Attachment 07 Personal Property Operations Handbook.pdf

Prepared by:

United States Immigration and Customs Enforcement (ICE) Office of the Chief Financial Officer

(OCFO)

Office of Asset & Facilities Management (OAFM) Asset Management Division – Property Management Unit (AMD-PMU)

Section: Personal Property Operations Handbook

14, Febraury 2019 3

Version Table

No. Version No.

Date Description Author

1 1.0 12/30/201

Final AMD-PMU

2 2.0 03/17/201

Update AMD-PMU

3 3.0 04/08/201

Update AMD-PMU

4 4.0 04/29/201

Update AMD-PMU

5 4.1 12/19/201

Leased Personal Property AMD-PMU

6 4.2 03/19/201

G-570 & G-574 Forms AMD-PMU

7 5.0 11/24/201

HPPM/HPFM Approval Form AMD-PMU

8 6.0 12/22/201

ICE Form 12-022-1A3 (Replaces HPPM/HPFM Approval Form)

AMD-PMU

9 7.0 08/02/201

Thumb Drives & Digital Recorders AMD-PMU

10 8.0 11/08/201

Acquisition of Surplus Military Equipment Memorandum (08/14/2014) Re: Assets managed by OFTP, OPR, or HSI

AMD-PMU

11 9.0 11/08/201

National Board of Survey (NBOS) Revision AMD-PMU

12 10.0 11/08/201

Property Custodian (PC) Changeover Revision

AMD-PMU

13 11.0 11/08/201

Revised Property Custodian Designation Letter

AMD-PMU

11/08/201

Revised Headquarters Program Property Manager Designation Letter

AMD-PMU

14 12.0 11/08/201

Updated Personal Property Records Retention Schedule

AMD-PMU

15 13.0

08/10/201

Updated Government Furnished Property (GFP) to Contractors sections 12.3

AMD-PMU

16 14.0 02/14/201

Updated format, Roles and Responsibilities, Acquiring Personal Property, Disposals, Reporting Requirements, and Glossary Sections

AMD-PMU

14, Febraury 2019 4

Title:

Personal Property Operations Handbook Domain:

Version Number: 16 No.:

Applicable Organization: Effective Date: 14 February 2019

Office of Asset & Facilities Management

Approval: Approver/Owner’s Name/Signature Signature Date

Notice: A hardcopy of this document may not be the version currently in effect. The current version is always the version in the “U” (shared) drive of ICE.

Table of Contents

FOREWORD

CHAPTER 1: INTRODUCTION

Overview

1.1 The Purpose of this Handbook

1.2 Procedural Authority

1.3 Scope

1.4 Authorities

CHAPTER 2: ROLES AND RESPONSIBILITIES

2.1 ICE Director (Component Head):

2.2 Property Management Officer (PMO):

2.3 Property Management Unit (PMU):

2.4 Accountable Property Officer (APO):

2.5 National Utilization Officer (NUO):

2.6 National Board of Survey (NBOS):

2.7 Headquarters Program Property Manager (HPPM):

2.8 Property Custodian (PC):

https://upload.wikimedia.org/wikipedia/commons/1/1f/U.S._Immigration_and_Customs_Enforcement_(ICE)_Logo.svg

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2.9 Local Property Custodian (LPC):

