U.S. Department of Transportation
Federal Highway Administration
1200 New Jersey Avenue, SE
Washington, DC 20590
FHWA Order M 4300.1
|PERSONAL PROPERTY MANAGEMENT MANUAL|
|M4300.1||June 22, 1983|
PERSONAL PROPERTY MANAGEMENT MANUAL TABLE OF CONTENTS PAGE CHAPTER 1. GENERAL 1. Purpose..........................................1-1 2. Authority and References.........................1-1 3. Definitions......................................1-2 4. Responsibilities.................................1-4 CHAPTER 2. ACCOUNTABILITY 1. General..........................................2-1 2. Nonexpendable Property...........................2-1 3. Expendable Property..............................2-5 4. Replenishment of Stores Stock....................2-6 5. Cupboard Stock...................................2-8 6. Sensitive Property...............................2-8 7. Property Passes..................................2-9 8. Biennial Inventories.............................2-10 9. Supply Activity Report...........................2-11 CHAPTER 3. ACQUISITION 1. General..........................................3-1 2. Source of Supply.................................3-1 3. Acquisition Procedures...........................3-1 4. Acquisition from Excess..........................3-7 5. Donated Property.................................3-9 6. Coding Documents.................................3-9 CHAPTER 4. UTILIZATION 1. General..........................................4-1 2. Responsibilities.................................4-1 3. Furniture........................................4-1 4. Equipment........................................4-4 5. Personal Property Reviews........................4-5 6. Maintenance and Repair- Washington Headquarters..........................4-6 7. Replacement Standards............................4-6 CHAPTER 5. DISPOSITION 1. General..........................................5-1 2. Excess Property..................................5-1 3. Annual Reports...................................5-5 CHAPTER 6. PROPERTY BOARDS OF REVIEW 1. General..........................................6-1 2. Property Boards of Review........................6-1 3. Reports of Review of Property....................6-2 4. Disposition of Property..........................6-3 5. Determination of Liability.......................6-3 CHAPTER 7. CLAIMS FOR LOSS OF PERSONAL PROPERTY 1. General.........................................7-1 2. Authority.......................................7-1 3. Claimants.......................................7-1 4. Claims Officer..................................7-1 5. Statutory Provisions............................7-1 6. Allowable Claims................................7-3 7. Limitations on Allowable Claims.................7-4 8. Insurance.......................................7-6 9. Recovery from Third Parties and Assignment of Claims..........................................7-6 10. Computation of Awards...........................7-7 11. Submission of Claims............................7-8 CHAPTER 8. TRANSFER OF EXCESS FEDERAL PERSONAL PROPERTY TO STATES 1. Purpose.........................................8-1 2. Definitions.....................................8-1 3. Authority.......................................8-1 4. Responsibility..................................8-2 5. General.........................................8-2 6. Information of Availability.....................8-4 7. Title Documents.................................8-4 8. Acquisition Procedures..........................8-5 9. Reimbursement...................................8-7 10. Accounting Procedures...........................8-7 11. Use by Counties.................................8-9 12. Annual Report - Excess Personal Property to Non- Federal Recipients..............................8-9
TABLE OF ATTACHMENTS [SEE PRINTED COPY OF MANUAL FOR COPIES OF ALL ATTACHMENTS]
CHAPTER 1. GENERAL
(1) are covered by Federal Supply Schedule, "Executive-type Office Furniture," or by Federal Standards and Specifications which have "executive-type" in the description; or
(2) are generally known or considered in the trade as the "executive" or "deluxe" line of office furniture and furnishings; or
(3) sell at a price, when new, which is as least 60 percent higher than the price for standard, common-use items generally used in Government.
(1) the public domain;
(2) lands reserved or dedicated for national forest or national park purposes;
(3) minerals in lands or portions of lands withdrawn or reserved from the public domain which the Secretary of the Interior determines are suitable for disposition under the public land mining and mineral leasing laws; and
(4) crops when designated by FHWA for disposition by severance and removal from the land.
(1) The property custodian may be held liable in the event of lost, stolen, damaged, or destroyed property in his/her area of responsibility until relieved of such responsibilities by a Property Board of Review. He/she is responsible for development of data necessary for, and the preparation of Form FHWA-1364, Report of Review of Property (Attachment 1), and Form DOT F 1660.6, Incident Report (Attachment 2), for property as required (see Chapter 4, paragraph 2, for employee responsibility).
(2) When changes in property custodians are made by the program office, a physical inventory court of nonexpendable property shall be conducted jointly by the property custodian being relieved and the newly appointed property custodian.
(3) The property custodian shall maintain the initial nonexpendable personal property inventory records for which he/she is assigned, supplemented with appropriate property acquisition and disposition documents. These documents will be maintained so that they will give an accurate picture of assigned nonexpendable property and facilitate reconciliation of auditing of such property.
(4) Property custodians shall continually survey personal property within their area of responsibility to determine if property is excess to their requirements or its useful life has been expended. The condition of the property will be reported, on Form FHWA-1363, Report of Transfer of Property (Attachment 3), to the accountable officer, who determines whether the useful life of property may be extended either by repair orrehabilitation, and who initiates such action if economically feasible. He/she shall also determine if property is being utilized properly.
CHAPTER 2. ACCOUNTABILITY
DOT F 4200.1 Procurement Request (Attachment 5) Optional Form 347 Order for Supplies or Services (Attachment 6) Form FHWA-189 Receiving Report (Attachment 7) Form FHWA-1363 Report of Transfer of Property (Attachment 3) Form FHWA-136 Report of Review of Property (Attachment 1) Standard Form 122 Transfer Order Excess Personal Property (Attachment 8) Standard Form 344 Multiuse Standard Requisitioning/Issue System Document (Attachment 27)
(1) General. All property items with an acquisition cost of $5,000 or more per unit shall be capitalized based on the method of acquisition as explained in paragraphs 2c(2) through 2c(6), below. Capitalized property is treated as an investment, whereas property below the $5,000 threshold is expensed as a current operating cost.
