Attachment 7 - Instruction 119-7-1 FEMA Personal Property Asset Management Program.pdf

Instruction 119-7-1:

FEMA Personal Property Asset Management Program

November, 2020 Version 1.0

Carla Gammon Assistant Administrator Logistics Management Directorate

November 17, 2020 Date

Tracey L. Showman Chief Administrative Officer Mission Support

November 20, 2020 Date

Table of Contents

OVERVIEW

OVERARCHING APPROACH

TOPIC 1: FEMA ROLES AND RESPONSIBILITIES

ADMINISTRATION AND OVERSIGHT POSITIONS

OPERATIONAL PROPERTY MANAGEMENT POSITIONS

DESIGNATION RECERTIFICATION

TOPIC 2: PERSONAL PROPERTY ASSET TYPES

GENERAL

ACCOUNTABLE PERSONAL PROPERTY

NON-ACCOUNTABLE PERSONAL PROPERTY

TOPIC 3: PERSONAL PROPERTY LIFE CYCLE

ACQUISITION

RECEIVING

UTILIZATION

DISPOSITION

TOPIC 4: CONTRACT PERSONAL PROPERTY

CONTRACT PERSONAL PROPERTY DEFINED

DUTIES AND RESPONSIBILITIES

ACQUISITION OF CONTRACT PERSONAL PROPERTY

CONTRACTOR RECEIPT OF GOVERNMENT-OWNED PERSONAL PROPERTY

RESPONSIBILITY AND LIABILITY FOR GOVERNMENT-FURNISHED PROPERTY AND

CONTRACTOR-ACQUIRED PROPERTY

MAINTAINING INVENTORY OF GOVERNMENT-FURNISHED PROPERTY AND CONTRACTOR-

ACQUIRED PROPERTY

CONTRACTORS’ PROPERTY MANAGEMENT SYSTEM COMPLIANCE

UNAUTHORIZED USE OF GOVERNMENT-FURNISHED PROPERTY AND CONTRACTOR-

ACQUIRED PROPERTY

DISPOSITION OF GOVERNMENT PERSONAL PROPERTY HELD BY CONTRACTORS

TRANSFER OF PERSONAL PROPERTY THROUGH CONTRACT MODIFICATION

CONTRACT CLOSEOUT

TOPIC 5: GRANT PERSONAL PROPERTY

GRANT PERSONAL PROPERTY DEFINED

RESPONSIBILITIES AND MANAGING GRANT PERSONAL PROPERTY

LIFE CYCLE MANAGEMENT OF GRANT PERSONAL PROPERTY

DISPOSITION OF GRANT PERSONAL PROPERTY

TOPIC 6: MISSION ASSIGNMENT PERSONAL PROPERTY

TOPICS 7: PHYSICAL INVENTORY

EVALUATIONS

PRE-INVENTORY ACTIVITIES

REVIEWS

ANNUAL PHYSICAL INVENTORY

OUT-OF-CYCLE PHYSICAL INVENTORIES

PHYSICAL INVENTORY RECONCILIATION

MONTHLY RECONCILIATION OF INITIAL RESPONSE RESOURCES INVENTORIES

TOPIC 8: MONITORING AND OVERSIGHT FUNCTIONS

THIRD PARTY REVIEW

TOPIC 9: LOSS, DAMAGE, DESTRUCTION

REPORT OF SURVEY

ADJUDICATING A REPORT OF SURVEY

DHS LOST, DAMAGED, OR DESTROYED MANAGEMENT REPORTING GUIDANCE

TOPIC 10: FIREARMS AND AMMUNITION MANAGEMENT

FIREARM AND AMMUNITION ROLES AND RESPONSIBILITIES

FIREARMS AND AMMUNITION ACQUISITION

RECEIPT, INSPECTION, AND RECORDING OF FIREARMS AND AMMUNITION

INSPECTION OF FIREARMS AND AMMUNITION

RECORDING FIREARMS AND AMMUNITION

SECURITY AND STORAGE OF FIREARMS AND AMMUNITION

PHYSICAL INVENTORY OF FIREARMS AND AMMUNITION

LOST, DAMAGED, OR DESTROYED FIREARMS AND AMMUNITION

DISPOSITION OF FIREARMS AND AMMUNITION

TRAINING

TOPIC 11: RECORDS MANAGEMENT

MAINTAINING PERSONAL PROPERTY ASSET RECORDS

TRANSACTION DOCUMENTATION

SYSTEM REQUIREMENTS

REPORTING REQUIREMENTS

DISPOSITION SCHEDULE

CUSTODIAN SEPARATION

TOPIC 12: TRAINING

MANDATORY TRAINING

PROFESSIONAL DEVELOPMENT

ADDITIONAL INFORMATION

REVIEW CYCLE

AUTHORITIES

REFERENCES

KEY ACRONYMS

DEFINITIONS

MONITORING AND EVALUATION

QUESTIONS

Overview Instruction 119-7-1, FEMA Personal Property Asset Management Program, establishes policy and provides guidelines in the management and operation of the FEMA Personal Property Asset Management Program. This Instruction expands on FEMA Directive 119-7, Personal Property Asset Management Program, dated November 20, 2020, and rescinds FEMA Manual 119-7-1, Personal Property.

This Instruction supplements the Department of Homeland Security (DHS) Manual, 119-03-001-01, Personal Property Asset Management Manual (PPAMM), Revision #01, dated May 22, 2018. It establishes policy and furnishes guidance in the acquisition, receipt, use, and disposition of FEMA personal property. The goal of this Instruction is to ensure compliance with all federal laws, regulations, and DHS policy regarding the management of personal property.