2.10 Authorized Asset Users:

CHAPTER 3: HQ ACQUISITION PLANNING

OVERVIEW

PROCEDURES

3.11 Spend Plan Reviews

3.12 Budget Execution and Monitoring

CHAPTER 4: ACQUIRING PERSONAL PROPERTY

OVERVIEW

PROCEDURES

4.13 Determination of Need for an Asset

4.1.2 Screening for Excess within ICE or DHS

4.1.3 Acquiring Excess Assets from within ICE

4.1.4 Acquiring Excess Assets from Other DHS Components

4.1.5 Acquiring Excess Property from Other Federal Agencies

4.2 Purchasing

4.2.1 Acquiring Property through Procurement

4.2.2 Acquiring Property Using a Purchase Card (PCard)

4.3 Gifts

4.4 Leasing Property

4.5 Acquiring Property by Pre-Arranged Transfer from another Agency

4.6 Acquiring Property through Forfeiture

CHAPTER 5: RECEIVING AND BARCODE LABELING PROPERTY

OVERVIEW

PROCEDURES

5.14 Initial Inspection

5.1.1 Damaged Packaging or Property

5.1.2 Partial Orders

5.2 Receipt and Acceptance

5.3 Barcode Labeling

5.4 Receipt of Laptops

5.5 Receipt of Fleet Assets

CHAPTER 6: CREATING PROPERTY RECORDS

OVERVIEW

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PROCEDURES

6.15 Creating a Record

6.16 Assets Requiring Encryption

CHAPTER 7: ACQUISITION COSTS AND VALUES

OVERVIEW

PROCEDURES

7.17 Determining Acquisition Costs

7.1.1 Acquisition Costs for Purchases

7.1.2 Acquisition Costs for Transfers from Outside of ICE

7.1.3 Acquisition Costs for Assets Acquired Through Forfeiture

7.1.4 Estimating Fair Value

7.1.5 Acquisition Costs for Leases

7.1.6 Determining Whether a Direct Lease is Capital or Operating

7.1.7 Acquisition Costs for Upgrades or Improvements

7.2 Recording Costs Based on Acquisition Documentation

7.3 When Source (Acquisition) Documentation Is Not Available

7.4 Determining the Acquisition Date

7.5 Capitalized Assets

7.6 Fleet Assets

CHAPTER 8: RECORDS MAINTENANCE

OVERVIEW

PROCEDURES

8.18 Location Reassignment (Move)

8.19 Steward Code Changes (Internal transfer)

8.20 Property Custodian (PC) Changeover

8.21 Asset Maintenance

CHAPTER 9: INVENTORY

OVERVIEW

PROCEDURES

9.22 Annual Inventory

9.23 Resolving Inventory Discrepancies

CHAPTER 10: WAREHOUSING AND STORAGE

OVERVIEW

PROCEDURES

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10.24 Local Storage

10.25 Remote Storage

10.26 Transferring Accountability for Assets in Storage

CHAPTER 11: DISPOSALS

OVERVIEW

PROCEDURES

11.27 Screening Excess Property within Program Office (7 Days)

11.28 Designating Idle Property as Excess

11.29 Excessing ICE Headquarters Property

11.30 Internal Screening (21 Days)

11.4.1 Excess Property Needed Within ICE

11.4.2 Excess Property Needed Within DHS

11.5 External Screening (21 Days)

11.5.1 Computers for Learning Program

11.5.2 Pre-selected CFL Recipient

11.5.3 Non Pre-selected CFL Recipient

11.5.4 Excess Property Re-Utilized by Other Federal Agencies

11.6 Donating Property

11.7 Disposing of Property through Sales

11.7.1 GSA Auctions®

11.7.2 MySales

11.7.3 Sales Process

11.7.4 Exchange/Sale of Property

11.7.5 Sales Proceeds

11.7.6 Return to Vendor for Replacement or Repair

11.8 Abandonment or Destruction

11.8.1 Abandonment

11.8.2 Destruction

CHAPTER 12: REPORTING REQUIREMENTS

OVERVIEW

PROCEDURES

12.31 Monthly Reports

12.32 Annual Report of Lost, Damaged, or Destroyed Property

12.33 Government Furnished Property (GFP) to Contractors

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12.34 Annual Inventory Plan

12.35 Excess Property Furnished to Non-Federal Recipients

12.36 Exchange / Sale Transactions

12.37 Computers for Learning Donations

12.38 Personal Property Impairments

CHAPTER 13: MONITORING AND OVERSIGHT FUNCTIONS

OVERVIEW

PROCEDURES

13.39 Acquisition Reviews

13.40 Inventory Reviews

13.41 Excessing Reviews

13.42 Disposal Reviews

CHAPTER 14: PERSONAL PROPERTY RECORDS MANAGEMENT

OVERVIEW

14.5 Equipment Control Matrix

14.6 Quick Reference Personal Property Records Retention Schedule Table 10-7: Quick-Reference Personal Property Records Retention Schedule

GLOSSARY

ACRONYMS

APPENDICES

Appendix A: Property Custodian (PC) Designation Letter Appendix B: Headquarters Program Property Manager Designation Letter Appendix C: Certificate of Disposal Appendix D: Media Sanitization Form Appendix E: DHS 560-3 – Property Transfer Receipt Appendix F: G-504 – ICE Report of Property Shipped/Received Appendix G: G-514 ICE Purchase Requisition Appendix H: G-570 – ICE Record Receipt-Property Issues to Employee Appendix I: G-574 – ICE Property Control Card for Temporary Issues Appendix J: SF-120 – GSA Report of Excess Personal Property Appendix K: SF-122 – GSA Transfer Order Excess Personal Property Appendix L: SF-123 – GSA Transfer Order Surplus Personal Property Appendix M: SF-126 – GSA Report of Personal Property for Sale Appendix N: ICE Form 12-022-1A3

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FOREWORD

This issuance of the Personal Property Operations Handbook (PPOH) is to provide procedures, guidelines, and instructions for the management of personal property into a single operating handbook. The Office of Asset & Facilities Management (OAFM) - Property Branch, in conjunction with Program Office personnel, reviewed property management activities at U.S. Immigration and Customs Enforcement (ICE) and other organizations in an effort to bring forth best practices in property management.

The objectives of this handbook are two-fold:

1) Document the standard processes and procedures for the management of personal property.

2) Provide guidance and instruction to individuals who work with personal property directly, indirectly, or collaterally. Personnel working with personal property need access to this handbook, and it is anticipated that this handbook will improve accountability and control of personal property organization-wide.

In order to keep this handbook current and up-to-date, comments and recommendations are encouraged to be forwarded to Asset Management-Property Branch (AM-PB).

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CHAPTER 1: INTRODUCTION

Overview

U.S. Immigration and Customs Enforcement (ICE) currently accounts for tens of thousands of individual items of personal property which are deployed throughout five continents. For ICE to effectively perform its mission, this property must be readily available to ICE personnel when needed, while at the same time providing the government and the taxpayer with the best possible return on investment. Successfully accomplishing this twofold goal requires a robust property management program that coordinates people, procedural guidance, and systems throughout the property’s lifecycle. The lifecycle, which can be broken into many components, can be broadly summarized into three primary phases: acquisition, utilization, and disposal. This handbook provides procedural guidance and personnel responsibilities for the components of the lifecycle.

1.1 The Purpose of this Handbook

This document establishes the processes and procedures for the ICE Property Management Program. These procedures are designed to provide guidance for activities related to the physical and financial control of personal property and are intended to:

• Provide standard guidance for asset management activities throughout the property lifecycle

• Clarify responsibilities for personnel regarding asset management duties

• Outline the authorizing guidance and documents for personal property

All existing and future handbooks and standard operating procedures (SOPs) related to personal property must comply with the procedures set forth in this document and related authorities.

Programs may issue additional handbooks and SOPs that provide more detailed guidance for the management of personal property as long as they are in keeping with the purpose and structure of the procedural steps defined in this document.