(2) Purchases. Nonexpendable property purchased fromany source is capitalized at cost, including purchase price, initial direct transportation and initial installation expenses, less any time discounts offered.
(3) Transfers. Property acquired by transfer from other Government agencies without exchange of funds, and property acquired by donation, is capitalized at the current value shown on the acquisition document. If the current value is not shown, an estimated value shall be determined by the accountable officer.
(4) Trade-Ins. Nonexpendable property records are to be posted at time of delivery. The cost of newly purchased items acquired as a result of trade-ins shall be posted to the property records at the lesser of (a) the cash paid or payable plus the amount allowed by the vendor on the traded property or (b) the amount that the purchase price would have been had there been no trade-in. ("Cash paid or payable" is the amount due after the trade-in less any time discount regardless of whether or not the time discount is taken.) Items traded in will be removed from the inventory in the amount of the acquisition cost less any accumulated depreciation as reflected in the personal property records (see FHWA Order H 2700.2, Accounting Policy and Procedures Handbook). Posting media for property records are Form FHWA-1363 and Optional Form 347.
(5) Trade Discounts (Other Than Time). The item is to be posted at cost (list price less discount) when delivered (see FHWA Order H 2700.2). Posting media for property records is Optional Form 347.
(6) Time Discounts. The cost to be posted at time of delivery of an item shall reflect the time discount. The posted value will not be changed even if the time discount is not taken at the time of payment. Time discounts not taken will be treated as an operating expense in accordance with FHWA Order H 2700.2.
(7) Accounts. Capitalized property is separated into three general ledger accounts (see FHWA Order H 2700.2) as follows:
(a) Office Furniture and Equipment (nondepreciable), Account 202. This group includes all nonexpendable and sensitive administrative equipment (e.g., office furniture, office machines, office equipment, etc.).
(b) Equipment - Nondepreciable, Account 204. This group includes all nondepreciableequipment (e.g., motor vehicles, laboratory, scientific, special purpose type equipment, et.).
(c) Equipment - Depreciable, Account 206. This group includes all rental equipment (road building, maintenance, engineering, etc., and office furniture and equipment) controlled by the equipment depots.
(1) Reconciliation. After the close of each month's business, a reconciliation of nonexpendable property is to be made between the general ledger accounts and the total inventory value shown on the property inventory records. This will be accomplished by the Finance Division (HFS-23). Differences will be shown on an adjusted Form FHWA-162, Non-Expendable Property Account and Transactions (Attachment 9), and forwarded to the field office so that reconciled adjustments can be made to the inventory records. Similar reconciliation of accountable stores inventory is not required.
(2) Form FHWA-162. The Form FHWA-162 will be prepared by the accountable officer and must show the previous (adjusted) inventory balance, current month acquisitions, and dispositions as of the end of the reporting period. Form FHWA-162 along with a listing of transactions will be forwarded to the Finance Division (HFS-23) by the fifth day following the close of each month. The Finance Division will, reconcile Form FHWA-162 with the general ledger accounts. An adjusted Form FHWA-162 will be returned to accountable officers after reconciliation, if appropriate. The supporting listing of transactions will include, as a minimum, document number, account number (202, 204, or 206), acquisition or disposition, and amount posted to Form FHWA-162. Minus amounts will be shown in parentheses. In the field, Form FHWA-162 will be annotated on the reverse side of the form to identify the items of property andvalue included in the closing balance which have been declared as excess on Standard Forms 120 and 126, but which have not been disposed of by GSA. A negative report is required if no change occurred during the period being reported.
Form DOT F 4200.1 Procurement Request (Attachment 5) Standard Form 44 Purchase Order-Invoice-Voucher (Attachment 11) Optional Form 347 Order for Supplies or Services (Attachment 6) Form FHWA-189 Receiving Report (Attachment 7) Form FHWA-1363 Report of Transfer of Property (Attachment 3) Form FHWA-1364 Report of Review of Property (Attachment 1)
(1) When computers are being used for inventory management, inventory managers may, at their option, apply the basic EOQ formula (see GSA Handbook - Economic Order Quantity Principles and Applications, Stock #7610-00-543-6765) or use the EOQ table set forth in paragraph 4c. All other activities shall use EOQ tables. In either case, inventory activities are required to perform studies to determine the cost to order and the cost to hold stocks. Such cost studies shall be made every two years so that EOQ cost ratios can be adjust, if required. Separate cost ratios should be established for acquiring from different sources of supply (i.e., Government vs. commercial), and/or where different procurementmethods are used (i.e., formal contracting vs. small purchasing), provided the cost to order varies appreciably. Each FHWA inventory activity shall establish upper and lower limits, in terms of months of supply, for EOQ acquisitions. As a general rule, such acquisitions shall not exceed a three years supply or be less than one month of supply.
(2) If the stock status of an item is below acquisition review point at the time replenishment action is initiated, the quantity acquired shall include the additional amount necessary to compensate for the deficiency in review point stock.
(3)Additional stock exceeding normal replenishment quantity may he acquired when necessary to support a known increase in demand over and above computed demand.