Overarching Approach All FEMA employees and contractors, federal, state, and local partners, or any other individual that has been authorized to use common area or individually assigned personal property assets, are responsible for protecting the personal property that is entrusted to them. This Instruction provides policy and high-level procedural guidance for the management of personal property that is owned, leased, or loaned by the government. This Instruction is not intended to address real property or fleet management.

The Mission Support (MS), Office of the Chief Administrative Officer (OCAO), Accountable Property and Support Services (APSS) Division implements the FEMA Personal Property Asset Management Program.

Topic 1: FEMA Roles and Responsibilities Outcome: FEMA establishes an organizational structure which includes key positions that support the implementation, administration, management, and accountability for the FEMA Personal Property Asset Management Program. The FEMA Personal Property Management Program consists of the following two functions:

Administration and Oversight - The administration and oversight function include key personnel who administer the procedures, guidelines, and specific FEMA policy that allow appointed property officers to perform their operational property management duties. These key personnel also oversee personal property management operations to ensure compliance with all laws, regulations, and DHS policy.

Operational - This function includes property officers who perform the day-to-day management of personal property assigned to their designated accountable or custodial areas throughout the entirety of the asset life cycle. Operational personnel are accountable for the personal property within their area, and the implementation of additional procedures to manage that personal property.

Administration and Oversight Positions

The FEMA Administrator: The FEMA Personal Property Management Program is established, as delegated by the DHS Chief Readiness Support Officer to the FEMA Administrator as the Component Head. This authority has been issued through DHS Delegation Number: 00500, Revision Number: 01, Delegation to the Chief Readiness Support Officer. The powers, authorities, responsibilities, and functions related to the FEMA Personal Property Management Program may be redelegated.

The FEMA Chief Administrative Officer (CAO): Under FEMA Delegation Number: FDA 0106-14, Delegation of Authority to the Chief Administrative Officer, the FEMA CAO has been delegated all appropriate authority, oversight, and responsibility related to the FEMA Personal Property Asset Management Program.

1. The FEMA CAO is responsible for the following:

a. Ensures the effective administration, maintenance, accountability, control, and reporting of the FEMA Personal Property Management Program;

b. Establishes internal control systems to ensure property management accountability;

c. Provides protection against fraud, waste, and abuse of FEMA personal property;

d. Provides sufficient resources to carry out property management responsibilities;

e. Nominates an Agency Property Management Officer (APMO) in writing to the DHS CRSO;

f. Appoints senior-level members to the DHS CRSO, Personal Property Committee (PPC), in accordance with the DHS Readiness Support Council (RSC) PPC Charter;

g. Provides established reports and ad hoc requests for information to the CRSO, or their designee; and

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

The FEMA Chief Procurement Officer (CPO): Provides overall oversight and conduct of FEMA's acquisition mission.

