Attachment 10 - USMS Property Operations Guide Version 2, August 2018.pdf

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PROPERTY OPERATIONS

GUIDE

Property Management Office

August 2018

United States Marshals Service

Version 2

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TABLE OF CONTENTS

Acquisition…………………………………………………………………..Page 3

a. Purchase

b. Exchange (In)

c. Transfer-In (GSA Excess)

d. Transfer-In (Direct Transfer)

e. Abandoned-In / Forfeited

Utilization…………………………………………………………………...Page 9

a. Hand Receipt

b. Transfer within the USMS

c. Stock

d. Maintenance/Repair

e. Loan of Property

Disposals…………………………………………………………………...Page 13

a. Excess Reportable to GSA (Accountable) o Sale/Exchange Sale o Donation o Transfer Out (USMS to Federal Agency)

b. Excess Reportable to GSA (Non-Accountable)

c. Excess Not Reportable to GSA (Accountable) o Donation o Abandonment Destruction o Transfer Out (USMS to Federal Agency)

d. Excess Not Reportable to GSA (Non-Accountable)

Physical Inventory………………………………………………………....Page 15

Lost Property……………………………………………………………....Page 16

Property Training………………………………………………………….Page 17

Contact Us………………………………………………………………….Page 17

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Property Acronyms:

Property Custodian PC Certificate of Disposal COD

Property Officer PO Federal Acquisition Regulation FAR

Property Management Office PMO Property Management Asset Center PMAC

Property Management Specialist PMS Program Manager PM

Property Management System PACES

I. Acquisition

There are five authorized methods in which the USMS acquires federal property; purchase, exchange-in, transfer-in, placement into official use of abandoned and forfeited property, and acceptance of a gift.

Each method is governed by specific laws and regulations (procurement, finance, property management, etc.) which mandate strict compliance. When acquiring property, USMS employees shall take no action which exceeds their delegated procurement/property acquisition authority and shall ensure compliance with the applicable laws and regulations to include the procedures herein.

Acquisition Types:

b. Exchange (In)

c. Transfer-In (GSA Excess)

e. Abandoned-In / Forfeited

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The purchase of personal property is acquired property for which appropriated funds have been expended and procured in accordance with the Federal Acquisition Regulation (FAR). Federal excess

(transfer-in GSA excess) will be considered prior to acquisition via purchase. Purchase is the most frequently used method of acquisition.

Things to Note: Recordation of New Items in PACES Accountable property received within the first 27 days of the month must be classified and recorded in the property management system within the month it is received. Accountable property received after the 27th day of the month, must be recorded in the property management system no later than the last day of the next month, with the exception of Capitalized Accountable Property (CAP) ($50k or greater), which must be coordinated with PMO before the end of the month in which it is received.

Prepare USM-157

ACQUISITION PROCESS (PURCHASE)

PACES

Property Officer (PO) receives order from vendor

Acquisition cost 50K or more?

Submit USM- 157 to PMO for approval

YES

PO inspects, test and accept item

Asset 50K or more?

PO submits USM- 215 w/supporting

ACQ docs to PROPERTY Mgmt

– CAP (USMS)

mailbox within 5 business days of receipt

YES

PO inputs item and uploads supporting purchase document in PACES within policy calendar days

CAP Manager inputs item within policy calendar days of receipt

NO

Procurement Official

Places order with vendor

NO

PMO approves and returns USM-157 to

Procurement Official

Additional Resources:

Navigation Guide- Enter accountable purchases into PACES: Record a New Item

Accountable Property definition and exemptions: USMS Policy Directive 7.1, Management of Personal Property Appendix A List 1-3 http://intranet.usms.doj.gov/sites/hqs/MSD/HQ%20Property%20Document/Record%20a%20New%20Item_12_2016.pdf http://intranet.usms.doj.gov/sites/Policies/Library/7.1%20Management%20of%20Personal%20Property.pdf http://intranet.usms.doj.gov/sites/Policies/Library/7.1%20Management%20of%20Personal%20Property.pdf

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b. Exchange (In)

The exchange of property on an item-for-item basis, with the original supplier, normally for the purchase of replacing damaged or defective equipment pursuant to the manufacturer’s warranty and/or supplier’s liability.

