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Last Updated 06/24/2009

Instructional Topics in The Federal Personal Property Management Desk Reference

The Federal Personal Property Management Desk Reference provides a best value solution to performance improvement with on demand learning and performance support as well as knowledge and skill assessments.

The Federal Personal Property Management Desk Reference is available through your Agency Portal or your Contractor Portal.

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Introduction to Federal Personal Property Management

           Phase I Determination of Need

           Phase II Acquisition of Need

           Phase III Accountability and Maintainability

           Phase IV Utilization & Disposal

Conclusion to Federal Personal Property Management

 

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Introduction to Federal Personal Property Management

Introduction

  • Let's Begin
  • Federal Personal Property Management as Logistics
  • Knowledge Requirements of Federal Personal Property Management
  • Accountability of All Federal Employees
  • Accountability of Contractors and Grantees

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Module I The Team

1.0  Introduction

  • Key Concepts, Principles and Procedures
  • The Principles of Federal Personal Property Management

1.1  The Structure of the Federal Personal Property Management Team

  • Key Players
  • The Standard Team Configuration
  • Alternate Team Configurations
  • Typical Team Tasks

1.2  The Property Custodial Officer

  • Comparable Terms
  • Property Custodial Officer/Asset Center Rep (PCO/ACR) Overview
  • Relationships of the PCO/ACR to His/Her Team
  • Key Relationship of PCO/ACR and PAO/APO

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1.2.1 Quick Start - Master The Key PCO/ACR Tasks

  • Achieve the Required Level of Accountability and Stewardship
  • PCO/ACR Task List

1.3  The Property Accountable Officer (PAO)

  • Comparable Terms
  • Property Accountable Officer/Accountable Property Officer (PAO/APO) Has the Operational Accountability

1.3.1  Quick Start - Master The Key PAO/APO Tasks

  • Achieve the Required Level of Accountability and Stewardship
  • PAO/APO Task List

1.4  The Property Utilization Officer (PUO)

  • Comparable Terms
  • Primary Function of the PUO
  • Promoting Full Utilization of Federal Personal Property
  • Utilization Surveys - A Great Tool!
  • Support for the PUO

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1.5  The Property Administrator (PA)

  • Protecting the Government's Interests
  • Establishing Control and Accountability
  • Working with the Contractor/Grantee to Establish Control and Accountability

1.6  The Property Management Officer (PMO)

  • Comparable Terms
  • The Property Management Officer (PMO) Leads the Way
  • Property Management Officer (PMO) Key Responsibilities
  • Seizing Opportunities

1.7  Ethics

  • Standards of Ethical Conduct

1.7.1  Common Ethical Dilemmas

1.8  Summary

  • What We Accomplished
  • What's Next

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Module II Legal Basis

2.0  Introduction

  • What You Will Learn
  • Key Concepts, Principles and Procedures

2.1  It's the Law!

  • Background
  • Know Your Authorities

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2.2  Statutory Law

  • The Key Statutes
  • Picture It
  • Financial and Physical Accounting for Property Required
  • The Federal Property & Administrative Services Act of 1949 (FPAS)
  • Public Law 84-863
  • FPAS and Public Law 84-863
  • The Concept of Accountability
  • Other Key Statutes Impacting Federal Personal Property Management Operations

2.3  Administrative Law

  • Personal Property Regulations
  • Federal Acquisition Regulations

2.4  Executive Orders

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2.5  OMB Guidance

2.6  Standards

  • Statements of Federal Financial Accounting Standards (SFFAS)
  • Statements of Federal Financial Accounting Concepts (SFFAC)
  • Industry Standards

2.7  Official Use

2.8  Designations Lead to Conduct of the Joint Inventory

  • How the Law Is Carried Out
  • Components of a Designation
  • Joint Inventory and Designations

2.9  Summary

  • What We Accomplished
  • What's Next

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Module III Property Types

3.0  Introduction

  • What We Will Learn
  • Key Concepts, Principles and Procedures

3.1  A Look At Personal Property

  • Definition of an Asset
  • Characteristics of Assets
  • Property in the Real World
  • Let's Get Acquainted with the Personal Property We Manage