1. The CPO is responsible for the following:

a. Ensures property management personnel are kept apprised of pending acquisitions of all accountable personal property, and provides reports of acquisitions, as requested by the APMO; and ensures property management personnel are kept apprised of pending acquisitions of all accountable personal property, and provides reports of acquisitions, as requested by the APMO; and

b. Final authority for determination of contractor property accountability, in accordance with the contract terms and rules specified in 48 Code of Federal Regulations (C.F.R.) Part 45.

The FEMA Agency Property Management Officer (APMO): In accordance with the DHS Manual 119-03-001-01, Personal Property Asset Management Manual (PPAMM), FEMA must, at a minimum, designate an APMO. The APMO is the primary federal employee, within FEMA, responsible for the Agency’s personal property program. The Senior Director, APSS, OCAO is nominated by the FEMA CAO in writing as the APMO. Using FEMA Form 119-7-1-10, Property Officer Designation Memorandum, the Senior Director, APSS, OCAO is approved in writing by the DHS CRSO as the FEMA APMO.

1. The APMO is responsible for the following:

a. Maintains an effective personal property management program within his/her area of jurisdiction that includes written instructions or procedures for acquiring, issuing, managing, and disposing of personal property;

b. Ensures that the FEMA Personal Property Management Program conforms to all current laws, regulations, and DHS policy throughout the life cycle of asset management;

c. Evaluates local program effectiveness and implements actions to improve personal property accountability;

d. Establishes controls to ensure that personal property that meets the accountable threshold is recorded in the recognized DHS personal property system of record;

e. Ensures that physical inventories are conducted as prescribed;

f. Ensures that all staff receive property management training commensurate with their roles and responsibilities, and offers professional development opportunities as appropriate;

g. Ensures that lost, damaged, or destroyed (LDD) personal property is properly reported on a Report of Survey (ROS) as prescribed by the DHS OCRSO, and that an administrative review or Board of Survey (BOS) is established;

h. Provides technical assistance to the BOS, including information pertaining to the acquisition, use, value, age, and accountability of the personal property involved;

i. Authorizes the retirement of an asset record based on final recommendation from the BOS;

j. Designates a National Utilization Officer (NUO) to serve as a liaison between FEMA and the DHS OCRSO, and/or the General Services

Administration (GSA) on matters related to the disposition of personal property;

k. Conducts periodic internal control reviews of personal property storage facilities to ensure proper accountability, procedures, and supporting documentation are always in place;

l. Implements controls to maximize DHS’s investment in personal property assets and to utilize all assets to the fullest extent feasible;

m. Incorporates industry standards and best practices, as practical, as a means for measuring the effectiveness and efficiency of FEMA’s Personal Property Asset Management Program; and

n. Serves as an appointed committee member of the DHS RSC PPC.

The FEMA Deputy Agency Property Management Officer (DAPMO): The Deputy Director will report to and work closely with the Senior Director of APSS in the oversight and management of the FEMA Personal Property Asset Management Program. Using the FEMA Property Officer Designation Memorandum, the Deputy Director, APSS is nominated and designated in writing by the FEMA APMO to perform the duties of the DAPMO. The DAPMO is approved in writing by the DHS CRSO.

1. The DAPMO is responsible for the following:

a. Develops FEMA-wide personal property management policies;

b. Provides all required property management-related reports to DHS and

GSA, as required;

c. Assesses the qualifications of Accountable Area Property Management

Officers (PMOs), and ensures that fully qualified PMOs are selected and appointed in writing;

d. Ensures that APOs are formally trained and appropriately credentialed in the subject matter of property management;

e. Determines personal property-related issues, problems, and discrepancies on a FEMA-wide basis and provide resolutions to correct them;

f. Establishes internal controls to ensure compliance with the policies and procedures as set forth in this Instruction;

g. Develops guidelines and procedures to conduct and reconcile physical inventories on an annual basis, with completion prior to the official beginning of each fiscal year; and

h. Maintains official record of designation letters, certification results, and inventory results.