(1) Stores stock inventories should be replenished using the following table established for the FHWA:
Range of Ordering Period Monthly Demands (Number of months (dollars) of supply) (A) (B) Less than $10 12 $10 to 20 9 21 to 40 6 41 to 60 5 61 to 100 4 101 to 160 3 161 to 240 2 1/2 241 to 400 2 401 to 800 1 1/2 801 and over 1
(2) The reorder value is determined by multiplying the past average monthly issue rate (units) by the unit price. Refer then to Column (A) of the table to determine the range of monthly demands applicable to the "value of the expected monthly issues" for the item. Reading across the table, the figure under Column (B) indicates the economic, ordering period for the item. The economic ordering period is converted in the EOQ by multiplying the entry under Column (B) by the average monthly issue rate and adding, contingency stock (safety stock) quantity and subtracting stock on hand and due-in. Form FH-287, Stock, Record Card, may be used for replenishment of the accountable stores inventory.
(1) Government property shall not be removed from the premises occupied by the FHWA except for official use. An individual who removes Government-owned or leased property, equipment owned by contractors or potential contractors, vendors or suppliers and equipment personally owned by FHWA personnel or visitors shall give to the guard office a Form DOT F 1660.2, Property Removal Record (Attachment 14), completed in duplicate, which may be obtained in the office where the property is removed.
(2) FHWA personnel who have a continuing and/or routine need, in the performance of their duties, to remove Government-owned property from FHWA-occupied premises (e.g., FHWA photographers carrying camera equipment, accident investigators with specialized equipment, etc.) may remove such property without the necessity of completing Form DOT F 1660.2., Property Removal Record. Instead such persons may be issued Form DOT F 166O.3, Property Security Pass (Attachment 15). These serial numbered forms shall be rigidly controlled and accounted for and surrendered when the employee's duties change and he/she no longer needs the form. The forms will be issued for a period not to exceed one year, at which time they will need to be revalidated. This form will he issued by the accountable officer.
(1) Overages of nonexpendable property which are not reflected in the property records, for which acquisition documents cannot be located, shalt be put in the records by preparing Form FHWA-1363.
(2) shortages of nonexpendable.e property are to be accounted for by having the property custodian prepare Form FHWA-1364 and DOT F 1660.6 and forward them to the accountable officer.
CHAPTER 3. ACQUISITION
acquisition of personal property by purchase, transfer from Government excess or by donations. It prescribes systems of numbering and coding property documents and procedures for the preparation, clearance, and required approvals of requisitions prior to procurement.
(1) within accountable offices of the FHWA;
(2) between accountable offices of the FHWA;
(3) between other Administrations and offices of the DOT; and
(4) from other Government departments and agencies.
(1) Requests for personal property should be prepared on Form DOT F 4200.1, Procurement Request. Each Procurement Request should give an accurate and detailed description of the items required, including commercial catalog references and manufacturer's or supplier's number, where applicable. Except where services or supplies relate to the end item being requisitioned, and are to be furnished by the same contractor, expendable and non-expendable property will not be included on the same requisition. When supplies are included on the requisition for non-expendable items, they will be coded as expendable. For example, supplies such as batteries, tapes, orbelts ordered with a dictating machine will be coded, 2690, while the machine will be coded 3125, the last four digits of the fiscal coding structure.
(2) Requests for items from the GSA Stock Program (i.e., FEDSTRIP) should be prepared on Standard Form (SF) 344, Multiuse Standard Requisitioning/Issue System Document (Attachment 27).@ Detailed information concerning FEDSTRIP is contained in the FEDSTRIP Operating Guide, which can be obtained by submitting GSA Form 457, FSS Publications Mailing List Application, to GSA's Centralized Mailing List Service, 819 Taylor Street, P. 0. Box 17077, Fort Worth, Texas 76102. General information can be obtained by contacting the Property and Services Branch (HMS-21).
(3) For acquisition of office supplies, refer to guidance on the use of General Services Administration (GSA). Customer Supply Center (CSC).
(4) Acquisition of furniture, furnishings, and equipment from any source, including excess, will be limited to:
(a) essential requirements arising from quantitative increases in on board employment, and
(b) essential items required:to perform assigned functions by on board employees.
(5) Furniture, furnishings, or equipment may not be replaced for the purpose of upgrading or matching of existing property. When items are requested for replacement purposes, rehabilitation or refinishing must first be considered. For those items determined uneconomical to rehabilitate or refinish as prescribed in Chapter 4, paragraph 7a, the requisition shall include the current condition of each item, its proposed disposition, and the estimated cost to rehabilitate or refinish the item(s).
(6) Systems and modular furniture can offer viable solutions to some space management problems. They are, however, more expensive than conventional office furniture. This fact necessitates a careful review of all options, including maximum utilization of existing space and furniture, to ensure that the most cost-effective alternative is employed. Due to their cost and complexity, acquisitions are to be submitted to the Property and Services Branch (HMS-21) for review before procurement action it begun. For procurement purposes, this furniture is limited to items covered by GSA contracts under Federal Supply Schedule FSC Group 71, Part II; systems furniture is covered in Section E and modular furniture is covered in Section G.
(7) Government funds shall not be expended for pictures, objects of art, plants, or flowers (artificial or real) or any similar type,items intended solely for personal convenience or to satisfy personal desire of the official or employee, unless authorized by law.
(8) Procurement requests for expendable and non-expendable property should be planned so as to permit an even distribution of the procurement of such property during the fiscal year.
(9) Because of recurring changes in this category, all requests for electric typewriters, shall be in accordance with current GSA purchase schedules.
(1) Furniture. Procurement requests for ; office furniture shall include a typewritten justification which must include the following information as a minimum:
(a) Whether the proposed purchase is to replace worn out or unserviceable furniture, or whether it is necessary to provide for increases in onboard staffing. Procurement requests must be plainly marked "Replacement'or "Additional." Separate procurement requests will be prepared for the two categories.