3.2  Personal Property vs. Real Property

  • The Basic Distinction
  • Personal Property
  • Real Property

3.3  Expendable vs. Non-Expendable Property

  • How To Identify Expendable Property
  • Personal Custody Property or Sensitive Property
  • Break It Down Like This

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3.4  Capitalized Property

  • The Key Concept of Capitalization of Personal Property
  • Capitalization Threshold
  • Capitalized Items and the PCO/ACR

3.5  Accountable Property

  • The Key Concept of Accountable Property
  • Control & Accountability

3.6  Property in Use in the Custodial Area and the Accountable Area

  • Where Accountability and Control of Federal Personal Property Begin
  • The PCO/ACR and the Custodial Area/Organizational Unit
  • Accountable Areas and Custodial Areas/Organizational Units

3.7  Government Property in Use by Contractors and Grantees

  • Out of Sight Not Out of Mind
  • What is "Government Property?"
  • When Does the Government Furnish Property to Contractors or Grantees?
  • Government Property Specified in Contracts and Grants

3.8  Summary

  • What We Accomplished
  • What's Next

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Module IV The Life Cycle

4.0  Introduction

  • What You Will Learn
  • Key Concepts, Principles and Procedures

4.1  Managing the Life Cycle of An Asset

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4.2 Phase I Determination of Need

4.2.0 Introduction

  • Understanding the Requirement

4.2.1 The Three Steps in Determination of Need

  • The First Step - Identifying and Defining the Need
  • The Second Step - Completing a Justification
  • The Third Step - Establishing the Authority to Purchase
  • Needs Must be Validated
  • There's Competition Among Validated Needs
  • The Team's Role

4.2.2 Use & Replacement Standards

  • Knowing When to Replace an Asset
  • Narrative Explanations
  • Deviations

4.2.3 Review of Phase I

  • What We Accomplished
  • What's Next

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4.3 Phase II Acquisition of Need

4.3.0  Introduction

  • Identifying the Right Asset to Acquire
  • Acquisition Planning

4.3.1  The Requisition

  • The Requisition and The Phase II Acquisition of Need Model
  • Preparing the Request for Property Action or the Requisition
  • Acquisition Planning for Capital Assets
  • The Requisition Review Process
  • Electronic Business/Electronic Commerce

4.3.2  Acquisition Sources

  • Acquisition Options
  • Utilizing Unneeded/Unrequired or Excess Property is Preferred
  • Using the Required Source Order

4.3.3  Environmentally Preferable Purchasing (EPP)

  • Understanding the Environmental Impacts of Products and Services
  • Environmentally Preferable Purchasing (EPP) Overview
  • Incorporating Environmental Considerations into Purchasing Decisions

4.3.3.1  Environmentally Preferable Purchasing (EPP) Quick Start

4.3.3.1.1  EPP Principle One

  • Principle One: Include Environmental Considerations in the Normal Purchasing Process
  • Step 1: Determining Your Organization's Needs and the Product or Service Characteristics Required to Meet the Need
  • Step 2: Conducting Preliminary Market Research
  • Step 3: Determining the Procurement Method
  • Step 4: Using the Right Source Order
  • Step 5: Evaluating the Overall Quality and Value
  • Step 6: Making the Final Selection of the Product or Service and Monitoring the Progress
  • So What Do You Actually Do to Put Principle One into Practice?

4.3.3.1.2  EPP Principle Two

  • Principle Two: Emphasize Pollution Prevention Early in the Purchasing Process
  • So What Do You Actually Do to Put Principle Two into Practice?

4.3.3.1.3  EPP Principle Three

  • Principle Three: Examine Multiple Environmental Attributes throughout the Product or Service Life Cycle
  • EPA's List of Environmental Attributes
  • So what do you actually do to put Principle Three into practice?