The FEMA Disaster Property Management Officer/Logistics (DPMO/L):

Using the FEMA Property Officer Designation Memorandum, the Director, Incident Management Support Division, Logistics Management Directorate (LMD), Office of Response and Recovery is nominated and designated in writing by the FEMA APMO to perform the duties of the DPMO/L.

1. The DPMO/L is responsible for the following:

a. In accordance with FEMA personal property policy, coordinates with the APMO;

b. Ensures that all supplies and equipment purchased with Fund Code

06, Disaster Relief Fund, are utilized, managed, and disposed of in accordance with applicable rules and regulations;

c. Collaborates and contributes to the development and maintenance of policy detailing the FEMA Personal Property Management Program policies and procedures;

d. In accordance with Section 403 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, authorizes FEMA offices to lend or donate equipment and supplies to state and local governments for use to meet immediate threats to life and property resulting from a major disaster;

e. In accordance with the FEMA Qualification System, deploys trained, credentialed, and designated APOs, who fall under their operational oversight;

f. Maintains a formal internal control program that meets the requirements of the Office of the Management and Budget (OMB), Circular No. A-123, Management’s Responsibility for Internal Control.

Conducts periodic assessments of property accountability of all sites under their operational oversight and report assessment results to the Office of Response and Recovery, the APMO, and the appropriate management levels;

g. Reviews disaster and LMD internal organization inventory adjustments from sites under their operational oversight and forwards to the APMO for action within the specified period;

h. Designates property officers and forwards those designations to the APSS Division for concurrence;

i. Deploys assistance teams that will visit randomly selected personal property offices under their operational oversight; offers guidance and support for management of personal property and validate inventory results;

j. Responds in a timely manner to APMO personal property data requests, which include ROSs; and

k. Responsible for policy compliance, auditing, and operational oversight of all non-fixed facilities. Non-fixed facilities include the following:

i. Temporary Housing Unit locations;

ii. Incident Management Assistance Team locations;

iii. Distribution Centers; and

iv. Disaster-related facilities such as:

1. Joint Field Offices;

2. Disaster Recovery Centers; and

3. prepositioned sites.

The FEMA National Utilization Officer (NUO): In accordance with the DHS PPAMM, FEMA must, at a minimum, designate a NUO. Within FEMA, the NUO serves as the primary point of contact for the excess of FEMA personal property.

Using the FEMA Property Officer Designation Memorandum, the FEMA NUO is nominated in writing by the FEMA APMO and approved in writing by the DHS CRSO. The Branch Chief, Personal Property Policy and Transportation Branch is designated to perform the duties of the NUO.

1. The NUO is responsible for the following:

a. Prior to being declared excess, and subsequently reporting the personal property to GSA, ensures idle personal property is screened internally across FEMA and subsequently across the Department;

b. Ensures that all personal property reutilization efforts, including exchange/sale, donation, and recycling, adhere to all laws, regulations, and DHS policies.

c. Keeps abreast of FEMA mission requirements and identifying opportunities for reutilizing and repurposing personal property;

d. Ensures all GSA disposal methods are used in the best interest of the Department;

e. Coordinates with the DHS NUO to provide user accessibility to the Agency Asset Management System (AAMS), the GSA system used for DHS internal screening;

f. Coordinates with GSA to provide user accessibility to GSAXcess federal disposal and screening system;

g. Issues and updates Activity Address Codes (AAC);

h. Ensures updated guidance through GSA NUO memoranda is incorporated into FEMA policies and procedures;

i. Serves as the liaison between FEMA and DHS OCRSO, and/or the

GSA on matters related to the use, reutilization, or disposition of personal property;

j. Provides guidance to property officials and personnel in acquiring excess personal property in lieu of direct purchase; and

k. Provides technical assistance to property officials and personnel, including information pertaining to disposal, recycling, and GSA programs supporting property life cycle management.

