41 C.F.R. Subpart 109–27.51—Management of Precious Metals
Title 41 - Public Contracts and Property Management
This subpart provides policies, principles, and guidelines to be used in the management of purchased and recovered precious metals used to meet research, development, production, and other programmatic needs. Precious metals means uncommon and highly valuable metals characterized by their superior resistance to corrosion and oxidation. Included are gold, silver, and the platinum group metals—platinum, palladium, rhodium, iridium, ruthenium and osmium. DOE organizations and contractors shall establish effective procedures and practices for the administrative and physical control of precious metals in accordance with the provisions of this subpart. Each DOE organization and contractor holding precious metals shall designate in writing a Precious Metals Control Officer. This individual shall be the organization's primary point of contact concerning precious metals control and management, and shall be responsible for the following: (a) Assuring that the organization's precious metals activities are conducted in accordance with Departmental requirements. (b) Maintaining of an accurate list of the names of precious metals custodians. (c) Providing instructions and training to precious metals custodians and/or users as necessary to assure compliance with regulatory responsibilities. (d) Insuring that physical inventories are performed as required by, and in accordance with, these regulations. (e) Witnessing physical inventories. (f) Performing periodic unannounced inspections of a custodian's precious metals inventory and records. (g) Conducting an annual review of precious metals holdings to determine excess quantities. (h) Preparing and submitting to the Business Center for Precious Metals Sales and Recovery the annual forecast of anticipated withdrawals from, and returns to, the DOE precious metals pool. (i) Conducting a program for the recovery of silver from used hypo solution and scrap film in accordance with 41 CFR 101–45.10 and §109–45.10 of this chapter. (j) Preparing and submitting of the annual report on recovery of silver from used hypo solution and scrap film as required by §109–45.1002–2 of this chapter. (k) Developing and issuing current authorization lists of persons authorized by management to withdraw precious metals from stockrooms.
Title 41: Public Contracts and Property Management
PART 109–27—INVENTORY MANAGEMENT
Subpart 109–27.51—Management of Precious Metals
§ 109-27.5100 Scope of subpart.
§ 109-27.5101 Definition.
§ 109-27.5102 Policy.
§ 109-27.5103 Precious Metals Control Officer.
§ 109-27.5104 Practices and procedures.
§ 109-27.5104-1 Acquisitions.
DOE organizations and contractors shall contact the Business Center for Precious Metals Sales and Recovery to determine the availability of precious metals prior to acquisition on the open market.
§ 109-27.5104-2 Physical protection and storage.
Precious metals shall be afforded exceptional physical protection from time of receipt until disposition. Precious metals not in use shall be stored in a noncombustible combination locked repository with access limited to the designated custodian and an alternate. When there is a change in custodian or alternate having access to the repository, the combination shall be changed immediately.
§ 109-27.5104-3 Perpetual inventory records.
Perpetual inventory records shall be maintained as specified in Chapter V of DOE Order 534.1, Accounting.
§ 109-27.5104-4 Physical inventories.
(a) Physical inventories shall be conducted annually by custodians, and witnessed by the Precious Metals Control Officer or his designee.
(b) Precious metals not in use shall be inspected and weighed on calibrated scales. The inventoried weight and form shall be recorded on the physical inventory sheets by metal content and percent of metal. Metals in use in an experimental process or contaminated metals, neither of which can be weighed, shall be listed on the physical inventory sheet as observed and/or not observed as applicable.
(c) Any obviously idle or damaged metals should be recorded during the physical inventory. Justification for further retention of idle metals shall be required from the custodian and approved one level above the custodian, or disposed of in accordance with established procedures.
(d) The dollar value of physical inventory results shall be reconciled with the financial records. All adjustments shall be supported by appropriate adjustment reports, and approved by a responsible official.
§ 109-27.5104-5 Control and issue of stock.