(b) Names, grades, titles, and room locations of the employees who are to use the furniture or furnishings must be indicated. Also the name and grade of the highest ranking official occupying space in the office suite where the requested items of furniture are to be used must be given.
(c) When furniture is requested for replacement, a complete listing of the furniture or furnishings which are to be replaced and the general condition of each item must be provided. Replacement of existing furniture shall not be made for the purposes of improvement in appearance, office decor, status elevation, desire for the latest design, or more expensive lines.
(d) A statement also must be made that the request meets the criteria outlined in Chapter 4, paragraphs 3a and 3b for the purchase of executive and unitized types of furniture.
(e) The Property and Services Branch of the operations and Services Division will develop procurement requests for Washington Headquarters furniture in coordination with the appropriate program coordinators or administrative officers. All funds for the procurement of Washington Headquarters furniture shall be under the centralized control of the operations and Services Division.
(2) Other. Procurement requests for the acquisition of the following types of expendable and non-expendable property, from any source,, must contain justification information in connection with use and/or replacement standards.
(a) Automotive equipment (see FHWA Order M 4340.1, Motor Vehicle Management and Operations Manual).
(b) Copier and telefacsimile equipment.
(c) Printing, binding and related or auxiliary equipment.
(d) Shelf filing equipment.
(e) Telephone monitoring devices and dictating recording equipment (see FHWA order M 1740.lA, Telecommunications Services Management Manual).
(f) Automatic data processing equipment (see FHWA Order M 1340.2, Federal Highway Administration Information Resources Management Manual).
(g) Audiovisual equipment.
(1) Regional offices must obtain prior Washington Headquarters clearance before acquiring, from any source including excess, the following items: automotive equipment, printing, binding, and related or auxiliary equipment. Such field Procurement Requests shall be forwarded in original and one copy to the Office of Management Systems for review and clearance. The Procurement Request should contain complete information including justification as required in paragraph 3b above, purchase price, trade-ins, etc., pertinent to the requirement.
(2) The Property and Services Branch will continuously screen Washington Headquarters Procurement Requests and SF-344s against available FHWA and local DOT excess property or property available through GSA excess bulletins. If available acceptable excess will be used to satisfy the requisition, requirements. Procurement Requests certified as not availablefrom excess will be forwarded for procurement. SF-344 requests certified as not available from excess will be returned to the originating office for further processing.
(3) The Property and Services Branch will obtain necessary clearance on those Procurement Requests forwarded by regional offices. Approved Procurement Requests will be returned with an appropriate approval notification. Disapproved Procurement Requests will be returned with explanation for the disapproval.
(1) administratively review Procurement Requests for completeness (authorized signatures, coding, etc.),
(2) review both Procurement Requests and SF-344a for compliance with applicable property management requirements, and
(3) distribute the accounting and delivery report copies of the purchase order for all deliveries made to the was on Headquarters within and outside the District of Columbia.
(1) Each program office in the Washington Headquarters should forward a listing of individuals who are authorized requisitioners to the Chief, Property and Services Branch. In theregions, the list should be sent to the Director of Administration. Program offices should promptly furnish any subsequent changes to such authority. An annual review of delegations of authority should be made to update them as necessary.
(2) The primary responsibility for ensuring that documents are approved by properly authorized persons falls initially in the office to which approval authority has been assigned. The Property and Services Branch will verify all approvals on documents (except training requests) originating in, or requiring approval of, the Washington Headquarters. The Director of Administration is responsible for verifying the approvals on documents originating in field offices.
(1) The transfer of excess personal property from other Federal agencies shall be accomplished by use of Standard Form 122, Transfer Order Excess Personal Property, prepared by the Property and Services Branch in the Washington Headquarters and the regional office in the field. Non-expendable property and accountable stores Material shall be posted to the property records and taken up in the general ledger accounts at the advertised value on the excess report and as shown on Standard Form 122. Where the value of property is not indicate on the excess report, the personal property officer shall establish a unit acquisition cost based on the current market value. The Standard Form 122 shall be prepared in an original plus five copies with distribution as follows:
Copy No. Distribution and Use 3 copies plus original GSA region indicated on excess report. GSA will return the third copy marked Approved for Transfer." 3rd Copy Receiving report. After (returned from GSA) receipt, send to Finance Division or regional fiscal office to support capitalization. 4th copy Receiving report. After receipt, sent to personal property officer for posting. 5th copy Send to office that originated the requisition for transfer of excess property.
(2) Shipping instructions must be provided on the Standard Form 122. If the transfer is to be accomplished by other than pickup by consignee, the holding agency shall be advised to issue a Government Bill of Lading chargeable to the appropriation code provided on the Standard Form 122, or a Bill of Lading may be sent to the holding agency for use.
DOT F 4200.1, Procurement Request (Attachment 5)
Form FHWA-1363, Report of Transfer of Property (Attachment 3)
Form FHWA-13641) Report of Review of Property Attachment 1)
(1) Washington Headquarters Offices. The numbering of documents may be at the division level or higher. Where assigned at the division level, higher offices may either number their own documents or have them numbered through one of their divisions.
(2) Field Offices. The numbering of documents should be assigned in each separate geographical office location in which the documents are initiated.
Example - Operations and Services Division (83-21) Organization - Fiscal Year - Requisition Number 83-21 7 001
CHAPTER 4. UTILIZATION
(1) Level A - Executive. The use of executive type office furniture shall be limited to personnel in the Senior Executive Service (SES) and above or their equivalent. This type of furniture includes all items of executive wood furniture consisting of, or comparable to, the traditional and modern furniture and related items illustrated in the General Services Administration (GSA) Supply Catalog and listed in Federal Supply Schedule FSC Group 71, Parts IIA and IIC (formerly FSC Group 71, Parts VI, XII, and XXXI).