FEMA Regional Administrators (RAs) and Senior Executive Service (SES) Program Heads: Responsible for managing all programs, projects, activities, duties, and responsibilities of all officers, employees, and organizational units of the Regional Office. This authority has been issued through FEMA Delegation Number: FDA 0106-1, Revision Number:00.1, Delegation of Authority to the Regional Administrators. Often, RAs and SES Program Heads delegate their duties to the Federal Coordinating Officer (FCO) for the specific disaster that they are managing. However, the overall responsibility remains with the RAs and SES Program Heads.

1. RAs and SES program heads are responsible for the following:

a. Property management policy and oversight within their region, and compliance with the provisions of this Instruction and FEMA Directive 119-7, Federal Personal Property Management;

b. Ensures sufficient resources are allocated to effectively manage the property program;

c. Ensures that the recognized DHS personal property system of record is effectively used to support property accountability and control functions by the organizational elements under their control;

d. Maintains a formal internal control program that meets the requirements of the OMB, Circular No. A-123. Conducts periodic assessments of property accountability of all sites under their operational oversight and report assessment results to the Office of Response and Recovery, the APMO, and the appropriate management levels;

e. Responds in a timely manner to APMO personal property data requests, which include ROSs; and

f. In addition, the FCO is responsible for policy compliance, auditing, and operational oversight of all non-fixed facilities in their area of operation.

Non-fixed facilities include the following:

i. Disaster-related facilities such as:

1. Joint Field Offices (JFOs); and

2. Disaster Recovery Centers (DRCs).

The Accountable Area Property Management Officer (PMO): Specific conditions exist within FEMA that necessitate delegation of a PMO authority by specific accountability areas. Using the FEMA Property Officer Designation Memorandum, PMOs are designated in writing by the appropriate authority and with concurrence from the APMO.

1. The PMO is responsible for the following:

a. Ensures all property management operations within their area of responsibility comply with FEMA Directive 119-7 and the provisions of this Instruction. They may delegate, in writing, the duties of the PMO.

b. Organizational and line of business PMOs are designated on an as-needed basis and are responsible for ensuring all property management operations within their area of responsibility (usually a site) comply with the provisions of FEMA Directive 119-7 and this Instruction.

Operational Property Management Positions

The Accountable Property Officer (APO): Provides day-to-day support of the FEMA Personal Property Asset Management Program. Using the FEMA Property Officer Designation Memorandum, APOs are designated in writing by their respective PMO and with concurrence from the APMO. If the need arises, the

APO may nominate and designate an Assistant APO (AAPO). Responsibilities of the AAPO mirror those of the APO.

1. The APO is responsible for the following:

a. Designates accountable areas and Custodial Officers (COs) to manage property within their designated area;

b. Ensures all COs are trained in local processes and procedures;

c. Ensures that all property transactions, including acquisitions, transfers, and disposals, are accurately and promptly recorded in the recognized DHS personal property system of record;

d. Develops procedures for support personnel, such as COs, to conduct required physical inventories of personal property meeting DHS-specific criteria;

e. Ensures that all inventory discrepancies are promptly reconciled, and that due diligence is applied to locate personal property that was unable to be inventoried;

f. Conducts periodic monitoring and oversight reviews to ensure that adequate property management procedures are established and effective, and that there is adequate documentation to support property management activities;

g. Identifies and reports any personal property excess to the needs of the accountable area;

h. In accordance with reporting requirements outlined in Section 7.2.2., LDD Reporting Timeline of the DHS PPAMM, processes, and initiates, when necessary, ROSs to document incidents regarding the LDD of personal property.

i. Notifies federal or local security officials of adverse incidents relating to the LDD of personal property;

j. Initiates and/or processes ROSs in a timely manner to document incidents regarding the LDD of personal property; and

k. Establishes a line of communication with their respective Contracting Officers to assist in proper coordination of the management of government property authorized by contract.