4.3.3.1.4  EPP Principle Four

  • Principle Four: Compare Relevant Environmental Impacts when Selecting Products and Services
  • So What Do You Actually Do to Put Principle Four into Practice?

4.3.3.1.5  EPP Principle Five

  • Principle Five: Collect Accurate and Meaningful Information about Environmental Performance and Use It to Make Purchasing Decisions
  • So What Do You Actually Do to Put Principle Five into Practice?

4.3.3.1.6  Comprehensive Procurement Guidelines (CPGs)

  • EPA and the Comprehensive Procurement Guidelines (CPGs)
  • Buying Recycled-Content Products

4.3.3.1.7  Buying Recycled-Content Products

  • Benefits of Increased Efficiency
  • Buying Energy and Water Efficient Products

4.3.3.1.8  Buying Biobased Products

  • Buying Biobased Products
  • Alternative Fuels

4.3.3.1.9  Buying Information Technology (IT) Products

  • Special Considerations for Buying Information Technology (IT) Products
  • Environmental Attributes of Information Technology (IT) Products

4.3.3.1.10  Ozone and Ozone Depleting Substances (ODS)

  • Ozone and Ozone-Depleting Substances
  • The Significant New Alternatives Policy (SNAP) Program
  • Practical Steps

4.3.3.1.11  Environmentally Preferable Purchasing (EPP) is a Process

4.3.4  Acquisition Methods

  • Basic Elements of a Contract

4.3.4.1  Simplified Acquisition Methods

  • Purchase Orders
  • Blanket Purchase Agreements (BPAs)

4.3.4.1.1  Purchase Card

  • Fill a Validated Need Efficiently Using the Governmentwide Purchase Card
  • Highlights of the Governmentwide Purchase Card Program
  • Program Officials and the Operation of the Governmentwide Purchase Card Program

4.3.5  Review of Phase II

  • What We Accomplished
  • What's Next

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4.4 Phase III Accountability and Maintainability

4.4.0  Introduction

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4.4.1  Receipt & Assignment to Use

  • The Importance of Receiving and Assignment to Use
  • Overview of The Receiving Process
  • A Closer Look at the Receiving Process
  • The Relationship between Finance and Property Management Offices
  • Receiving, Tagging, Barcoding, UID and RFID
  • Proper Receiving is the First Step to Asset Accountability
  • Be Conscientious in the Receiving Process
  • Establishing Physical Custody of the Asset During the Receiving Process
  • Let's Summarize

4.4.2  Maintenance & Replacement

  • Assuring Asset Availability
  • Maintenance
  • Accountability During Corrective Maintenance
  • Replacement of Inventory

4.4.3  Safety Alerts

  • Safety Alerts Can Save a Life

4.4.4  Property Accountability

  • Financial Control
  • Physical Control
  • Your PMIS/AMS - A Powerful Tool for Control and Accountability
  • Data Elements in a Property Record
  • Audit Trail
  • The Step-by-Step of Setting Up a Property Record
  • Accurate Information Must be Transferred from the Purchase Order to the PMIS/AMS
  • Object Class Codes
  • Purchase Orders
  • Checks and Balances
  • PMIS Records Must Be Balanced with General Ledger Records Monthly
  • Balancing PMIS/AMS Records with Accountable and Custodial Area Records
  • Physical Inventories Must Be Taken Regularly
  • Property Records Must Be Maintained According to Schedule
  • Performance Measures for Personal Property Records
  • Let's Summarize Property Accountability

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4.4.5  Asset Movement

  • Considerations in Asset Movement
  • Asset Movement Between Custodial Areas
  • Off Site Asset Movement
  • Shipping
  • Packing, Packaging, Preservation & Marking
  • Hazardous Materials (HAZMAT)

4.4.6  Sampling

  • Smart Tools for the Management of Federal Personal Property
  • Statistical Sampling
  • Judgment Sampling
  • Purposeful Sampling
  • Step 1 - Population
  • Step 2 - Selection of Random Numbers
  • Step 3 - Sample Selection
  • Step 4 - Sample Evaluation
  • Sampling as an Audit Tool