Identify property for exchange

ACQUISITION PROCESS (EXCHANGE-IN)

PACES

Replacement item received from vendor

PO inspects, test ,accept item and resolve any discrepancies

Asset 50K or more?

PO submits USM-215 and ACQ docs to Property

Mgmt-CAP mailbox within 5 business days of receipt

PO inputs replacement item in PACES within policy calendar days

CAP Manager inputs item within policy calendar days of receipt

Return defective/ damaged item to vendor

YES

PMO will verify new item in PACES and will Retire returned item from PACES inventory with vendor receipt documentation attached

NO

PO notifies PMO via email to Property

Mgmt-General mailbox to remove replaced asset

Things to Note:

Once new item is inputted into PACES email PMO at: Property Mgmt-General with exchange documents (to include copy of shipping label). PMO will retire the item when all the required mailto:PropertyMgmtGeneral@usms.doj.gov

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c. Transfer-In (GSA Excess) Transfer-In of personal property is defined as property which is available through federal agency excess (from other federal agencies to the USMS). Transfer-in of federal agency excess property should be considered prior to purchase. If not available from within the USMS or federal surplus, proceed with acquisition (purchase).

PC/PO validates need for acquisition

ACQUISITION PROCESS (Transfer-IN GSAXcess)

PACES

Check Federal Disposal System for excess (GSAXcess)

Item available through

GSAxcess?

GSA will email computer generated

SF-122 (Transfer Order Excess

Personal Property) to PC/PO

Checks USMS excess for availability

Item available through USMS excess?

PC/PO initiates request in PACES for internal transfer within

USMS

YES

PC/PO accepts transfer

NO

PC/PO will accept transfer

Coordinate shipping instructions with holding agency

Item received from holding agency

Inspect, test, and accept new item and barcode if accountable

Asset 50K or more?

Submit SF-122 and USM-215 with supporting documents to

CAP.Property@usdoj.

gov within 5 business days of receipt

YES

CAP Manager adds item within policy calendar days of receipt

PO adds item to inventory within policy calendar days of receipt if accountable

Retain certified copy of SF-122NO

Submit request for purchase

NO

YES

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Transfer-In is the transfer of federal property from another federal agency to the USMS. The USMS may directly transfer-in property from another federal agency consistent with the mission requirements, availability of funds, delegated procurement authority, and applicable property standards. USMS employees will take no action which exceeds their delegated procurement/property acquisition authority. Property is transferred in by completing a SF-122 form.

See example below on how to complete the SF-122 for Transfer-In:

Complete an SF-122 and email to Property Mgmt-General

SF-122 must be approved and signed by PMO prior to acceptance of asset.

http://www.gsa.gov/portal/getFormFormatPortalData?mediaId=30281 mailto:PropertyMgmtGeneral@usms.doj.gov

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e. Abandoned-In/Forfeited

Abandoned or Unclaimed Property is property found abandoned or unclaimed within a USMS facility. Personal property not retained by the investigating agency or transferred to a state/local agency, and is within agency standards, may be considered for official use by the USMS. Forfeited property is a source of excess and should be utilized prior to purchase.

PC/PO validates need for acquisition

ACQUISITION PROCESS (Abandoned-In/ Forfeited)

PACES

District-Division submits request to AFD Property mailbox

PMO receives Program Manager approved package

Checks USMS excess for availability

Item available through USMS excess

PC initiates request in PACES for internal transfer within USMS

YES

PC accepts transfer in PACES within ( 5) calendar days of receiving the item.