The Custodial Officer (CO): Provides day-to-day support, in their accountable area, to the APO. Designated in writing by their respective APO and with concurrence from the APMO.

1. The CO is responsible for the following:

a. Maintains proper records for personal property within the assigned accountable area;

b. Initiates or processes documents affecting the accountability or custody of personal property;

c. Ensures authorized use, proper care, and protection of the personal property;

d. Reports LDD personal property, in accordance with DHS reporting guidelines and procedures;

e. Notifies federal or local security officials of adverse incidents relating to the LDD of personal property;

f. Initiates and/or processes ROSs in a timely manner to document incidents regarding the LDD of personal property;

g. Serves as a technical advisor to the PMO, APO, and BOS, and aids as required;

h. Prepares, conducts, and reconciles personal property inventories;

i. Maintains official asset records and documentation in support of all acquisitions, transfers, and disposition activities;

j. Identifies and reports any idle personal property to the APO; and

k. Keeps abreast of on-boarding and separating employees to ensure assets are issued and collected as required.

The Supervisor: FEMA employee responsible for the direction, supervision, and rating of a Custodian authorized to use common area or individually assigned personal property assets.

1. The Supervisor is responsible for the following:

a. As part of the FEMA onboarding and orientation process, ensures that their employees receive a personal property briefing from an authorized personal property official, and that all employees understand the responsibilities, proper use, and preservation of all personal property under their control; protects, conserves, and utilizes FEMA personal property, as authorized;

b. Collaborates with the PMO and APO on the designation of COs they directly supervise, to ensure the availability and capability exists to manage FEMA personal property. Responsible for ensuring the property management performance element is included in their employee’s annual performance plan. Supervisors must allow adequate time for their employee to perform property management functions outlined in their annual performance plan. If a CO separates from FEMA or is placed on an extended leave of absence, supervisors will identify a suitable replacement;

c. Ensures that their employees are familiar with the prescribed DHS LDD reporting process and timeline. This includes, but is not limited to properly reporting and documenting the loss, damage, or destruction of all personal property to the proper authorities and property officials;

d. When employees change accountable areas or separate from FEMA, and they have personal property assets issued to them, coordinate personnel actions with the APO to ensure that assets are recovered and accounted for as part of the transfer or employee exit process; and

e. Based on the findings and recommendation of the BOS, take appropriate disciplinary action for personal property reported as LDD, as a result of misuse caused by negligence, improper use, or failure to secure or protect government equipment. This includes the failure to report LDD in the prescribed DHS timeline.

The Receiving Officer (RO): The Property management official responsible for receiving personal property and supplies. Using the FEMA Property Officer Designation Memorandum, ROs are designated in writing by the local PMO.

1. The RO is responsible for the following:

a. Count all items to make sure that the quantity received matches the quantity recorded on the receipt document (e.g., Government Bills of Lading (GBL), manifest sheets, packing slips, shipping invoices).Boxed or otherwise sealed containers need not be opened to count each item unless there is evidence that the box has been opened or the seal has been broken. Barring these circumstances, the RO may accept the unit of pack quantity listed on an unopened/unbroken, sealed box or container as being correct;

b. Verify quantities and circle the quantities received on the shipping document (e.g., GBL, packing slip);

c. Match the item(s) with the nomenclature shown on the receipt document. If no nomenclature is shown, the RO shall describe the item as accurately as possible on the receipt document;

d. List the serial or registration number of the item(s), if such number is present and not already listed on the receipt document;

e. If the item(s) arrives without shipping documents, prepare a list of the item(s) received by name, quantity, national stock number, part number, manufacturer, source of supply, or any other available information that will assist in identifying the item(s);

f. If a substitute item(s) is/are received, contact the requester, if possible, to determine if the item(s) meet(s) the requisite standard. If an item is unacceptable, the RO shall note the problem fully on the receipt document;

g. Report shipping discrepancies or obviously damaged material to the APO immediately upon receipt and not sign for any property or shipment that has discrepancies or obvious damage without the PMO’s or APO’s approval. If approval is given, the RO shall retain the damaged material until disposition instructions are provided by the APO. If it is not possible to obtain approval to receive the shipment, the RO will not sign the shipping document but will make a copy with the driver’s name and signature, stating the shipment was damaged, and refuse the shipment. Further, the RO will make a note on the receiving log with all pertinent information for property management records;

h. Sign and date the receipt document. Signatures must show the full name of the RO and must be fully recognizable and legible. The RO’s signature must not be shown as initials;

i. Maintain a receiving log and provide the original to the APO daily;

j. Forward all paperwork received with the shipment (e.g., GBL, packing slip) to the APO.