4.4.7  Physical Inventory

  • Improving Personal Property Control and Accountability
  • The Purpose of the Physical Inventory
  • Meeting Standards
  • Reconciliation of Custodial, Accountable Property and Financial Records
  • The Physical Inventory Team
  • The PCO/ACR and the Physical Inventory
  • Property on Record and Inventory Results
  • The PAO/APO and the Physical Inventory
  • The PMO and Physical Inventory

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4.4.8  Additions and Subtractions

  • Additions to Inventory
  • Subtractions from Inventory
  • The PCO/ACR and Additions/Subtractions from Inventory

4.4.9  The Report of Survey Process

  • The Federal Process for Investigating Unusual Situations
  • Procedures for Fraud or Theft

4.4.9.1  The Board of Survey

  • Begin with Fact-Finding
  • The Process
  • Responsibilities of the PCO in the Report of Survey Process
  • Responsibilities of the PAO in the Report of Survey Process
  • Responsibilities of the PMO in the Report of Survey Process
  • Risk Trend Analysis

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4.4.10  Government Property in Use by Contractors and Grantees

  • Alternate Terms
  • Government Property Used by Non-Federal Entities
  • How Government Property is Provided to Non-Government Entities
  • Property Clauses
  • Contractor Property Management System Compliance
  • Common Property Plan Components
  • Lost, Damaged, Destroyed or Stolen Government Property
  • Title

4.4.11  Logistics Management Audit

  • Introduction to Logistics Management Audit
  • Improving Personal Property Control and Accountability
  • External, Internal and Self Audits
  • The Logistics Management Audit Process
  • Auditing the Financial and Physical Control Process for Personal Property
  • Getting the Picture
  • Financial Statement Audits (CFO Audits)

4.4.11.1  Roles in a Logistics Management Audit

  • Performance Expectations
  • Role of the PCO/ACR
  • Role of the PAO/APO
  • Role of the PA
  • Role of the PMO

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4.4.11.2  Preparing for an Audit

  • How the Federal Personal Property Management Team Prepares

4.4.11.3  The Auditor's Job

  • Key Responsibilities of the Auditor

4.4.11.4  The Audit

  • Auditing the Relevant Systems
  • What to Expect
  • The Organization's Response to an Auditor's Finding

4.4.11.5  Self Audits

  • Improving Personal Property Control and Accountability with the Self Audit

4.4.12  Risk Management

  • Risk Management Activities
  • Dimensions of Risk
  • Preventing Losses and Unnecessary Expenditures

4.4.13  Review of Phase III

  • What We Accomplished
  • What's Next

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4.5 Phase IV Utilization & Disposal

4.5.0  Introduction

  • Effective and Efficient Disposition of Federal Assets

4.5.1  The Federal Property Disposition Program

  • The Program's Objectives
  • Overview of The Federal Property Disposition Program
  • Full Personal Property Utilization and Disposal Cost Reduction
  • Role of the Property Custodial Officer/Asset Center Rep (PCO/ACR)
  • Other Key Players

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4.5.2  Utilization

  • The Importance of Full Personal Property Utilization
  • Personal Property Classifications in the Federal Disposition Program
  • Facilitating Utilization
  • Disposal Condition Codes

4.5.3  Exchange/Sale Authority

  • Replacing Property the Smart Way
  • Understanding the Definition of Exchange/Sale is Critical
  • Meeting the Conditions for Use of Exchange/Sale
  • The Business Case for Exchange/Sale
  • How to Use Exchange/Sale
  • Exchange/Sale Prohibitions
  • Exchange/Sale Reports

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4.5.4  Hazardous Property

  • Evaluating Property for Hazards before Disposition
  • Focusing on Personal Property Likely to Contain Hazards
  • Locating the Material Safety Data Sheets (MSDS)
  • Describing the Hazard
  • Preparing Decontamination Certificates and the Processing of Unrequired Property