Precious metals in stock are metals held in a central location and later issued to individuals when authorized requests are received. The following control procedures shall be followed for such metals:
(a) Stocks shall be held to a minimum consistent with efficient support to programs.
(b) The name and organization number of each individual authorized to withdraw precious metals, and the type and kind of metals, shall be prominently maintained in the stockroom. This authorization shall be issued by the Precious Metals Control Officer or his designee and updated annually. Issues of metals will be made only to authorized persons.
(c) Accurate records of all receipts, issues, returns, and disposals shall be maintained in the stockroom.
(d) Receipts for metal issues and returns to stock shall be provided to users. Such receipts, signed by the authorized requesting individual and the stockroom clerk, shall list the requesting organization, type and form of metal, quantity, and date of transaction.
§ 109-27.5104-6 Control by using organization.
(a) After receipt, the using organization shall provide necessary controls for precious metals. Materials shall be stored in a non-combustible, combination locked repository at all times except for quantities at the actual point of use.
(b) Each using organization shall maintain a log showing the individual user, type and form of metal, and the time, place, and purpose of each use. The log shall be kept in a locked repository when not in use.
(c) The logs and secured locked storage facilities are subject to review by the Precious Metals Control Officer and other audit or review staffs as required.
(d) Cognizant Departmental managers are responsible for assuring that minimum quantities of precious metals are withdrawn consistent with work requirements and that quantities excess to requirements are promptly returned to the stockroom.
(e) Employee termination and transfer procedures shall include clearance for precious metals possession.
§ 109-27.5105 Management reviews and audits.
(a) Unannounced inspections of custodian's precious metals inventory and records may be conducted between scheduled inventories.
(b) DOE organizations and contractors holding precious metals shall annually review the quantity of precious metals on hand to determine if the quantity is in excess of program requirements. Precious metals which are not needed for current or foreseeable requirements shall be promptly reported to the DOE precious metals pool. The results of this annual review are to be documented and entered into the precious metals inventory records.
§ 109-27.5106 Precious metals pool.
§ 109-27.5106-1 Purpose.
The purpose of the precious metals pool is to recycle, at a minimum cost to pool participants, DOE-owned precious metals within the Department and to dispose of DOE-owned precious metals that are excess to DOE needs. However, if the pool is unable to accept any potential precious metal return, the using activity will dispose of the precious metals through the disposal process specified in subchapter H of the FPMR and this regulation.
§ 109-27.5106-2 Withdrawals.
Pure metals, parts, fabricated products, catalysts, or solutions, are generally available and the Business Center for Precious Metals Sales and Recovery can provide assistance in supplying such requirements. Metals can be shipped to any facility to fulfill fabrication requirements.
§ 109-27.5106-3 Returns.
All excess precious metals must be returned to the precious metals pool except as noted in §109–27.5106–1 of this subpart. The pool is entirely dependent on metal returns; therefore, metal inventories should be maintained on an as-needed basis, and any excess metals must be returned to the pool for recycling. With the exception of silver, this includes precious metals in any form, including shapes, scrap, or radioactively contaminated. Only high grade nonradioactively contaminated silver should be included. Procedures have been developed by the precious metals pool contractor for metal returns, including storing, packaging, shipping, and security.
§ 109-27.5106-4 Withdrawals/returns forecasts.
The Business Center for Precious Metals Sales and Recovery will request annually from each DOE field organization its long-range forecast of anticipated withdrawals from the pool and returns to the pool.
§ 109-27.5106-5 Assistance.
The Business Center for Precious Metals Sales and Recovery operates the precious metals pool. DOE organizations and contractors may obtain specific information regarding the operation of the precious metals pool (operating contractor's name, address, and telephone number; processing charges; etc.) by contacting the Chief, Property Management Branch, Oak Ridge Operations Office.
§ 109-27.5107 Recovery of silver from used hypo solution and scrap film.
The requirements for the recovery of silver from used hypo solution and scrap film are contained in §109–45.1003 of this chapter.
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