1.2 Procedural Authority

The management of ICE property is subject to an authoritative hierarchy. All subordinate guidance must conform to those above it. Subordinate guidance can be more restrictive and detailed than those above it but cannot detract from or contradict superior authority. If there is conflict, the higher level of guidance takes precedence.

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The hierarchy includes:

• Federal laws, statutes, and regulations

• Executive orders and OMB circulars

• Government-wide policies

• DHS management directives

• ICE procedures and instructions including this handbook

• ICE department specific policies and procedures

1.3 Scope

The procedures provided in this document apply to ICE employees, contractors, and all personnel who handle or have responsibility for personal property. All personal property meeting the criteria below must be tracked in the Sunflower Asset Management System (Sunflower), the official personal property management system for ICE. An example of an appropriate tracking system is an Excel spreadsheet documenting the asset’s Serial Number, Make, Model, etc.

Assets that must be recorded in Sunflower:

• Automated data processing equipment (ADPE) with non-volatile memory

(i.e. computer equipment that can store data) or contains removable data storage device

• All Vehicles, regardless of cost

• Sensitive equipment

• Internal Use Software (IUS)

• Leased assets where the lease term is 6 months or longer and the asset meets another criterion for entry into Sunflower

• Other personal property with an initial acquisition value of $5,000 and above

• Additional asset types may be added to meet changing requirements Exceptions are provided for the following equipment meeting above criteria:

• The Office of Firearms and Tactical Programs (OFTP) is responsible for acquiring all ICE-issued firearms and related accessory items, ammunition, ordnance, less-lethal devices, and intermediate use of force devices for ICE.

The above assets including badges, credentials and body armor should be recorded and tracked in the Firearms, Armor and Credential Tracking System (FACTS) database. Only the Assistant Director of OFTP is authorized to solicit, accept, or otherwise acquire these types of items.

• The Homeland Security Investigations (HSI) is responsible for Technical

Operations (TechOps) assets. These assets will be recorded and tracked in

14, Febraury 2019 12 the Sunflower Asset Management System (SAMS) database. However, TechOps assets are only able to be viewed by field operators and under a different component within SAMS.

• The Office of Professional Responsibility (OPR) is responsible for Technical

Investigative Equipment (TIE). These assets will be recorded and tracked in the TIE system

NOTE: In accordance with “3002.1 ICE Badge and Credential Program, section 4 – Responsibilities, 4.7 (10) and Interim ICE Firearm Policy, dated July 7, 2004, Part 1 - Authority to Carry Firearms, I (1) - Temporary Retrieval”, Program Office Directors and Responsible Field Officials are authorized to retrieve ICE personal property from employees upon termination, retirement, suspension, extended leave of absence (90 days or longer), entering on active military reserve duty, being deemed unfit for duty, or otherwise leaving ICE service. Additionally, in accordance to IAW the Interim ICE Firearm Policy, dated July 7, 2004, Part 1 - Authority to Carry Firearms, I (1) - Temporary Retrieval, an officer must turn in all ICE-issued firearms if on authorized sick leave, military leave or leave without pay status for an entire quarter qualification period.”

Regardless of the property’s cost or whether it meets Sunflower criteria, ICE Program Offices must develop and maintain internal controls that provide reasonable assurance that all property is managed in accordance with federal laws, regulations, and DHS and ICE policy. All asset records must be maintained by the responsible Programs and reports must be provided to the AMD-PMU when requested. Examples of such reports may include annual inventory reports, monthly reports of survey, and property in the hands of contractors. Every Program must have procedures in place to ensure that all property is properly acquired, recorded, maintained, disposed of, and reported regardless of whether the asset must be recorded in Sunflower. ICE personnel and contractors are to exercise personal initiative and sound business judgment in ensuring that ICE property is managed in a manner that is in accordance with the best interest of the Federal Government, ICE, and the taxpayer. Specific guidance is provided in the chapter regarding the disposition of personal property.

While most of the information contained in this handbook can be applied to all personal property, its primary focus is on those assets meeting the criteria for adding to Sunflower as stated above. For guidance concerning personal property not meeting the above criteria, please see the following:

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Furniture CFR 41 101-25.404 Small office equipment and supplies

CFR 41 101-25.302

Software

Federal Accounting Standards Advisory Board, Statement of Federal Financial Accounting Standards (SFFAS) No. 10, Accounting for Internal Use Software

1.4 Authorities

• Public Law 101-576, Chief Financial Officers Act of 1990, as amended

• Public Law 102-393, Treasury, Postal Service and General Government Appropriations Act

• 5 United States Code (U.S.C.) § 7342, Receipt and Disposition of Foreign Gifts and Decorations

• 31 Code of Federal Regulations (C.F.R.) § 0.203, Gifts or Gratuities from Foreign Governments

• 41 C.F.R. Chapter 101, Federal Property Management Regulations (FPMR)

• 41 C.F.R. Chapter 102, Federal Management Regulation (FMR)

• 41 C.F.R. Chapter 102-34 Motor Vehicle Management

• Statement of Federal Financial Accounting Standards (SFFAS) # 3, Accounting for Inventory and Related Property

• Statement of Federal Financial Accounting Standards (SFFAS) # 6, Accounting for Property, Plant and Equipment

• DHS Directive 141.01 Records Management

• DHS Directive 119-01 Personal Property Asset Management Program

• DHS MD 1120, Capitalization and Inventory of Personal Property

• National Archives and Records Administration General Records Schedules at http://www.archives.gov/records-mgmt/ardor/

• U.S. Department of Treasury Financial Manual (TFM)