4.5.5  Unrequired Property

  • The Concept of Unneeded or Unrequired Property
  • Identification of Unneeded/Unrequired Property
  • The Feasibility of Repairing Unneeded/Unrequired Property

4.5.6  Stevenson-Wydler Act/EO 12999

  • An Attractive Disposition Option
  • The Stevenson-Wydler Act
  • Executive Order 12999
  • Computers for Learning

4.5.7  Excess Property

  • Moving Right Along
  • Excess Property is the First Source of Supply after Unrequired Property

4.5.7.1  Acquiring Excess Property

  • Filling Your Agency's Need with Excess Property from Other Agencies
  • Required Analysis

4.5.7.1.1  Excess Property Process Overview

  • The Big Picture
  • Screening
  • Freezing

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4.5.7.1.2 Screening Protocol

  • Who Can Screen Excess Federal Property
  • Agency Responsibilities for Non-Federal Screeners and Recipients

4.5.7.1.3  Freezing & Allocation

  • Freezing in GSAXcess®
  • Allocation in GSAXcess®

4.5.7.2  Reporting Excess Property

  • Reporting Using GSAXcess®
  • What Happens After You Report Your Agency's Excess Property
  • Process Goals
  • What Happens if a Federal Need Develops after the Surplus Release Date (SRD)

4.5.7.3 Excess Foreign Property

  • Holding Agency Responsibilities
  • Disposition Options for Excess Foreign Property

4.5.7.4  Transferring Excess Property

  • Types of Property Transfers
  • The Property Transfer Process
  • Allocation Among Competing Requests
  • Preparing Property for Transfer
  • Canceling a Transfer Order

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4.5.7.4.1  Transfer With Reimbursement

  • Meeting the Requirements for Reimbursement
  • Fair Value and Fair Market Value Reimbursements
  • Annotating the GSAXcess® Record or the SF-120 and SF-126
  • Distribution of Funds

4.5.7.4.2  Transferring Excess Property To Non-Federal Recipients

  • Transferring Property to Cost Reimbursement Contractors As a Benefit to the Government
  • How Title Transfer is Handled in Transfers to Cost-Reimbursement Contractors
  • Transferring Property to Agency Cooperatives under Cooperative Agreements
  • Conditions for Transferring Property to Agency Cooperatives under Cooperative Agreements
  • How Title Transfer is Handled in Transfers to Agency Cooperatives under Cooperative Agreements
  • Transferring Property to Project Grantees
  • Costs to Transfer Excess Property to Project Grantees
  • Ensuring Excess Property Is Used for the Specific Purpose Intended

4.5.7.4.3  Transferring After Demilitarization

4.5.7.4.4  Transferring For Export

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4.5.7.5  Doing Business with DRMS

  • DRMOs
  • Searching DRMS Inventory
  • Precious Metals Recovery Program (PMRP)

4.5.7.6  Doing Business with GSA

  • Introducing GSA
  • GSA Office of Governmentwide Policy (OGP)
  • GSA Personal Property Disposal Solutions

4.5.8  Surplus Property

  • The Process of Disposal of Surplus Property

4.5.9  Donation

  • Donations under Federal Agency Authority
  • The Federal Property Disposition Program Model
  • State Agencies for Surplus Property (SASP)
  • Restrictions on Donations

4.5.10  Sale

  • The Importance of Federal Surplus Property Sales
  • Know Your Options
  • Sales by GSA
  • Sales by Holding Agencies

4.5.10.1  Sales Methods

  • Selecting a Sales Method
  • Types of Sales Methods for Federal Surplus Property

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4.5.10.1.1 Competitive Sales Methods

  • The Four Methods
  • Types of Auctions
  • Expanded Use of Online Auctions and Web Portals
  • Characteristics of Traditional Auctions
  • When to Use a Traditional Auction
  • Characteristics of the Sealed Bid Sales Method
  • Types of Sealed Bid Sales
  • Advantages of the Sealed Bid Sales Method
  • Characteristics of the Spot Bid
  • When to Use the Spot Bid
  • Tips on Successful Use of the Spot Bid Sales Method
  • Drop-By Sale - A New Option