(2) Level B - Middle Management. The use of middle Management type furniture shall be limited to personnel in grades GS/GM 13 through GS and above or their equivalent. This type of furniture includes all items of unitized wood office furniture and related items illustrated in the GSA Supply Catalog and listed in, or comparable to, Federal Supply Schedule FSC Group 71, Part IIB (formerly FSC Group 71, Part VIII).
(3) Level C - General. The use of general office furniture shall be authorized for personnel in grades GS-1 through GS-12 and above or their equivalent. This type of furniture includes all items of contemporary steel, general steel, and general wood office furniture and comparable items listed in the GSA Supply Catalog.
TABLE OF FURNITURE ALLOWANCES SES GS/GM-15 GS/GM GS-1 13414 to 12 Item Level A Level B Level B&C Level C Desk, conference I (a) 1 (b) I (b) Desk, flat top 1 (a) 1 (c) 1 (c) I (a) Desk, typist's 1 (a) Chair, desk 1 1 1 1 Credenza/storage unit 1 1 1 (a) 1 (f) Telephone stand 1 1 1 Bookcase 1 1 1 1 (f) Chair, side (d) (d) (d) (d) Table, conference 1 1 (b)1 (b) Sofa 1 1 (b) Easy chair 2 1 Coffee table 1 1 (b) End table 2 1 (e) Lamp, table 2 1 Costumer 1 1 1 1 1 (f) LEGEND (a) Choice of one (b) Supervisory position (c) Nonsupervisory position (d) As many as required (e) Optional in place of table and four side chairs (f) When required
(1) Features required in a machine for a particular operation should be determination advance. Makes and models of machines having such features should be evaluated carefully with a view to the selection of the machine which will result in the lowest overall cost to the Government.
(2) Procurement requests for the purchase of electronic office equipment shall include a justification specifying the essential features and/or capabilities of the equipment. Thisjustification shall describe the planned usage of the machine including the applicable type of computations necessary to meet the requirements of the requisitioning office.
(1) items assigned for use meet current needs, and
(2) items are being used for their originally intended purposes.
(1) Periodic onsite utilization surveys shall be made of all furniture and equipment being used for office or administrative support purposes. These utilization surveys shall be made at least every two years. At remote facilities where no property custodians or property personnel are located, such surveys may be conducted in conjunction with physical inventories of accountable property where inventories are performed less often than every two years.
(2) These surveys shall be in the form of a walk-through inspection of each custodial area having such furniture assigned and may be concurrently performed with the biennial inventory, Such surveys may be conducted by property custodians and servicing property organization personnel jointly or individually as deemed appropriate by the servicing property organization.
(3) If property personnel do not actively participate in the onsite surveys, specific guidelines for conducting the surveys shall be provided to custodians performing the walk-throughs. In such instances, written results of the surveys shall be provided to the servicing property organization.
(4) Onsite surveys are to be planned and conducted in such a manner that utilization determinations can he made and any necessary corrective actions can be initiated as a result,,of each custodial area inspection. In addition to the utilization@determinations reflected in paragraph 5a above, onsite surveys shall also be use,' as,a means for identifying items in Deed of repair or rehabilitation.
(1) Electrically operated office machines such as typewriters, adding machines, and desk calculators (excluding the electronic type) under 12 years of age or manually operated office machines under 15 years of age shall, not be replaced unless,
(a) the estimated one-time repair or overhaul cost of a machine under eight years of age exceeds 50 percent of the replacement cost for a comparable new model, without regard to trade-in or sale value; or
(b) the estimated one-time repair or overhaul cost of a machine eight years of age and over exceeds 25 percent of the replacement cost for a comparable new model, without regard to trade-in or sale value.
(2) Electronic office machines such as calculators, accounting machines, cash registers, and dictating equipment shall be replaced after expiration of the warranty period if the estimated one-time repair cost exceeds 80 percent of the replacement cost of a comparable new model.
CHAPTER 5. DISPOSITION
(1) Transfers Between Custodial Offices Within an Accountable Office. The accountable officer will forward all copies of Form FHWA-1363 to the receiving custodial office. Upon receipt of property, the receiving property custodian will sign and date the forms and forward the original to the accountable officer for posting, provide one copy to the releasing property custodian, and retain one copy.
(2) Transfers Between Accountable Offices of the FHWA. The accountable officer will forward Form FHWA-1363, after inserting the acquisition cost of the items, to the receiving accountable officer. He/she will forward all copies to the receiving custodial office. Upon receipt of property, the receiving property custodian will sign and date the Form FHWA-1363 and distribute copies as necessary assuring that the receiving and releasing accountable officers are provided one copy. A copy should also be forwarded to the Finance Division (HFS-23).
(3) Trade-Ins. When property declared as excess cannot be placed within FHWA, the feasibility of trading it in is evaluated by the accountable officer.
(a) When office machines meet the replacementstandards prescribed in Chapter 4, paragraph 7, or are unable to meet program requirements, they can be traded in (if there are no other identified uses) on the purchase of the new items in accordance with applicable GSA contracts wherever possible.
(b) An authorized representative of the vendor receiving the trade-in will sign all copies of the Form FHWA-1363. The accountable officer, after inserting the average value of the item and posting the item to the official property records, will forward one copy to the releasing property custodian, forward the original to the Finance Division (HFS-23) and retain one copy.