• GSA SmartPay® 2 dated October 15, 2008

• OMB Circular A-123, Management's Responsibility for Internal Control

• Executive Order 12999 dated April 17, 1996, entitled “Educational Technology: Ensuring Opportunity for all Children in the Next Century” http://www.archives.gov/records-mgmt/ardor/

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• Office of National Drug Control Policy (ONDCP) High Intensity Drug Trafficking Area (HIDTA) Program Policy and Budget Guidance, effective date October 1,2009

• ICE Office of Financial Management Personal Property Impairments Standard Operating Procedures (SOP)

• Acquisition of Surplus Military Equipment Memorandum, August 14, 2014

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CHAPTER 2: ROLES AND RESPONSIBILITIES

2.1 ICE Director (Component Head):

The ICE Director oversees the personal property asset management program within ICE, and responsibilities include:

• Ensuring the effective administration, maintenance, accountability, control, and reporting of the ICE’s personal property, including government property in the possession of contractors;

• Establishing internal control systems to ensure property management accountability;

• Providing protection against fraud, waste, misuse and abuse of Government property;

• Providing sufficient resources to carry out property management responsibilities;

• Designating a PMO in writing to DHS CRSO;

• Providing established reports and ad hoc requests for information to DHS CRSO, or his/her designee;

• Complying with all personal property management rules, laws, regulations, policies, and instructions enacted by the Executive Branch, Congress, and DHS.

2.2 Property Management Officer (PMO):

The PMO is the Executive Director of the Office of Asset and Facilities Management (OAFM) within the Office of Asset & Facilities Administration, Office of the Chief Financial Officer.

The PMO has oversight on all personal property within ICE and makes the final decision on when and how the annual inventory is conducted. The PMO also certifies and signs off on ICE’s overall inventory. The PMO’s responsibilities include:

• Ensuring compliance with internal policies and Government-wide regulations regarding the functions of planning for property needs, and the acquisition, receipt, accountability, utilization, distribution, management, and disposal of ICE property

• Ensuring that all assets are tracked, accounted for, and correctly reported as necessary. This includes assets meeting Sunflower criteria as well as assets that do not meet the Sunflower criteria but fall within the scope of AMD-PMU’s accountability. Examples include Tech Ops assets, Firearms, and TIE

2.3 Property Management Unit (PMU):

The PMU administers and oversees the management of personal property at ICE. It also establishes ICE property management systems, automation, and policies; and

14, Febraury 2019 16 exercises compliance oversight for all ICE personal property, including audits and evaluations. In addition, the PMU initiates, monitors, and reconciles ICE inventories of personal property. Assets not recorded in Sunflower such as those managed by OFTP, OPR or HSI (see Section 1.3 Scope) must be recorded in an adequate property management system. ICE PMU responsibilities include:

• Serving as the liaison between DHS and ICE

• Administering and coordinating personal property management for ICE

• Establishing ICE property management systems, processes, procedures, and policies

• Establishing an internal control system to exercise compliance oversight for all ICE personal property

• Identifying items required to be tracked in property management systems

• Ensuring the annual physical inventory of all property meeting the criteria set out in Section 1.3 is completed in a timely and accurate manner, and that property records are reconciled. The annual inventory of assets identified as exceptions in Section 1.3 may be completed by the responsible organization, but the results must still be submitted to the PMU

• Ensuring annual property reports are prepared in accordance with DHS requirements

• Coordinating with OPR to provide guidance during inspections to ensure property is being used effectively and is being adequately safeguarded

• Monitoring the ICE decentralized inventories of personal property, including reconciliation of capitalized assets

• Providing personal property inventory reports, guidance and assistance to APOs and PCs/LPCs, as required, for the purpose of conducting physical validation

• Assembling and providing technical assistance to the National Board of Survey, including information pertaining to the acquisition, use, value, age, and accountability of the property involved

• Evaluating compliance with property policies and procedures and implementing actions to improve property accountability

• Establishing internal controls and working with local offices to record locally acquired assets meeting the Sunflower thresholds (mandatory tracking requirements) are recorded in the personal property system

• Ensuring that proper training is available for HPPMs, and PCs/LPC

• Providing technical advice to personnel to assist them in performing personal property management duties and responsibilities

• The Property Management Continuous Assessment Program (PMCAP) team provides hands-on customer support on a continuous basis to ensure that ICE’s property personnel are provided with the tools and resources needed to enable them to successfully carry out their property management duties through monthly site assessment visits. The program is focused on working with the local office’s Property Custodian, including the Vehicle Control Officer/Fleet personnel and Inventory Takers (if needed) to assess the location’s current state of property management, and provide support and recommendation on how to improve property management at the site to ensure that:

14, Febraury 2019 17 o All locations will be prepared for an OPR Management Inspection or financial audit by ICE independent auditors.

o Improvement of Property Management functions and data.

o All locations will be prepared to successfully complete the Annual

Physical Inventory requirements, which include the reduction or prevention of items reported as missing.

o Overall streamlining and standardization of property management across ICE.

2.4 Accountable Property Officer (APO):

An Accountable Property Officer (APO) is responsible for personal property management in his or her defined area of responsibility. These people include Headquarters Management Team Members, Special Agents in Charge (SACs) in the Office of Professional Responsibility and Investigations Programs; Regional Office Heads/Field Office Directors in the Enforcement and Removal Operations Programs;

Chief Counsels in the Office of the Principal Legal Advisor; Attaché’s for the Office of International Affairs; and Field Intelligence Unit Heads in the Intelligence Program.

