Limiting the number of authorized precious metals custodians.
- Contacting the PMCO for available items and approval prior to initiating a procurement of precious metals.
- Ensuring that adequate physical safeguards are maintained for precious metals in the division/department.
- Custodians
- Weigh all metals at the time of receipt (whether purchased or transferred) prior to signing acknowledgment of responsibility.
- Employ physical safeguards for the protection of precious metals.
- Report immediately any suspected theft of precious metals to the PMCO and Security.
- Return all metals no longer justified for specific programmatic use to the Central Repository.
- Participate in annual inventories.
- Precious Metals Control Officer (PMCO)