Prior to Purchase

You must request pre-approval from your manager (for employees) or CodeDay contact (for contractors, sub-recipients, or volunteers) prior to making an equipment purchase. Please include:

• What are you purchasing?
• What is the purpose of the property?
• Which staff will use the property?
• Where will the property be located?
• What percentage of the time will the property be used for each program or grant?
• If technology such as computers, laptops, tablets, etc. are to be purchased, please indicate the model. CodeDay will ensure it is compatible with security standards, and that the operating system and software are licensed for business use.

Required Notification

Subrecipients and contractors must notify [email protected] on the following occasions:

• When new property arrives.
• When status changes to the property occur, including but not limited to:
  • Change of primary location.
  • Change in assigned staff.
  • Item no longer functions properly/is broken.
  • If any discrepancies in the records are noted.
• Missing, damaged, or stolen property.
• When property is no longer needed or is ready for disposal.

Inventory

CodeDay will send you an inventory tag which must be affixed to all property. Property assigned to you must be properly tagged and easy to locate at all times.

CodeDay will maintain inventory records which include the information as prescribed in 2 CFR 200.313(d)(1):

• Description of property
• Use and condition
• Serial number