NO

PMO returns approved

REQUEST FOR OFFICIAL

USE PACKET package to District-Division PC/PO

PO adds item to inventory within policy calendar days of approval if accountable

Prepare USM-520 (Request for Official Use) Package to include:

1. if internal USMS-to-USMS Signed USM-170 If external Federal-to-Federal

SF-122

2. Detailed justification memorandum.

3. Declaration of Forfeiture document

4. Submit packet to Property Mgmt-General Mailbox

Official Use request approved by program manager?

NO

YES

Asset PMO approved, MSD

Senior Management approved for Official Use?

YES

NO

Asset 50K or more?

YES

CAP Manager inputs item within policy calendar days of receipt returns a copy to

PO.

YES

Submit request for acquisition purchase

NO

Things to Note:

Complete a form USM-520 and email it along with the other required documents to Property

Mgmt- General http://intranet.usms.doj.gov/sites/forms/Forms/usm520.pdf

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II. Utilization

Property management encompasses the maintenance, protection, accountability, proper use, and proper disposal of property. Accountable property will be managed using a continuous record of accountability, maintained from the point of acquisition until authorized disposal. This is accomplished by adding accountable property into PACES at the time of its initial acquisition and accounting for it on inventory until final disposal action is completed.

Responsibility is divided into two specific subcategories:

Personal Responsibility: the obligation of an individual employee for the proper custody, care, and safekeeping of property which is assigned or issued to him/her for official use.

Supervisory Responsibility: the obligation of an individual for overseeing the proper custody, care, and safekeeping of property which has been assigned/issued to an individual employee for official use, who is under his/her supervision.

All property not issued to an individual or not in use, must be assigned to the PC or PO in

PACES and stored by the PC or PO in a secure storage area appropriate to the type of property being stored. Non-expendable property issued to individuals on current hand receipts must be secured at all times when not in use. Such property must be stored in locations which provide reasonable safeguards against theft or loss.

Utilization/Re-utilization types:

Hand Receipt

Transfer within the USMS

Stock

Maintenance/Repair

Loan of Property

a. Hand Receipt Hand Receipts allow an organization to ensure an unbroken chain of custody from the time of acquisition through authorized disposal. All items on your inventory should always be assigned to a user’s hand receipt. Hand receipts are maintained in PACES for accountable property and must be checked for accuracy and signed/updated during annual inventory.

Steps to Follow:

1. PO assigns a user name/location to an asset in PACES

2. PO generates automated hand receipt within PACES and prints it

3. Users review hand receipt for accuracy and signs, a copy is given to the user.

All items on inventory should be assigned to a Hand Receipt.

Hand Receipts are updated, printed out and signed by the user yearly as part of the annual inventory or when an item changes users and are signed.

Hand Receipt must be retained for current and two previous years.

Navigation Guide- Hand Receipt: Generate a Hand Receipt in PACES

Navigation Guide- Assign item to User: Create User Hand Receipt http://intranet.usms.doj.gov/sites/hqs/MSD/HQ%20Property%20Document/Generate%20a%20Hand%20Receipt.pdf http://intranet.usms.doj.gov/sites/hqs/MSD/HQ%20Property%20Document/PACES%20Pointers%20How%20to%20Search%20and%20Assign%20User%202015.pdf

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b. Transfer within the USMS If property is in useable condition it is encouraged to be transferred within the USMS. When personal property is transferred within the USMS it reutilizes the item and prevents the purchase of new property resulting in a cost savings to the Government.

USMS property is transferred to the gaining office by mutual consent of the losing and gaining PC.

Transfers within the USMS are done through PACES for accountable property and a SF-122 for non-accountable property.

Transfer must be accepted by the gaining office within 5 calendar days of the transfer request

Should a loss occur while in the possession of the carrier, the losing office will prepare the form USM-134 Affidavit Regarding Loss or Damage to Government Property. Proof of the carrier tracking documentation shall be attached to the USM-134.