(4) Transfer to Other Administrations or Offices of POT
(a) Washington Headquarters. The Property and Services Branch will submit Standard Form 122, Transfer Order Excess Personal Property, directly to the Office of the Secretary of DOT.
(b) Field. Accountable officers will submit Standard Form 120, Report of Excess Personal Property (Attachment 19), to GSA, and copies of the completed forms shall be simultaneously transmitted by the field offices to other Departmental elements in accordance with the. distribution arrangements set forth in Attachment 20, Distribution List for Reports of Excess Personal Property. Attachment 20 prescribes the report distribution list to be used for property within specified Federal Supply Classification Group/Classes. For 20 calendar days following transmittal of the excess report, transfer requests received from Department elements shall be given precedence over any other transfer requests and transfer shall be effected. Excess may be transferred directly to another DOT element when a need for such property hasbeen made known prior to reporting to GSA. Excess may also be transferred directly to another Federal, agency to meet a known need without reporting to GSA, provided, however, that the property has been screened within the Department for a period of 20 calendar days using the distribution list set forth in Attachment 20. Transfer requests received from activities within the Department shall take precedence over any other transfer requests. Transfers of excess property within the Department may be without reimbursement of fair value,
(5) Transfers to Other Federal Agencies Through GSA. Agencies can acquire personal property from the FHWA by use of Standard Form 122. The original and one copy of the Standard Form 122, approved by GSA for transfer, will be forwarded to the FHWA holding office by the GSA regional office. The Standard Form 122 may be forwarded by the requesting agency directly to the FHWA holding office for transfer, except for certain restricted items such as ADP equipment.
(a) All transfers of excess personal property between Federal agencies may be without reimbursement, of fair value, except as specified in Federal Procurement Management Regulation (FPMR) 101-43.315-3. When reimbursement of fair value is required, the fair value proceeds shall be, deposited in the Treasury to general fund receipts by the releasing agency.
(b) The FHWA is responsible for, and bears the cost of care and handling of, its excess property pending-disposition. The direct cost incurred (not to include overhead or administrative costs), incident to the transfer, is chargeable to the receiving agency. Only costs incurred in the actual packing, preparation for shipment, and loading, may be recovered by the FHWA. Such costs are reimbursed by the receiving agency upon appropriate billing. Individualcollections for the expense of care and handling amounting to $100 or less, where transfer is otherwise without exchange of funds, should be waived by the FHWA as uneconomical to collect.
(6) Surplus Property. Excess property reported to GSA, and not transferred to other agencies, shall be deemed surplus by GSA. The FHWA is then notified that GSA will place it on sale,
(a) Sale of Property. When property has been declared as surplus by GSA, FHWA will be requested to submit a Standard Form 126, Report of Personal Property for Sale (Attachment 21), to the GSA. If a trade-in allowance had been offered previously by vendor to FHWA, but not accepted for sale this information should be noted on the Standard Form 126. Property which is dangerous to public health or safety, e.a., a chemical compound which is susceptible to flames or explosion, shall not be sold without first rendering it innocuous or providing adequate safeguards. After sale of the property, the FHWA will be notified of the proceeds of the sale and such information should be retained for inclusion in the Annual Report of Exchange/Sale of Personal Property. This notification should be used to adjust general ledger accounts and property inventory records.
(b) Scrap. Scrap is unserviceable property that has no value except for its basic material content. The GSA will make determinations on the sale or other disposal of scrap. Scrap in the Washington metropolitan area is covered by GSA contracts. Field offices should determine availability of contracts for their area. Accumulations of scrap awaiting disposition shall be maintained as orderly as possible, in locations removed from public view.
(1) Regional offices shall submit a summary report in memorandum form reflecting separate data for overseas and domestic transactions to the Property and Services Branch by November 1. of each year. Negative reports are required.
(2) The report shall. clearly identify the type of property exchanged or sold by the two digit Federal Supply Classification Group and show total. acquisition cost per group. See Prohibited Actions and Conditions (Attachment 22@for items not covered under the provisions of this Order.
(3) This information is submitted by the Property Services Branch to OST in accordance with FPMR 101-46.407.
(1) The accountable officer shall- prepare the Form DOT F 4400.1, Annual Report-Utilization and Disposal of Excess and Surplus Personal Property (Attachment 23) following the close of the period October 1 - September 30.
(2) The report shall include all reassignments and dispositions of personal property accomplished under the provisions of this chapter.
(3) Reports are to be forwarded to and reach the Property and Services Branch no later than the 15th day following the close of the reporting period. A negative report is required.
(1) Regional offices shall submit a report in memorandum form to the Property and Services Branch by November l5th of each year (RCS-HMS-20-14). Negative reports are required.
(2) The report shall include the name, address, and status of each recipient. Examples of the status are cost-reimbursement type contractor, fixed-price type contractor, project grantee, etc. Also include in the report the total original acquisition cost of all property furnished, to each recipient identified by each applicable two-digit Federal supply classification group, in accordance with FPMR 101-43.4701(c)(1).
CHAPTER 6. PROPERTY BOARDS OF REVIEW
(1) Washington Headquarters The Chief, Property and Services Branch, shall designate a single Property Board of Review for the Washington Headquarters.
(1) Each Board member will exercise independent judgment, free from influence by recommendations or suggestions of other Board members, employees, or superior officers. Extreme care should betaken by Board members in rendering findings for the disposition of Government property. Consideration of all available evidence should be given.
(2) In determining the serviceability of property,, the Property Board of Review should take into consideration the expense of reconditioning, transportation, age, and other pertinent facts. Recommendation should indicate whether property should be (a) repaired and restored to use or (b) disposed of and dropped from the administrative control records.