The APO is responsible and accountable for personal property within their jurisdiction or office. This includes providing proper documentation on all transactions, assigning personnel to conduct inventories, and submitting ROSs and inventories through their respective HPPM. The APOs ultimate responsibility for personal property may not be re-delegated. Signature authority can be delegated only when the APO has appointed an official Acting APO due to the APO’s approved absence. APO responsibilities include:

• Ensuring that their Program(s) comply with property management regulations

• Ensuring that Headquarters Program Property Managers (HPPMs), Property

Custodians (PCs), and Local Property Custodians (LPCs) are offered proper guidance and/or training to effectively perform personal property management duties

• Ensuring that PCs, LPCs, and Inventory Takers are assigned in writing and designating employees to conduct physical inventories

• Creating local processes, procedures, and internal controls for the management of all property and communicating them to HPPMs and PCs/LPCs

• Notifying the AMD-PMU of any designated HPPM changes within thirty days in writing

• Verifying and signing off on inventory accuracy by submitting inventory certification forms and Reports of Survey to their HPPM, who forwards them to the AMD-PMU

• Providing technical assistance to the Boards of Survey, including information pertaining to the acquisition, use, value, age, and accountability of the property involved

• Providing sufficient resources to carry out property management functions

• Approving Sunflower Access Requests by signing off on the HPPM/HPFM

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Approval Form

2.5 National Utilization Officer (NUO):

NUOs represent federal agencies and provide approval for user accessibility to the Federal Disposal System (FEDS). Each DHS component is required to designate a single NUO, whose duties consist of broad responsibilities related to the utilization of property. ICE NUO is designated by the Property Management Branch Chief and the responsibilities include:

• Monitoring and tracking all excess property leaving ICE

• Serving as a liaison between ICE and the General Services Administration (GSA)

• Providing approval for user access to GSAXcess

• Providing guidance on the excess process

• Tracking the utilization of assets in Sunflower by Program Offices so that underutilized assets are redistributed or excessed

2.6 National Board of Survey (NBOS):

The Property Branch conducts a National Board of Survey (NBOS) for additional review and adjudication on a quarterly basis if deemed necessary based on Report of Survey (ROS) submissions.

ROSs is forwarded to the NBOS based on the following criteria:

• Capitalized personal property (≥50K).

• Vehicles that are considered a total loss.

• Cases where the Accountable Property Officer (APO) is the responsible individual.

• Cases perceived as willful intent, negligence/gross negligence, or misconduct.

• Large number of lost or stolen assets within one Program Office.

The NBOS is a panel comprised of a representative from all ICE Program Offices, typically at the Director’s level. The NBOS conducts a review of the circumstances surrounding lost, stolen, or damaged personal property to determine the final disposition of the asset and refers suspected cases of negligence or misconduct to the Office of Professional Responsibility (OPR), Office of the Principal Legal Advisor (OPLA), or Employee and Labor Relations (E&LR) for investigation and adjudication.

Program Offices may conduct their own internal Board of Survey (BOS), determine whether the employee should be held accountable and what disciplinary action should be taken as outlined by the Department of Homeland Security’s (DHS) Table of Offenses and Penalties. Program Offices may also independently refer cases to OPR, OPLA, or E&LR and should notify the Property Branch of the outcome of such cases.

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2.7 Headquarters Program Property Manager (HPPM):

HPPMs, which are designated in writing by ICE Headquarters Program Office EADs or ADs, have oversight for their area of jurisdiction to ensure an accurate accounting of all program property. Serving as liaisons between Programs and the AMD-PMU, HPPMs coordinate property matters, and shall be the Subject Matter Experts for their respective Programs. NOTE: If the HPPM vacates their duties, a replacement HPPM must be identified by the APO to AMD-PMU within 30 days.

HPPM responsibilities include:

• Overseeing and administering property management responsibilities

• Ensuring that offices comply with established deadlines for inventory, recording property transactions, and reporting

• Serving as the first-level of property management support to PCs

• Facilitating, coordinating, and compiling supporting documentation for property transactions upon request

• Verifying the accuracy of supporting documentation before submission to the AMD-PMU

• Submitting monthly ROS, including negative reports (reporting that there are no

ROS) to the AMD-PMU

• Ensuring that property personnel are aware of and register for required property management training

• Monitoring and managing their Program’s personal property inventory

• Ensuring timely maintenance of property records for transactions including acquisitions, transfers, and disposals of personal property

• Performing quality assurance reviews of property records

• Disseminating property related communications within their program

• Disseminating and reinforcing all communication sent from the AMD-

PMU to Program Offices

• Approving Sunflower Access Requests by signing off on the HPPM/HPFM

Approval Form

2.8 Property Custodian (PC):

PCs are appointed by the APO in writing (See Appendix A). The PC may be delegated certain responsibilities of the APO. However, the APO may not delegate ultimate responsibility for the personal property program or signature authority. PCs are responsible for the accountability and safeguarding of all property, as well as the completeness and accuracy of the information recorded in Sunflower. Because of the organizational size and structure of some Programs, the PC may be required to perform multiple responsibilities, not limited to property management.