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4.5.10.1.2  Negotiated Sales Methods

  • The Two Methods
  • Negotiated Sales Reports
  • Conditions for Use
  • Seek the Advice of the Experts
  • Negotiating with the States
  • Negotiated Sales at Fixed Prices

4.5.10.2  Sales by Holding Agencies

  • The Options
  • Resource Requirements

4.5.10.3  Sales by GSA

  • Hiring GSA
  • GSA and Holding Agency Responsibilities
  • The Federal Personal Property Management Team and GSA

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4.5.10.4 Preparing Property for Sale

  • Prepare for Success
  • The Secrets of Successful Lotting
  • Encouraging Bidding with Accurate Property Descriptions
  • How to Describe Federal Property for Sale
  • Appealing to Prospective Buyers
  • Getting the Word Out

4.5.10.5 Sales Contracting

  • Requirement for Appointed or Warranted Sales Contracting Officer (SCO)
  • Responsibilities of the Sales Contracting Officer (SCO)
  • Special Responsibilities of All Government Sales Personnel

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4.5.10.5.1  Sales Terms and Conditions

  • A Good Place to Start
  • General Sale Terms and Conditions

4.5.10.5.2  Special Terms and Conditions

  • Handling the Unique Requirements of Each Sales Method
  • Handling the Unique Requirements of Different Types of Property

4.5.10.5.3  Administrative Procedures

  • Focusing on the Details
  • Establishing Upset Prices
  • Considerations in Establishing Upset Prices
  • Evaluation of Bids Using Upset Prices
  • How to Rectify Misdescription of Property
  • Physically Looking at Surplus Property before Sale

4.5.10.5.3.4  Bids

  • Compliance with the Invitation for Bids (IFB)
  • Submission of Bids
  • Conditions for Consideration of Late Bids
  • Bid Modification/Withdrawal Before the Time Set in the Invitation for Bids (IFB)
  • Bid Modification/Withdrawal After the Time Set in the Invitation for Bids (IFB)
  • Mistakes in Bids Identified Before Award
  • Mistakes in Bids Disclosed after Award
  • Receiving Two or More Acceptable Bids (Tie Bids)

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4.5.10.5.4.5  Notice of Award

  • Recognizing the Successful Bidder
  • Clearing the Successful Bidder
  • Exceptions
  • Oversight
  • Separation of Duties

4.5.10.5.4.8  Payment

  • Collection Officer Responsibilities
  • Forms of Payment
  • Who to Pay
  • Relationship of Payment, Property Release and Removal
  • Payment Requirements, Property Release and Restrictions on Loading
  • Property Release Over Time
  • Exceptions for State and Local Governments

4.5.10.5.4.10  Default

  • What Is Default

4.5.10.6  Nonsaleable Property

  • Why Property Does Not Sell
  • Alternatives When Property Does Not Sell

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4.5.11  Abandonment & Destruction (A&D)

  • Characteristics of Property to Be Abandoned or Destroyed
  • Process Overview
  • Salvage or Scrap Designations
  • Salvage or Scrap Processing
  • Determining Your Authority
  • Justifying Abandonment or Destruction
  • Public Notice Required
  • Public Notice Not Required
  • Certificate of Abandonment and Destruction

4.5.11.1 Donation in Lieu of Abandonment & Destruction (A&D)

  • Donation of Excess Government-Furnished Property (GFP) in Lieu of Abandonment and Destruction
  • Donation of Surplus Government-Furnished Property (GFP) in Lieu of Abandonment and Destruction

4.5.11.2 Recycling

  • The Legal Basis for Recycling
  • e-Cycling
  • e-Cycling Services on the GSA Schedule
  • Precious Metals Recovery