(1) Impartial reports of investigations of circumstances regarding lost, stolen, damaged, or destroyed property, or property which is recommend for abandonment or destruction.
(2) Recommendations with respect to the liability of employees or private persons for damage to or loss of Government or private property and the reasons therefor.
(3) Recommendations concerning retention or disposal of property.
(1) Initiation. All Reports of Review of Property shall be initiated by the property custodian in the office charged with the property. Any employee having knowledge of a condition with respect to personal property requiring the submittal of a Report of Review of Property shall report the condition to the property custodian.
(a) Washington Headquarters. The property custodian will prepare Form FHWA-1364, retaining one copy, and forwarding the original and one copy to the accountable officer. After the "Recommendation" portion of the report is completed by the accountable officers, the report will be presented to the Board for action. After the Board's findings and recommendations are recorded and signed, the report is presented to the Chief, Property and Services Branch for approval or other appropriate action.
(b) Field Offices. The property custodian shall prepare reports and retain one copy and forward all other copies to the administrative manger or the accountable officer for completion of the "Recommendation" portion of the report and presentation to the Board for action. After the Board's findings and recommendations other appropriate action.
(2) Signature. The Chief, Property and Services Branch, or, the respective Associate Regional Administrator for Administration shall sign Form FHWA-1364 in the space "Responsible Administrative Office. Only the original Form FHWA-1364 report need by signed.
(1) When an employee is using Government property on official business and the property is damaged as a result of negligence, usually no attempt to collect cost of damage from the employee will be made. Where circumstances warrant, however, appropriate disciplinary action or action to collect for damages may be instituted.
(2) Where Government property is damaged by an employee not on official business, with or without negligence on his/her part, consideration may be given to the recovery of damages by the Government from the employee in addition to or in lieu of any disciplinary action which may be taken.
(3) The questions of damage, negligence, or recovery of damages, however, shall have no bearing in cases where disciplinary action is required to be taken for the unauthorized use of Government-owned passenger motor vehicles under the Act of August 2, 1946 (60 Stat. 810, 31 U.S.C. 638a).
CHAPTER 7. CLAIMS FOR LOSS OF PERSONAL PROPERTY
(1) It arose after the effective date of the Act.
(2) The claim is presented in writing within two years after the incident occurred.
(3) If the loss or damage occurred at quarters occupied by the claimant within the 50 States, Puerto Rico or the District of Columbia, such quarters must have been assigned to him or her.
(1) A claim is allowable under 31 U.S.C. 3721(c) only if it meets all the following conditions;
(a) An employee was evacuated from a country after December 30, 1978, in accordance with a recommendation or order of the Secretary of State or other competent authority which was made in response to incidents of political unrest or hostile acts by people in that country, and that damage or loss resulted from that evacuation or from any such incident or hostile act; or
(b) that damage or loss results from acts of mob violence, terrorist attacks, or other hostile acts, directed against the U.S. Government or its officers or employees.
(2) A claim may be allowed under this section only if it is presented in writing within two years after the occurrence.
(1) The damage or loss of personal property was incident to the employee's service.
(2) The loss or damage was not caused wholly or partly by the negligent or wrongful act or the employee or other claimant, or the agent or employee of either of them. The claimant must affirmatively demonstrate to the satisfaction of the FHWA that this requirement is fulfilled.
(3) The claim is substantiated and accompanied by statements of any witnesses and by documentary material or other evidence available relating tothe claim, including the value of the property lost or damaged (see paragraph 10).
(4) The possession of the property by the employee is determined to have been reasonable, useful, and proper under the circumstances at the time of the loss or damage.
(1) General (applicable to all claims)
(a) Corroborating statement from a person(s) who has personal knowledge of the facts concerning the claims.
(b) Statement describing property recovered or replaced in kind.
(c) Itemized bill for repair of damaged property which has been repaired.
(d) of the cost of repairs from a competent person, sufficiently identified, who is experienced or knowledgeable in the cost of the needed repairs in the current market.
(e) Proof of value or cost in the form of purchase receipts or similar documents.
(f) For a claim filed by an agent or survivor, a power of attorney or other satisfactory evidence of authority and standing (see paragraph 3 of this chapter).
(g) Statement concerning any insurance coverage of any warehouser, carrier or other third party responsibility, and any reimbursement or recovery obtained from such insurer or third party. The identity of the insurer or other third party, the type of insurance or other coverage, Andean claim or demand by the claimant upon such party should be described and copies of correspondence attached. If the claimant has insurance or a basis for a claim or demand upon such third party, and has not submitted a claim or demand, his/her failure to do so should be explained (seeparagraph 8 of, this chapter)
(h) Copy of order-or other evidence to establish claimant's right to be or to have his/her property located, at place of loss or damage.
(i) Copy of police report, if applicable.
(2) Thefts or Losses in Allowable Quarters or at Other Authorized Places. In addition to items listed in paragraph 10b(1), include the following:
(a) Geographical location of the loss.
(b) If in quarters, whether or not they were assigned or provided in kind by the Government and to whom, and whether they were regularly occupied by the claimant; or, if in storage,, name of authority, if any, who designated such place of storage.
(c) Security measures or precautions taken to protect the property involved. Attention will be given to the degree of care normally exercised in the locale of the loss because of any unusual risk involved.
(d) Facts and circumstances surrounding the loss or theft, such as how the larceny, robbery, or burglary occurred, the property recovered and reports made at the time to police or others.
(3) Transportation Losses. In addition to items listed in paragraph 10b(l), include the following:
(a) Copy of orders authorizing the travel, transportation or shipment, or, a statement explaining their absence and setting forth their substance.
(b) Copy of all bills of lading, and inventories of property shipped.
(c) Description of efforts taken to locatemissing property.
