Section 1220.380  Use of Property

a)         Definitions

1)         Excess Property.  Excess property means property, under the control of any agency, that is no longer required for the Unit's needs.

2)         Expendable Personal Property.  Expendable personal property refers to all tangible personal property other than non-expendable property.

3)         Non-expendable Personal Property.  Non-expendable personal property means tangible personal property having a useful life of more than one year and an acquisition cost of $100 or more per unit.  The MEG Unit may use its own definition of non-expendable personal property provided that definition would at least include all tangible personal property as defined in subsection (a)(4).

4)         Personal Property.  Personal property means property of any kind except real property.  It may be tangible (i.e., having physical existence) or intangible (i.e., having no physical existence), such as patents, inventions and copyrights.

5)         Real Property.  Real property means land, land improvements, structures and appurtenances thereto, excluding movable machinery and equipment.

b)         Real Property

Real property acquisition requires prior approval by the Department.

c)         State-Owned Non-expendable Personal Property

Unless statutory authority to transfer State property has been granted to the MEG Unit, title to Department/MEG owned property shall be reported to the Department for further agency use or, if appropriate, for reporting to Central Management Services for other State agency use.  Appropriate disposition instructions will be issued to the MEG Unit after completion of agency review.

d)         Property Control

1)         Property records shall be maintained accurately and provide for: 

A)        a description of the property;

B)        manufacturer's serial number or other identification numbers;

C)        acquisition date and cost;

D)        source of the property;

E)        location, use and condition of the property; and

F)         ultimate disposition data, including sales price or the method used to determine current fair market value if the MEG Unit reimburses the donator for its share.

2)         A physical inventory of property shall be taken and the results reconciled with the property records at least once every 2 years to verify the existence, current use, and continued need for the property.

3)         A control system shall be in effect to insure adequate safeguards to prevent loss, damage or theft of the property.  Any loss, damage or theft of non-expendable property shall be investigated and fully documented.

4)         Adequate maintenance procedures shall be implemented to keep the property in good condition.

(Source:  Amended at 42 Ill. Reg. 19207, effective October 10, 2018)