4.5.12  Special Disposition Situations

  • Ramifications of Property Disposition
  • Special Classes of Property

4.5.12.1 Gifts

  • Retaining Gifts from the Public
  • Gifts to Reduce the Public Debt
  • Unconditional Gifts

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4.5.12.1.1 Foreign Gifts

  • Determinations Based on the Minimal Value
  • Acceptance and Retention of Gifts and Decorations by Federal Employees
  • Non-Monetary Gifts or Decorations
  • Monetary Gifts
  • Commercial Appraisals of Gifts
  • Reporting Requirements

4.5.12.2  Hazardous Personal Property

  • Federal Classification Groups and Classes which Contain Hazardous Materials
  • Types of Hazardous Property
  • Hazardous Property Visibility

4.5.12.2.1  Munitions List Items (MLI)

  • Demilitarization
  • Exceptions

4.5.12.2.2  Firearms/Ammunitions

  • Excess Firearms
  • Firearms/Ammunitions Declared Surplus
  • Foreign Gifts of Firearms/Ammunitions
  • Abandonment and Destruction of Firearms/Ammunitions

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4.5.12.2.3  Controlled Substances

  • Definition of Controlled Substances
  • Transferring Controlled Substances

4.5.12.2  Lost and Found Property

  • Types of Lost and Found Property
  • Abandoned Property - A Definition
  • Transferring Abandoned Property
  • Seized/Forfeited Property - A Definition
  • Who Can Transfer and Use Seized/Forfeited Property
  • Custody of Abandoned or Seized/Forfeited Property

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4.5.13 Disposal of Contracts and Grants Property

  • Alternate Terms
  • Out of Sight, Not Out of Mind
  • Contractor Property
  • Grantee Property

4.5.14  Optimizing Utilization & Disposal

  • Improving the Process
  • Start with the Source
  • Taking Steps to Minimize Generations at the Source
  • Expediting Disposal
  • An Effective Optimization Strategy

4.5.15  Review of Phase IV

  • What We Accomplished
  • What's Next

4.6  Summary

  • What We Accomplished
  • What's Next

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Module V Forms, Records & Reports

5.0  Introduction

  • What You Will Learn
  • Key Concepts, Principles and Procedures

5.1  The Tools of the Trade

  • Using Records to Ensure Accountability
  • Electronic Records
  • Records Retention Requirements
  • The Forms, Records and Reports Model

5.2  Inventory List

  • When to Use the Inventory List
  • Learn to Use the Inventory List

5.3  Request for Property Action

  • When to Use the Request for Property Action Form
  • Additional Considerations for Property Actions
  • Property Actions Between Federal Organizations

5.4  Requisitions

  • When to Use the Requisition Form
  • Review of the Requisition Form

5.5  Excess Property

  • When to Use the Excess Property Form

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5.6  Voucher/Voucher Register

  • Important Accountability Tools and Data Collection Mechanisms
  • The Voucher
  • The Voucher Register
  • Using the Voucher Register
  • The Role of the Voucher and Voucher Register
  • The Monthly Voucher Summary Report

5.7  Hand Receipts

  • When to Use a Hand Receipt

5.8  Inventory Adjustment

  • When to Use the Inventory Adjustment Form

5.9  Property Passes

  • When to Use the Property Pass Form
  • Optional Form 7

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5.10  Personal Custody

  • When to Use the Personal Custody Receipt Form

5.11  Personal Property Loan

  • When to Use the Personal Property Loan Form

5.12  Report of Survey Form

  • Purpose of the Report of Survey Form

5.13  Types of Reports

  • Reports as a Control and Accountability Tool

5.13.1  Logistics Performance Reports

  • Monitoring and Improving Logistics Performance
  • Recurring Reports
  • As Required and One-Time Reports

5.13.2  Management and Performance Review

  • Improving Logistics Management
  • Focus of Management and Performance Reviews
  • The Management and Performance Review Process

5.14  Summary

Conclusion to Federal Personal Property Management

Conclusion

  • Your Job Is Important

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