The Custodian: Any individual to include but not limited to FEMA employees and contractors, federal, state, or local partners, or any other individual that has been authorized to use common area or individually assigned personal property assets. An individual authorization is written, such as in the form of a hand receipt, or by contract terms. For common area assets, authorization may be provided verbally by an authorized property official or supervisor.

1. The Custodian is responsible for the following:

a. Uses government personal property for official business only;

b. Complies with all applicable personal property accountability and management regulations;

c. Protects, conserves, and utilizes FEMA personal property, as authorized, which includes reporting any misuse of government personal property to appropriate investigative organizations through proper channels;

d. Contacts the appropriate authority if personal property is subjected to undue risk of LDD;

e. Reports LDD personal property, in accordance with DHS and FEMA policy reporting guidelines and procedures; and

f. Reports idle personal property to their respective CO, so that it can be reutilized.

Designation Recertification

FEMA policy requires that property officers recertify their Site Job Roles on an annual basis during their annual inventory certification.

1. Designees performing in the role of PMO, APO, AAPO, CO, and RO must recertify using the FEMA Property Officer Designation Memorandum.

Topic 2: Personal Property Asset Types Outcome: FEMA is responsible for the life cycle management of all personal property that is acquired for its mission. It is important for all Custodians, authorized to use common area or individually assigned personal property, to understand the various types of personal property found throughout FEMA.

General

1. FEMA personal property is classified by the following: acquisition cost, personal property category, and sensitivity guidelines. Personal property with an acquisition cost that meets or exceeds the FEMA-established dollar threshold, or personal property meeting certain criteria, must be managed in the recognized DHS system of record as accountable personal property.

a. If capitalized, personal property is subject to depreciation over its lifetime based on the date it is placed into service.

b. Non-accountable personal property that does not meet any of the previously mentioned standards is not subject to the same accountability requirements. However, depending on the category of personal property, it may require management controls to minimize pilferage or loss.1

2. When FEMA employees and contractors enter on duty, as part of their onboarding process, they will receive the FEMA Personal Property Briefing during orientation, or reference documentation that includes the roles and responsibilities of FEMA Custodians.

Accountable Personal Property

1. Accountable personal property includes assets that meet one or more of the following criteria: (1) expected useful life is two years or longer and an asset value of $5,000 or more; (2) that is classified as sensitive; (3) for which accountability or property control records are maintained; or (4) otherwise warrants tracking in the recognized DHS personal property system of record.1

Personal property that may require tracking regardless of value include, but are not limited to: sensitive, hazardous, leased, capitalized, heritage, disaster, aircraft, and fleet.

Sensitive Personal Property

1. Sensitive personal property is comprised of assets, regardless of value, which require a high degree of protection and control due to the impact that their loss would have on FEMA. Regardless of acquisition cost, sensitive personal property is considered accountable. Examples of sensitive personal property asset types include, but are not limited to:

a. Dangerous and hazardous property;

b. Law and non-law enforcement badge & credentials; 2

c. Land, air, or marine assets identified as law enforcement or mission critical;

d. Classified, undercover, and security sensitive information;3 and

e. Secure communications.

2. Questions regarding the identification of sensitive equipment should be directed to the FEMA Personal Property Policy and Oversight Branch.

1 Some personal property may not meet the accountability threshold; however, due to operational requirements, the accountable APO may want specific assets to be designated as accountable.

Prior to an asset being designated and managed as accountable personal property, all requests must be approved, in writing, by the APMO.