Larger Programs may have more than one PC. In these cases, the APO must

14, Febraury 2019 20 designate a primary PC as the one ultimately responsible for the property within his/her jurisdiction. This PC must also be specified in the Sunflower record. Responsibilities of the PC include:

• Communicating with other property personnel as required

• Maintaining current records for property within their assigned custodial area

• Initiating or processing documents affecting the accountability or custody of equipment

• Maintaining oversight over the authorized use and proper care and protection of the property

• Reporting lost, stolen, or damaged property beyond normal wear and tear

• Disposing of excess property in a timely manner

• Ensuring complete and accurate data entry into ICE’s personal property management system

• Ensuring federal or local security officials are notified by the involved employee, as appropriate, of adverse incidents relating to the loss or theft of personal property, and preparing related documentation, including the ROS

• Ensuring the involved employee prepares and coordinates a ROS to document incidents regarding loss, theft, or damage of personal property

• Serving as a technical advisor to the PMO, APO, and BOS, and aiding as required

• Retaining documentation to support the audit trail for all acquisitions, transfers, and disposition activity

• Providing instructions and oversight for the Inventory Team and inventory activities

• Locking and securing all assets not in use but under his/her steward code in a location to which only authorized ICE employees have access

• Responsible for daily record maintenance of accountable records for their assigned area of accountability

2.9 Local Property Custodian (LPC):

An LPC is appointed by the APO. LPC responsibilities may vary and are based on the structure of the individual Program. The LPC is similar to the PC in that they accomplish day-to-day functions typically associated with the property. The LPC can be delegated most of the PCs responsibilities, but the PC maintains ultimate responsibility for the property and must be listed as the Custodian in Sunflower.

Responsibilities of the LPC include:

• Performing the same functions as the PC for a specific geographic segment of a

Program Office’s inventory

2.10 Authorized Asset Users:

Employees must act in a reasonable and prudent manner to properly use, care for, and safeguard all Government property. This applies to all Government property issued to, 14, Febraury 2019 21 acquired for, or assigned to the personal custody of an employee with or without a receipt. Responsibilities include:

• Maintaining security and custody of ICE assets

• Reporting all lost, stolen, and damaged assets immediately as an event occurs o If an item with Personal Identifiable Information (PII) on it such as a laptop, Blackberry, or thumb drive is lost or stolen, employees or contractors shall immediately report it to the ICE Service Desk at 1-888- 347-7762 (303-404- 6299 if you are outside the continental United States), to their supervisor and to their Property Custodian

• Reporting all changes in assets they are assigned to their PC for the specific custodial area the asset resides in, including assets that are no longer needed

• Reporting all assets in his/her possession for accurate recording on his/her property card

• Alerting PCs/LPCs when acquiring property with a purchase card

• PCs must ensure that a signature is present on the G-570 (See Appendix H) or other tracking mechanism, such as an Excel spreadsheet that includes the asset’s Serial Number, Make, Model, etc. and lists all of the assets assigned to each employee under their jurisdiction. Note the DHS Personal Property Custody/Hand Receipt Report in the Sunflower Asset Management System can be used to track all assets assigned to each employee in Sunflower. However, each employee must also have a separate G-570 or other tracking mechanism to account for assets that are not tracked in the Sunflower Asset Management System. The DHS Personal Property Custody/Hand Receipt Report must be signed and attached to the G-570 or other tracking mechanism and updated as asset reassignments occur. Instructions on how to run and use the DHS Personal Property Custody/Hand Receipt Report can be accessed at:

https://insight.ice.dhs.gov/mgt/cfo/oafm/oaa/pmb/Documents/pdf/dhsPersonalPro pertyCu stodyHandReceipt.pdf.

• Notifying the PC and ensuring that accountability of assets is transferred when leaving an area of accountability

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CHAPTER 3: HQ ACQUISITION PLANNING

OVERVIEW

Having visibility into planned acquisitions will assist personnel with property responsibilities, both at the program and ICE Headquarters (HQ) level, to better record, manage, and report accountable assets. Visibility includes the review of high level plans for property acquisitions during the budgeting process as well as periodic monitoring of how Programs are executing planned acquisitions.

PROCEDURES

3.11 Spend Plan Reviews

1) Program Offices determine what acquisition needs they will have for the following fiscal year and create a detailed listing of assets they plan to acquire.

The listing should include descriptions of major individual assets and significant bulk purchases of less expensive assets.

2) The Headquarters Program Office’s designated budget official forwards the

Program Office’s detailed Spend Plan, broken out for each property class code, to the Office of Budget, AMD-PMU Chief, and the Program property personnel.

3) The AMD-PMU reviews the finalized Spend Plans’ Property, Plant &

Equipment (PP&E) line item, 3100 series, for significant property acquisitions and requests additional details from the Program Offices as necessary.

4) The AMD-PMU prepares a planned acquisition report for significant acquisitions based on information provided in the Program Spend Plans.

5) APOs review the report and discuss possible areas of integration with AMD- PMU to reduce duplicative acquisitions.

3.12 Budget Execution and Monitoring

1) The Budget Office notifies AMD-PMU of any budget execution meetings that are to take place.

2) AMD-PMU periodically attends the budget execution meetings to ascertain when significant property acquisitions will occur and requests updates on significant revisions to the spend plans from the Budget Office or Programs.

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3) The Program’s budget personnel disseminate any updates concerning planned acquisition information to the APOs. The report contains information concerning large, similar, overlapping, and potentially complementary acquisition requests. HPPMs should be informed on managed asset procurements, along with the respective PC/LPCs

4) APOs file the planned acquisition information and should ensure the HPPM and the respective PC/LPC has incoming asset information when needed.

5) The OCFO Office of Budget and Payroll (OBP) monitor significant discrepancies between planned and actual acquisitions and reviews when necessary.

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CHAPTER 4: ACQUIRING PERSONAL PROPERTY

ICE personnel acquire assets through several methods, including excess, procurement, purchase cards, leasing, forfeitures, and exchange/sale or trade-in.

When acquiring property, program personnel should consider the method most advantageous to ICE and the taxpayer. Whenever possible, acquiring excess property should be considered the preferred method as it allows the government to obtain the best return on investment. Following the acquisition process is critical for making ICE’s property records and reports complete, accurate, and supportable.