Navigation Guide- Initiate Outgoing Transfer: Request Transfer to a New Cost Center

Navigation Guide- Validate Incoming Transfer: Accept or Deny an Incoming Transfer

Navigation Guide- Generate Transfer Activity Report: View Open Transfer Requests

c. Stock PO should limit the quantity of property acquired to only which is needed to adequately perform the function necessary to support the mission of the USMS. Inventory should continuously be monitored under the PO control to assure maximum use, and develop and maintain a system to prevent and detect non-use, improper use, unauthorized disposal or destruction of personal property.

Accountable property in stock must be assigned to a user and location in PACES and stored by the program manager, PO or PC in a secure storage area appropriate to the type of property being stored providing safeguards against theft or loss. PC shall avoid the accumulation of excessive quantities of idle property not consistent with his/her mission requirements.

The PC/PO can assign users (Motor Vehicle Officer, Communications Officer, Firearms

Officer, etc.) to stock items and common use property under their control.

http://restricted.usms.doj.gov/projects/oii/_layouts/FormServer.aspx?XsnLocation=http%3a//restricted.usms.doj.gov/projects/oii/FormServerTemplates/USM134.xsn&SaveLocation=http%3a//restricted.usms.doj.gov/projects/oii/USM134LibraryFY2016&ClientInstalled=true&Source=http%3a//restricted.usms.doj.gov/projects/oii/SitePages/Default.aspx&DefaultItemOpen=1http://restricted.usms.doj.gov/projects/oii/_layouts/FormServer.aspx?XsnLocation=http%3a//restricted.usms.doj.gov/projects/oii/FormServerTemplates/USM134.xsn&SaveLocation=http%3a//restricted.usms.doj.gov/projects/oii/USM134LibraryFY2016&ClientInstalled=true&Source=http%3a//restricted.usms.doj.gov/projects/oii/SitePages/Default.aspx&DefaultItemOpen=1 http://intranet.usms.doj.gov/sites/hqs/MSD/HQ%20Property%20Document/Request%20Item%20Transfer_04_2017.pdf http://intranet.usms.doj.gov/sites/hqs/MSD/HQ%20Property%20Document/Accept%20or%20Deny%20an%20Incoming%20Transfer%20Request_01_2016.pdf http://intranet.usms.doj.gov/sites/hqs/MSD/HQ%20Property%20Document/View%20Open%20Transfer%20Requests_01_2016.pdf

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d. Maintenance/Repair Maintenance and repair of property helps obtain the full useful life, maximizes initial cost investment, and prevents the purchase of new property resulting in cost savings to the

Government.

Steps to Follow:

1. PO returns property to service provider if maintenance or repair is needed

2. Obtain maintenance/repair ticket from service provider

Name, address, and telephone number of repair shop needs to be listed on repair ticket.

Description, make, model, serial and barcode number are listed on repair ticket.

Obtain signature and date of removal from the service provider on repair ticket

3. Upload repair ticket in PACES

Property must be repaired within a reasonable period of time and put back in service, or if uneconomically repairable, becomes excess and reported to PMO.

Property which is damaged or lost while in the care of a maintenance/repair service provider must be reported on a form USM-134 Affidavit Regarding Loss or Damage to

Government Property, to the PMO.

Receipt and records must be maintained for property removed by service provider.

e. Loan of Property Loan of property maximizes cost investment and prevent the purchase of new property resulting in cost savings to the Government. Loans are temporary in nature. When property is loaned out the Hand Receipt must be updated to reflect loaning user.

Loan of property between USMS components:

1. Assign a user name/location to loaned asset in PACES by updating the Hand

Receipt

2. Item must be maintained on the inventory of the loaning PC

Loan of property to or from a non-USMS individual or organization (no weapons):

1. Requires PMO and Program Manager Approval.

2. A memorandum of understanding and hold-harmless agreement must be presented with the loan request:

a) Starting and ending dates of loan.

b) Responsibility for repair and maintenance of loaned equipment.

c) Promise by recipient to pay for repair/replacement of damaged or lost

Equipment.

3. Assign a user name/location to loaned asset in PACES by updating the Hand

Receipt.

