ACCOUNTABLE PROPERTY

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FEPP Breakout Session Users and Screeners
Conference Charlotte, NC Wednesday August 1, 2007
Presented by Property And Support Services
Branch (PSSB) Acquisition Property Division
(APD) Administrative Financial Management
(AFM) Agricultural Research Service (ARS)
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Personal Property Overview

• CPAIS
• AAMS
• Loaned vs Expendable

• Housekeeping Issues
• Excess
• References

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CPAIS Corporate Property Automated Information
System

• New Personal Property System to Replace USDAs
  Current Property Management System PMIS/PROP . .
  . FY08
• Creates Need for AAMS

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Agency Asset Management System (AAMS)

• Module of GSAXcess
• Eliminate the Need for Developing and Maintaining
  USDA Excess Module in CPAIS
• Simplify Improve USDA Excess Screening

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Access to GSAxcess/AAMS

• Via E-mail Lana.Podielsky_at_ars.usda.gov
• Name
• E-mail Address
• Office Address Telephone Number
• Fax Number
• Receive Your ID/Password Via E-mail

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Loaned and Expendable
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Loaned vs. Expendable

• Remains on Official Inventory
• Inventory Required over 5000
• Report as Excess
• Required Documentation of Disposal Trail

• Remains on Inventory 1 Year
• No Inventory Required
• Report As Excess
• Required Documentation of Disposal Trail

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Loaned FSC Codes Changed to Expendable

• FSC 3610 Copier
• FSC 3615 Paper Shredder
• FSC 4110 Refrigerator, Freezer, Water Cooler,
  Ice machine
• FSC 4120 Air Conditioner
• FSC 5815 Fax Machine
• FSC 5820 VCR TV

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Loaned FSC Codes Changed to Expendable

• FSC 5836 Video Cassette Recorder
• FSC 6710 Camera
• FSC 6730 Overhead Slide Projector, Projector
  Screen
• FSC 7310 - Coffee Maker, Fryer, Microwave
• FSC 7910 Vacuum/Steam Cleaner

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Housekeeping Issues
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Return signed GSA Approved SF-122s

• Unavailable or declined property
• Accurate property description
• Model number and serial number
• Manufacturers name

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Monthly Transaction Report

• Inventory Monitoring Tool
• Contains record of previous months
• Acquisitions
• Transfers
• Modifications
• Deletions
• Return completed report to our office within 30
  days of receipt

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Cannibalization

• May acquire non-functional FEPP
• Cannibalize existing item
• Must be approved in advance
• Submit request on form AD-112
• Dispose of residue

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Excess Regulations

• Federal Regulations Require Agencies to Report
  Most All Excess for Re-use (FMR 102-36.220)
• This Includes Expendable Property

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Reporting Exceptions

• True Scrap
• Property Determined Appropriate for
  Abandonment/Destruction
• Others hazardous waste, items dangerous to
  public health/safety, etc.)

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Property Determined Appropriate for
Abandonment/Destruction

• Written Determination Item Has No Commercial
  Value (either as an item or as scrap)
• Written Determination of Estimated Cost of
  Continued Care Handling Exceeds Estimated
  Proceeds from Sale

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Excess/DisposalLife Cycle

• Declare Excess
• Report for Required Screening (Re-use, Transfer,
  or Donation (RTD)
• Sales
• Local Disposal

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General Rules For Reporting Excess

• Report Items As They Become Excess
• Report Excess for Screening 1-7
• Must Have Written Determination To Bypass
  Screening (A/D Usually Codes X or S)
• Do Not Over Or Under Report Condition To Move
  Excess Through Process
• Do Not Assume There is No Re-Use Potential

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Report Excess

• Submit SF-120, Report of Excess Personal Property
• APO Signature
• Contacts E-mail Address
• Accurate Description
• Condition Codes
• Physical Location
• NFC ID Number
• SF-122 Report Control Number

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ADDITIONAL INFORMATION NEEDED For VEHICLES

• Mileage
• Transmission type
• Drive type
• Mechanical condition
• Body style
• Cylinders
• Fuel Type

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https//pictures.fepp_at_ars.usda.gov
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Required Screening

• 15-Day (Calendar) USDA Screening
• 21-Day (Calendar) GSA Screening
• Federal/State/local Federal has priority
• State/local includes eligible donees such as
  Non-profits, Rural America, Assistance for
  Homeless, etc.

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Available for Sale/Disposal Notification
LetterDate 05/25/2007To Pamela
Rupert225-765-2876 (Fax)
225-763-5573From Federal Supply Service
Dear Holding AgencyAs of 25 May 2007,
property in the quantities stated below, that you
previously reported to FEDS and identified by the
following Item Control Number (s), has completed
screening. You may now initiate sales action or
other disposal action as appropriate. If you
indicated the property is to be sold by GSA, it
will automatically be followed to the Sales
Automation System (SASy).Sl. Item Control
Num. Noun Name 1 123159 7109 0001 Air
Conditioner 12 12315
7109 0002 Air Conditioner 1
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Sales

• GSA Auctions www.gsaauctions.gov
• Sales Via Internet Similar to E-bay
• 7 or 14 Day Time-frame
• Produces Higher Returns
• Reaches a Larger Audience
• Small Lot/On-Site 60-90 day process

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After Allocation

• Notify GSA if recipient fails to remove property
  (14 days)
• Fax transfer orders and purchasers receipts to
  our office/GSA after property is removed.

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Abandonment and Destruction

• Property normally reaches abandonment or
  destruction after utilization, donation, and
  sales efforts have produced no results.

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Abandonment or Destruction

• Written determination that property has no
  commercial value
• Cost of care and handling would exceed sales
  proceed
• No sale bids were received
• Our office prepares form AD-112, Report of
  Unserviceable, Lost, Stolen, Damaged or Destroyed
  Property

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Post Public Notice for Items Over 500

• Post Public Notice for 7 days
• In areas available to general public
• Community Bulletin Boards
• Libraries
• Newspaper
• Include a general description of the property,
  dates and times for public inspection, contact
  person and telephone number.

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Exceptions To Posting Public Notice

• Items with aquisition value less than 500
• Immediate abandonment or destruction for health
  or safety reasons

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Donation to Public Body

• Public Bodies receive Federal or State funding
• Public Libraries
• Public Schools, Colleges, Universities
• Property can also be sold at this time

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Non-Profits are Not Public Bodies

• Federal agencies cannot donate excess, surplus or
  unserviceable property to non-profit
  organizations.
• Churches
• Daycare centers/Private Schools
• Boy/Girl Scouts
• Salvation Army/American Legion

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IF All Else Fails
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Property Support Services Branch, FEPP Staff

• Lana Podielsky Fax Number
• 202-401-1106 [phone]
• Marvin Ballard
• 202-401-4961
• Marcia Herbert
• 202-720-7254

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References

• Federal Management Regulations (FMRs, Chapter
  102)
• http//www.access.gpo.gov/nara/cfr/index.html
• http//www.gsa.gov
• Agriculture Property Management Regulations
  (AGPMRs)
• http//www.usda.gov/da/property/property.htm