4.13 Determination of Need for an Asset

1) Upon recognizing the need for an asset, the Requestor, any employee who needs a particular item of property, provides the Approving Official, an individual within a Program Office designated with the authority to approve property requests, with a clearly defined statement or description of the item(s) needed as well as a justification for the acquisition. The justification includes:

• A statement of whether or not the items are for replacement

• The impact the acquisition will have on program efficiency

• The date by which items must be acquired

• The grade of the employee for whom the item is being acquired if the asset is furniture. For more information see GSA Federal Supply Schedule (71, Part II, Section K) offering services to support agencies with furnishing service needs

2) The Approving Official reviews the request description and justification and determines if the acquisition is needed. Once the request is approved, the Approving Official requests that the PC/LPC verify whether excess property is available to fill the need.

4.1.2 Screening for Excess within ICE or DHS

1) The Requestor, through their respective PC/LPC, searches first for excess property available within ICE and then DHS.

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2) The Requestor, through their respective PC/LPC, uses the Asset Search screen in Sunflower Management module to search for property designated as “Excess” within ICE or DHS.

3) The Requestor, through their respective PC/LPC, also coordinates with the

ICE NUO through their HPPM to locate excess property at other DHS components that is not recorded in Sunflower.

4) When selecting a suitable excess asset, preference should be given to property available within ICE.

4.1.3 Acquiring Excess Assets from within ICE

1) If excess assets are available within ICE, the PC/LPC for the requesting

Program Office (Receiving PC/LPC) contacts the PC/LPC currently responsible for the asset (Transferring PC/LPC).

2) The Receiving PC/LPC provides the Transferring PC/LPC with the appropriate contact and shipping information.

3) Upon receipt of the appropriate contact and shipping information from the Receiving PC/LPC, the Transferring PC/LPC initiates the transfer in Sunflower within 5 days by updating the PC/LPC, Location, and Steward Code in Sunflower.

4) The Transferring PC/LPC fills out the “G-504: Report of Property

Shipped/Received” which can be found in the AMD-PMU Forms section of ICE intranet at https://insight.ice.dhs.gov/forms/Documents/pdf/g504.pdf. The following information is necessary to complete the G-504 (See Appendix F):

• Contact information for both the receiving and transferring offices

• Type of transfer

• Date transfer approved

• Signature of Authorized Official

• Asset details o Item Number: This is the number of each item as listed on the G-504 when multiple assets are listed. The first asset listed would have an item number of ‘1.’; the second asset would have an item number of ‘2.’, etc.

o Description: This is a description of the type of item being transferred. It includes information on the manufacturer and model of the item o Barcode Number: This is the ICE identification number assigned to the asset and used to track the asset within the agency o Serial Number: This is the vendor identification number assigned to the asset upon creation

14, Febraury 2019 26 o Unit of Issue: This is the quantity of assets being transferred o Original Cost: This is the initial cost of the asset to the present owner o Date: This is the date the asset was shipped and includes the signature and title of the shipping officer

5) The Transferring PC/LPC sends the G-504 to the Receiving PC/LPC for signature along with the asset. The requesting Program Office pays any costs associated with transferring the asset including any shipping and handling fees.

The transferring PC/LPC uploads a copy of the G-504 into the appropriate Sunflower record within 5 days of receipt.

6) The Receiving PC/LPC follows procedures for receiving the asset before accepting the transfer (See Chapter 5, Receiving and Barcode Labeling).

7) After receiving the asset, the Receiving PC/LPC:

• Signs the G-504 and returns the original copy to the Transferring

PC/LPC within 5 days; and maintains a copy for his/her documentation

• Accepts the transfer in Sunflower when appropriate.

• Updates the location, User, PC, etc. in Sunflower.

• Scans and uploads the signed G-504 into the appropriate Sunflower record within 5 days of receipt (See Chapter 6, Creating Property Records).

For step-by-step instructions on uploading supporting documentation, refer to the Sunflower Fleet Maintenance Module Training Guide, Personal Property Operations Handbook (PPOH), Chapters 6 and 7 and the Attaching Documents to Sunflower Records Quick Reference Guide for further guidance.

4.1.4 Acquiring Excess Assets from Other DHS Components

1) If excess assets are available within DHS, the Transferring PC/LPC prepares a DHS 560- 3 Property Receipt (See Appendix E) and forwards it, along with the asset, to the Receiving PC/LPC for signature. The requesting Program Office pays any costs associated with transferring the asset including any shipping and/or handling fees.

2) The Receiving PC/LPC signs the DHS 560-3, retains a copy, and returns the original to the Transferring PC/LPC within 5 days.

3) The Receiving PC/LPC follows procedures for receiving the asset before placing the property into service (See Chapter 5, Receiving and Barcode Labeling).

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4) If the transferring component uses Sunflower, the AMD-PMU transfers the asset in Sunflower (See Chapter 11, Disposal). Program Offices cannot accept Sunflower records transferred from other DHS components. The AMD-PMU must accept the DHS component Sunflower record transfer on behalf of the ICE Program Office. Once accepted, the Program Office/LPC must review and update the record as necessary.

5) If the transferring component does not use Sunflower, the Transferring PC/LPC final events the record in the component’s respective asset management system to conclude the transfer. The Receiving PC/LPC creates a new record to enter the asset in Sunflower along with the appropriate supporting documentation to include the DHS -560-3 and any transferring documents within 5 days of receipt (See Chapter 6, Creating Property Records).

4.1.5 Acquiring Excess Property from Other Federal Agencies

If suitable excess property is not available within ICE or DHS, the PC/LPC initiates a search for excess assets at Federal agencies outside of DHS by searching GSAXcess (www.gsaxcess.gov).