4. All loaned property must be maintained on the inventory of the loaning PC.

Things to Note:

PC may loan out non-expendable property for official use, not to exceed 6 months, subject to applicable program management directives.

http://restricted.usms.doj.gov/projects/oii/_layouts/FormServer.aspx?XsnLocation=http%3a//restricted.usms.doj.gov/projects/oii/FormServerTemplates/USM134.xsn&SaveLocation=http%3a//restricted.usms.doj.gov/projects/oii/USM134LibraryFY2016&ClientInstalled=true&Source=http%3a//restricted.usms.doj.gov/projects/oii/SitePages/Default.aspx&DefaultItemOpen=1http://restricted.usms.doj.gov/projects/oii/_layouts/FormServer.aspx?XsnLocation=http%3a//restricted.usms.doj.gov/projects/oii/FormServerTemplates/USM134.xsn&SaveLocation=http%3a//restricted.usms.doj.gov/projects/oii/USM134LibraryFY2016&ClientInstalled=true&Source=http%3a//restricted.usms.doj.gov/projects/oii/SitePages/Default.aspx&DefaultItemOpen=1

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Loan of capitalized, classified, or special/sensitive property (see Policy 7.1, Appendix B for description), and loans exceeding 6 months, require prior written approval of the

Program Manager and Chief, Property Management Office.

The loan of weapons to or from any non-USMS individual or organization is prohibited without the prior written approval of the Program Manager and PMO.

III. Disposal The authorized methods for disposing of federal property are sale/exchange sale, donation, abandonment/destruction, exchange/trade-in, transfer to another federal agency/authorized contractor and excess. Each method is governed by specific laws and regulations (and in some cases executive orders) which mandate strict compliance. Most items of excess non-expendable property are required to be reportable to the General Services Administration (GSA) and most types of disposal transactions require the advance approval of the PMO and/or are directed by

GSA. Property which is improperly disposed of without authorization must be immediately reported to PMO on the form USM-134 in accordance with the Loss Property procedures.

When disposing of property, USMS employees shall take no action for which they have not been delegated disposal authority or issued disposition instructions from the PMO.

The PO must promptly report all non-expendable property and large quantities of expendable property which are obsolete, un-economically repairable, in excess of need, abandoned/unclaimed (with title vested in the United States but not suitable for placement into official use), intended for trade-in, or intended for transfer to an authorized contractor, to the

PMO for disposition instructions.

Prior to processing property for disposal (outside the USMS), the PMO, in coordination with program managers, shall consider the feasibility of internal re-utilization (transfer between

USMS components). Property which is determined to be in excess will be processed for disposal by PMO. The PO must hold excess property pending disposal until approval is received from the

PMO.

Disposal Types:

a. Excess Reportable to GSA (Accountable) o Sale/Exchange Sale o Donation o Transfer Out (USMS to Federal Agency)

b. Excess Reportable to GSA (Non-Accountable)

c. Excess Not Reportable to GSA (Accountable) o Donation o Abandonment Destruction o Transfer Out (USMS to Federal Agency)

d. Excess Not Reportable to GSA (Non-Accountable)

a. Excess Reportable to GSA / Accountable Accountable property is excessed though PACES. Items are reported to GSA through PACES when condition code 1, 4 or 7 (1-New, 4-Useable, 7-Repairable) is selected when submitting the excess request. Photographs of the excess items are recommended as it gives the buyer a visual of the item for sale and increases the chances of it being sold. After the excess request is submitted, it is forwarded to PMO for approval and input into GSA. It takes an item approximately 65 calendar days to go through the entire GSA excess process but time varies. If http://restricted.usms.doj.gov/projects/oii/_layouts/FormServer.aspx?XsnLocation=http%3a//restricted.usms.doj.gov/projects/oii/FormServerTemplates/USM134.xsn&SaveLocation=http%3a//restricted.usms.doj.gov/projects/oii/USM134LibraryFY2016&ClientInstalled=true&Source=http%3a//restricted.usms.doj.gov/projects/oii/SitePages/Default.aspx&DefaultItemOpen=1http://restricted.usms.doj.gov/projects/oii/_layouts/FormServer.aspx?XsnLocation=http%3a//restricted.usms.doj.gov/projects/oii/FormServerTemplates/USM134.xsn&SaveLocation=http%3a//restricted.usms.doj.gov/projects/oii/USM134LibraryFY2016&ClientInstalled=true&Source=http%3a//restricted.usms.doj.gov/projects/oii/SitePages/Default.aspx&DefaultItemOpen=1