(d) Where property was turned over to a transportation or supply officer or contract packer or shippers a statement indicating the identity or designation of such party, the date and place where the property was turned over and its condition, date of shipment and reshipment And copy of all manifests, bills of lading and contracts, date and place of delivery and unpacking of property for claimants, statements of disinterested witnesses as to property's condition when received, whether or not damage was caused by negligence of a Government employee acting within the scope of his/her employment, and whether or not the last carrier was given a receipt.
(4) Money, Intangibles or Other Property Deposited for Safekeeping, Transmittal or Other Authorized Disposition. In addition to items listed in paragraph 10b(l), include the following:
(a) Identity of the person or persons who received the property and any others involved, and the disposition requested.
(b) Identity of the authority who authorized such person or persons to accept the property.
(c) Receipts and written statements explaining the failure to account for the property or its return to the claimant.
(5) Property Used for Benefit of Government. In addition to items listed in paragraph 10b(l), include a statement from proper authority that the property was required to be supplied by the claimant in the performance of his/her official duty at the request or direction or with the approval of superior authority.
CHAPTER 8. TRANSFER OF EXCESS FEDERAL PERSONAL PROPERTY TO STATES
(1) that the equipment or materials have been inspected;
(2) that the equipment or materials are needed for and will be used exclusively for highway purposes, including road maintenance, and a further statement, in the case of equipment, that it will be so used throughout its useful life;
(3) that the State will reimburse the FHWA if costs are incurred by the latter in acquiring the property and transferring it to the State highway agency;
(4) that the State will assume full responsibilityfor inspection, transportation, servicing, storage, and utilization of the equipment, will make all necessary arrangements with the holding agency for its delivery, and will bear all costs in connection therewith;
(5) that the State will transport the items with its own facilities or make necessary arrangements with the holding agency for its delivery, and will bear all costs in connection therewith; and
(6) the estimated maximum amount to be included in the transfer order for handling by the holding agency as determined from the holding agency at the time of inspection.
(1) The original and three copies of the Standard Form 122 are to be forwarded by the FHWA regional office or division office, as appropriate, to the responsible regional office of the GSA. Two copies are to be retained by the FHWA, one for accounts and one for the suspense file. one copy is forwarded to the State highway agency for certification of receipt and returned to the appropriate FHWA regional office or divisionoffice when delivery has been made.
(2) All FHWA regional or division offices shall include a statement on Standard Form 122 requesting the holding agency representative and the authorized State representative to sign and date the second copy of the Standard Form 122 to acknowledge issue and receipt of each line item of property. The statement should also request the holding agency to mail the receipted second copy of the Standard Form 122 directly to the FHWA regional or division office, as appropriate, for use in billing the State. The appropriate regional or division office will also insert the following statement in the body of the Standard Form 122: "No expenses for shipping and handling, other than itemized herein, shall be incurred on the account of the Federal Highway Administration, and no amounts other than indicated herein are payable from the appropriation indicated. Any shipment to be made in connection with the transfer of this excess property shall be made "Collect" commercial bill of lading." If the exact shipping and handling expenses are not known at the time the SF-122 is completed, an estimate should be used.
(3) At this point, the FHWA regional or division office should review and compare the receipted copy against the copy retained in their office for possible revisions or additions to Standard Form 122. The appropriate regional or division office shall follow up to ensure that GSA-approved copies of the Standard Form 122 and receipted copies from the holding agencies are received promptly.
Fiscal Services, Budget Division before transfer orders are issued for such excess personal property. The same procedure will be followed when it is necessary for the FHWA to initially pay the costs of handling and/or shipping and later obtain reimbursement from the State.
(1) The excess property will be used primarily on the Federal-aid primary or secondary highway system.
(2) The State highway agency is satisfied that the county road unit is suitably organized and equipped to perform maintenance of Federal-aid projects.
Attachment and Title
1 Form FHWA-1364, Report of Review of Property
2 Form DOT F 1660.6, Incident Report
3 Form FHWA-1363, Report of Transfer of Property
4 Form FHWA-339, Equipment Class Record
5 Form DOT F 4200.1. Procurement Request
6 Optional Form 347, Order for Supplies or Services
7 Form FHWA-189, Receiving Report
8 Standard Form 122, Transfer Order Excess Personal Property
9 Form FHWA-162, Non-Expendable Property Account and Transactions
10 Form FH-287, Stock Record Card
11 Standard Form 44, Purchase Order - Invoice Voucher
12 Form FHWA-164, Property Receipt and/or Receipt for Property Returned
13 Form FHWA-126, Clearance of Employee Accountability
14 Form DOT F 1660.2, Property Removal Record
15 Form DOT F 1660.3, Property Security Pass
16 Form FHWA-149, Non-Expendable Property Inventory as ofDecember 31, 19-.
17 GSA Form 1473, Supply Activity Report
18 Standard Form 1103, U.S. Government Bill of Lading
19 Standard Form 120, Report of Excess Personal Property
20 Distribution List for Reports of Excess Personal Property
21 Standard Form 126, Report of Personal Property for Sale
22 Prohibited Actions and Conditions
23 Form DOT F 4400.1, Annual Report - Utilization and Disposal of Excess and Surplus Personal Property
24 Form FHWA-224, Employee Claim for Loss of or Damage to Personal Property
25 Standard Form 1034, Public Voucher for Purchases and Services Other Than Personal
26 Form FHWA-78, Claims Investigating Officer's Report
27 Standard Form 344, Multiuse Standard Requisitioning/Issue System Document
28 GSA Form 1539, Request for Excess Personal Property
29 GAO Stock Form 1114, Bill for Collection