• GSAXcess is the General Services Administration’s (GSA) electronic information system that can be accessed by customers 24 hours a day. It offers an on-line inquiry capability into GSA's nationwide inventory of excess/surplus property by national stock number (NSN) or Federal Supply Class (FSC) to determine availability of specific items of property.

1) If the PC/LPC locates a suitable excess asset at another Federal agency, the PC/LPC notifies the APO and requests approval to request the property.

2) Upon APO approval, the PC/LPC requests the property through GSAXcess.

3) The GSA Area Property Officer (APO), in the region where the property is located, reviews and allocates the property normally on a first come, first serve basis.

4) If the GSA APO approves the transaction, the GSA APO emails or faxes an electronic SF-122 GSA Transfer Order Excess Personal Property form (See Appendix K) to the Receiving PC/LPC for approval.

5) The Receiving PC/LPC signs the SF-122 and returns the form to the GSA APO.

6) The GSA APO requisitions the property and faxes an approved SF-122 to the

PC/LPC at both the receiving and transferring agency.

7) The Receiving PC/LPC contacts the Transferring PC/LPC to coordinate the transfer.

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8) The Transferring PC/LPC sends the asset to the Receiving PC/LPC. The receiving agency pays any costs associated with transferring the asset, including any shipping and/or handling fees.

9) The Receiving PC/LPC follows proper procedures for receiving the asset before replacing the property into service (See Chapter 5, Receiving and Barcode Labeling Property).

10) The Receiving PC/LPC records the acquisition in Sunflower as appropriate (See

Chapter 11 Disposal).

11) If the PC/LPC cannot find suitable excess assets at another Federal agency, the receiving agency determines what other means should be used to acquire the asset (e.g., procurement purchase, PCard purchase, rental/lease, transfer, loan, etc.).

4.2 Purchasing

Upon determining that excess property cannot fill the requirement to obtain property, the requesting Program Office determines purchasing is the best means of acquisition and completes the purchase via procurement or purchase card (PCard). Please note that personal computers and laptops are not to be acquired through PCards. Both methods require a demonstration or certification that both authority and funds exist to acquire the property.

4.2.1 Acquiring Property through Procurement

1) The requestor shall require the vendor to complete a listing of assets provided in the contract for orders of more than 25 assets. This listing, preferably an excel spreadsheet, will contain descriptions, serial numbers, costs, steward codes, shipping dates, physical addresses, obligation numbers, and any other pertinent information such as the delivery address and name of recipient.

Program Offices must forward a copy of this spreadsheet to AMD-PMU and the

PC.

2) The Program Office requesting the asset establishes a commitment by creating a G-514 Requisition (See Appendix G) in the Federal Financial Management System (FFMS), certifies that funds are available for the proposed acquisition, and approves the G-514. Processing of G-514 requires the entry of correct associated Item Type as well as the assignment of an appropriate Sub-Object Classification code.

For additional guidance on and examples of processing G-514

14, Febraury 2019 29 requisitions and a breakdown of ACCS refer to:

• FFMS Desktop Training Manual (January 2012), Lesson 2

• Account Classification Code Structure (ACCS) Quick Reference Card

• ICE Acquisition Tool Box located on the Office of Acquisition’s(OAQ) intranet page at https://sp.ice.dhs.gov/oas/mgmt/OAQ/icebox/default.aspx

Once the G-514 is approved, the OAQ Obligation Team will enter the requisition into PRISM and OFM then enters the obligation into FFMS. This involves coordinating with the Contracting Officer (CO) to prepare a contract for the acquisition and generating a purchase order, or any documentation of purchase. For additional information on the obligation process, please review the ICE Acquisition Tool Box located on the Office of Acquisition’s (OAQ) intranet page at https://sp.ice.dhs.gov/oas/mgmt/OAQ/icebox/default.aspx

3) The CO forwards the purchase order from OAQ to the designated point of contact in the requesting Program Office (the Requestor), and the PC/LPC. The Requestor receives and maintains the purchase order as acquisition documentation and provides the Approving Official and PC/LPC with a copy prior to receipt of the property.

4) Upon receipt of the asset(s), the PC/LPC follows proper procedures for receiving before placing the property into use (See Chapter 5, Receiving and Barcode Labeling Property).

5) The PC/LPC follows proper procedures for recording the asset(s) in Sunflower within 5 days of receipt when appropriate (See Chapter 6, Creating Property

6) The PC/LPC ensures that the property receives a n appropriate acquisition cost and date before recording the asset(s) in Sunflower when appropriate (See Chapter 7, Acquisition Costs and Values).

4.2.2 Acquiring Property Using a Purchase Card (PCard)

The government-wide commercial PCard is authorized for use in making and/or paying for purchases of supplies, services, or construction. The PCard shall not be used to purchase IT equipment including PCs and laptops. For information on PCard purchase limits, please review the DHS Purchase Card Program Manual and the ICE- OAQ Purchase Card Manual. All PCard purchases must comply with ICE and DHS regulations, policies, and procedures governing PCard use.

1) The PCard Holder confirms the existence of a miscellaneous obligation in

FFMS for PCard purchases.

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2) The PCard Holder orders the asset from a vendor using the PCard and provides a copy of the purchase statement as acquisition documentation to the PC/LPC.

3) Upon receipt of the property, the PC/LPC follows proper procedures for

Barcode Labeling).

4) The PC/LPC follows proper procedures for recording the property in Sunflower

5) The PC/LPC ensures that the property receives an appropriate acquisition cost and date before recording the property in Sunflower when appropriate (See Chapter 7, Acquisition Costs and Values).

4.3 Gifts

Even if a gift falls within an exception, acceptance of the gift also must not violate any of the basic obligations of public service set forth in Federal Regulations, including the principle that employees shall avoid creating even the "appearance" of…