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Things to note:

All donations/disposals must be approved by the PMO prior to release of property.

Upon completion of the disposal action, the PO forwards a copy of the completed documentation to the PMO within 30 days of the excess approval date

For items that sell on GSA, the PO must arrange for the purchasing party to pick up the items and get the purchasers receipt signed and forwarded to PMO

Sale/Exchange Sale property reported excess to the needs of the USMS will undergo federal screening for reutilization, the property is forwarded to sales and the proceeds are deposited into the Treasury. USMS vehicles that are excess to the needs of the agency are normally sold and the proceeds are deposited into the appropriations account for future vehicle purchases using

GSA Exchange Sale procedures. Vehicles are sold by using GSA or an authorized Asset

Forfeiture Contractor (AFO).

Navigation Guide- to Request to Excess a Reportable Item to GSA:

Request to Excess an Item (GSA)

b. Excess Non-Reportable to GSA / Accountable Accountable property is excessed through PACES. Items are non-reportable to GSA when condition code X or S (S- Scrap, X-Salvage) is selected when submitting the excess request.

If the property is ADP related equipment and contains a hard drive/memory, prepare an

OBD-239 (Equipment/Safe Inspection Certificate) and upload as an attachment to the excess request.

Navigation Guide- Request to Excess a Non-Reportable Item to GSA:

Request to Excess an Item (COD)

c. Excess Reportable to GSA / Non-Accountable To excess non-accountable property a SF-120 is completed and submitted to Property Mgmt-

Excess (USMS) mailbox for processing. Items are reported to GSA when 1, 4 or 7 are the reported condition code.

Photographs of the excess items are recommended as it gives the buyer a visual of the item for sale and increases the chances of it being sold. After the excess request is submitted it is forwarded to PMO for approval and batches reportable items into GSA. It takes an item approximately 65 calendar days to go through the entire GSA excess process but time varies. If the item(s) do not sale on GSA, once released/withdrawn for GSA sales, the item can be donated or disposed of.

Things to remember when you excess non-accountable property to GSA:

If the property is ADP related equipment and contains a hard drive/memory, prepare an

OBD-239 (Equipment/Safe Inspection Certificate) an attachment to the disposal request.

All donations/disposals must be approved by the PMO prior to release of property.

Upon completion of the disposal action, the PO forwards a copy of the completed documentation to the PMO within 30 days of the excess approval date

For items that sell on GSA, the PO must arrange for the purchasing party to pick up the items and get the purchasers receipt signed and forwarded back to PMO http://intranet.usms.doj.gov/sites/hqs/MSD/HQ%20Property%20Document/Request%20to%20Excess%20an%20Item_05_2017.pdf http://intranet.usms.doj.gov/sites/forms/Forms/obd239.pdf http://intranet.usms.doj.gov/sites/hqs/MSD/HQ%20Property%20Document/Request%20to%20Excess%20an%20Item_05_2017.pdf https://www.gsa.gov/forms-library/report-excess-personal-property mailto:PropertyMgmtExcess@usms.doj.gov mailto:PropertyMgmtExcess@usms.doj.gov http://intranet.usms.doj.gov/sites/forms/Forms/obd239.pdf

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d. Excess Non-Reportable to GSA / Non-Accountable

HOW TO COMPLETE AN SF-120 FOR DISPOSAL OF NON-ACCOUNTABLE PROPERTY

To excess non-accountable property, a SF-120 is completed and emailed to the Property Mgmt-

Excess Mailbox.

Non-accountable property is reported to GSA when 1, 4 or 7 is reported as the condition code

Things to check before submitting the SF-120.

No Accountable property is to be reported on an SF-120

If the property is ADP related equipment and contains a hard drive/memory an OBD-239 must to be prepared and submitted with the SF-120

Have your Chief sign off on block #8 before submitted to PMO

Please provide acquisition cost. If value is unknown please provide an estimated cost

If the property has a serial number, it must be listed

Include vendor who is picking up the property

For non-reportable to GSA items (Scrap or Salvage), pictures may be required for confirmation of condition https://www.gsa.gov/forms-library/report-excess-personal-property https://www.gsa.gov/forms-library/report-excess-personal-property

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IV. Physical Inventory

The physical inventory of accountable property is an essential internal control. The goal of a physical inventory is to establish and continuously improve the inventory accuracy and accountability of property on hand. The inventory process is the physical count of property in use, in stock, or not yet reported.

The PC shall ensure that physical inventories are performed in accordance with required procedures and time frames. The PC appoints a team to conduct the physical inventory. The physical inventory-taking team is provided sufficient time and resources to accomplish the task.

The PC is not a member of the team but will certify that the property inventory represents an accurate and complete accounting of the property inventoried. Hand receipts will be checked at the time of inventory and updated.

For detailed instructions on the inventory-taking process, consult the PACES User Guides on the

Property Management intranet site.

PMO/PACES Help Desk creates physical inventory campaign in PACES

Electronic notification sent to

PC/PO

Inventory team conducts physical inventory via barcode scanner and/or system interface

PO reconciles inventory and uploads asset resolutions in PACES within 45 calendar days.

PMO reconciles inventory.

PC selects inventory team

PMO manages physical inventory process in

PACES

Submit the following:

1. Certified

USM-217

2. Open Items Report

3. Resolution documents for

Open items reported (i.e.

USM-134 etc.)

to Property

Mgmt-General mailbox.

PACES

PHYSICAL INVENTORY PROCESS

PO Inventory Training: USMS Annual Inventory Property Officer Full Training http://intranet.usms.doj.gov/sites/hqs/MSD/HQ%20Property%20Document/2017%20USMS%20Annual%20Inventory%20Property%20Officer%20Full%20Training.pptx

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V. Loss of Property

Property is considered a loss when the availability and use of property is temporarily or permanently denied to the USMS because of loss, theft, damage, unauthorized destruction, cannibalization or improper disposal.

USMS Employees are obligated to report the loss to their supervisor immediately. The Property

Officer and end user will then report all known losses of USMS property to the Property

Custodian and access USM-134 via SharePoint to submit the loss.

Steps to Follow:

1. Submit USM-134 to SharePoint

2. Have your PC review and approve the USM-134

3. The USM-134 goes through review process by Executive Management, MSD, OPR and then adjudicated by Board of Survey and closed

Things to Note:

If you are involved in an accident submit accident report, police report, photographs or any other documents pertaining to the loss.

Ensure USM-134 is accurately routed for review: Property Custodian or approved

District - Division reviewer designee.

Include accurate property identifiers if accountable property (barcode, Serial Number)

Include exact PACES asset values if accountable

Submit and include NCIC report numbers for sensitive items; i.e. weapons, credentials, badges and radios. If no external investigating agency is involved, Contact Investigative

Operations Division (CIB) for assistance will obtain an NCIC report number. A USM-210 field report may be required.

Give clear, detailed explanations of event circumstances; include efforts to recover property if lost, stolen.

Promptly excess repairable damaged items reported.

Notify your District-Division Property Officer if reporting accountable property.

Update your User Hand receipt.

All USMS personnel must immediately notify PMO of recovered accountable property initially reported lost, stolen or unaccounted for. If recovered property is sensitive e.g.

weapons lethal or non-lethal, OPR must be notified as well.

PMO will ensure accountable property reported recovered is:

a. Captured/reactivated in PACES.

b. PC and PO of the affected Cost Center are notified.

c. Any applicable USM-134 is updated (closed) if necessary.

d. PMO and OPR will reconcile (cross check) reactivations periodically.

http://restricted.usms.doj.gov/projects/oii/_layouts/FormServer.aspx?XsnLocation=http%3a//restricted.usms.doj.gov/projects/oii/FormServerTemplates/USM134.xsn&SaveLocation=http%3a//restricted.usms.doj.gov/projects/oii/USM134LibraryFY2016&ClientInstalled=true&Source=http%3a//restricted.usms.doj.gov/projects/oii/SitePages/Default.aspx&DefaultItemOpen=1http://restricted.usms.doj.gov/projects/oii/_layouts/FormServer.aspx?XsnLocation=http%3a//restricted.usms.doj.gov/projects/oii/FormServerTemplates/USM134.xsn&SaveLocation=http%3a//restricted.usms.doj.gov/projects/oii/USM134LibraryFY2016&ClientInstalled=true&Source=http%3a//restricted.usms.doj.gov/projects/oii/SitePages/Default.aspx&DefaultItemOpen=1 http://restricted.usms.doj.gov/projects/oii/_layouts/FormServer.aspx?XsnLocation=http%3a//restricted.usms.doj.gov/projects/oii/FormServerTemplates/USM134.xsn&SaveLocation=http%3a//restricted.usms.doj.gov/projects/oii/USM134LibraryFY2016&ClientInstalled=true&Source=http%3a//restricted.usms.doj.gov/projects/oii/SitePages/Default.aspx&DefaultItemOpen=1http://restricted.usms.doj.gov/projects/oii/_layouts/FormServer.aspx?XsnLocation=http%3a//restricted.usms.doj.gov/projects/oii/FormServerTemplates/USM134.xsn&SaveLocation=http%3a//restricted.usms.doj.gov/projects/oii/USM134LibraryFY2016&ClientInstalled=true&Source=http%3a//restricted.usms.doj.gov/projects/oii/SitePages/Default.aspx&DefaultItemOpen=1

17 | P a g e

VI. Property Training Requirements

Complete Form USM-222 Additional Duty Designation

a. Property Officers and Motor Vehicle Officers only

b. Must be signed by the Property Custodian

c. Submit to the PMO

Property Officer Training

a. Ensure Form USM-222, Additional Duty Designation, has been submitted

b. Access Property Officer Training via LearnUSMS

c. Property Officer Training is not required for Property Custodians, Administrative Officers or Motor Vehicle Officers

PACES Training

a. Must have Form USM-222 on file with PMO

b. Take PACES Training via LearnUSMS

c. Complete the Form USM-635 Paces User Acceptance Request and submit to

PACES Helpdesk for access to PACES

Contact Us

Eugene Pierce Jr., Assistant Chief 703-740-2311

Darrell Campbell 703-740-2354 | Linda Bickerstaff 703-740-2159

Avon Lucas 703-740-2309

PMAC

Faith Braswell 703-740-9091 | Volencia Lane 703-740-0149

Katie Delapaz 703-740-0138 | Susan Paek 703-740-2317

Check out our Property Management Webpage!

Inventory/General Inquires: Property Mgmt-General

Excess/Disposal: Property Mgmt-Excess

CAP Property: Property Mgmt-CAP

August 2018

United States Marshals Service

Version 2 http://intranet.usms.doj.gov/sites/forms/Forms/usm222.pdf http://intranet.usms.doj.gov/sites/forms/Forms/usm635.pdf mailto:PACES%20Help%20Desk%20(USMS)%20%3cUPACESHelpDesk@usms.doj.gov%3e http://intranet.usms.doj.gov/sites/hqs/MSD/Pages/Property-Management.aspx mailto:PropertyMgmtGeneral@usms.doj.gov mailto:PropertyMgmtExcess@usms.doj.gov mailto:PropertymgmtCAP@usdoj.gov