2 These classifications do not preclude FEMA from specifying additional personal property classifications as sensitive to effectively manage the personal property asset management program.

3 Assets meeting this category should be managed under programs and systems of record that meet applicable federal laws, regulations, and DHS policies.

3. Sensitive personal property is accounted for in an accountable system of record.4

4. FEMA property officers should work with their local security officials to ensure appropriate security controls are established for sensitive property.

5. With approval from DHS OCRSO, FEMA may deviate and request that an asset have a higher Equipment Control Class (ECC) designation. For additional information on ECC designation, please reference Section 5.7.2 of the DHS PPAMM.

Hazardous Personal Property

1. FEMA complies with all applicable federal, state, and local environmental laws and regulations in the performance of its mission. Many personal property assets are not hazardous even though the asset may contain hazardous components or material.

2. The FEMA APMO is responsible for the following regarding hazardous personal property:

a. Ensure that Custodians are trained and equipped to handle hazardous property and equipment.

b. Ensure all hazardous personal property and material is properly packaged, labeled, stored, utilized, moved, and disposed of in accordance with all packaging instructions, environmental laws, regulations, and DHS policy.

Leased Personal Property Leased personal property is equipment that is not owned, but instead is leased by FEMA with stipulated terms in a leasing agreement or other contract.

1. This category excludes personal property leased by contractors in the performance of a contract. All leased personal property, regardless of lease term or charge, is subject to the same asset management life cycle and accountability standards as FEMA-owned personal property.

Capitalized Personal Property

1. In accordance with Section 3.1 of the DHS Financial Management Policy

Manual (FMPM), capitalized personal property consists of non-expendable assets with an estimated useful life of two years or more, and an acquisition cost at or above the established DHS capitalization threshold. Managed in the recognized DHS personal property system of record and tied to the FEMA General Ledger (GL), capitalized personal property is subject to depreciation based on useful life/service life of the asset. For specific information and guidelines on capitalized thresholds and depreciation methods, please reference Chapter 3, Financial Management and Accounting of the FMPM.

Heritage Personal Property In accordance with DHS Directive 017-01-001, Instruction Guide on the Historic Preservation in Asset Management and Operations, “All Components with asset

4 An accountable system of record does not necessarily mean the recognized DHS system of record.

management responsibilities must designate a Historic Preservation Contact.”

The FEMA Office of Environmental Planning and Historic Preservation designates a Federal Preservation Officer (FPO) as the POC for all historic preservation questions. Responsibility for approving assets as having historical significance will fall upon the FPO; however, guidance in the proper utilization, care, and disposal of personal property is the responsibility of the APMO.

1. Any personal property that is retained by FEMA because of its historical, cultural, educational, architectural, or artistic value, as opposed to its current usefulness to carrying out the mission of FEMA is considered heritage personal property. Some items because of their age or obvious historical significance are deemed inherently historical artifacts.

a. Heritage assets are expected to be preserved indefinitely.

2. Examples of heritage personal property include, but are not limited to:

a. Flags;

b. Pennants;

c. Medals; and

d. Insignia.

3. Any FEMA Custodian may suggest personal property be identified and considered for historic preservation; however, the FPO working with the APMO is the approving authority.

4. Personal property identified as heritage may no longer be used for the purpose in which it was originally intended.

5. In order to preserve and extend the life of heritage personal property, it must be handled and stored by a limited group of personnel, using specific handling procedures, using internal physical security measures.

6. Loans of heritage personal property must be approved by the APMO, and they may not be used for the following purposes:

a. Profit;

b. Commercially; and

c. Privately.

7. No FEMA employee or contractor has the authority to sell, transfer, donate, destroy, or dispose of personal property identified as heritage assets without the approval of the APMO.

Disaster Personal Property In accordance with Section 403 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, FEMA, at the direction of the President, may transfer excess personal property to Other Federal Agencies (OFAs). In addition, FEMA may loan personal property to state and local governments with or without compensation, following a major emergency or disaster.

1. Property deployed to support disaster and emergency response missions must be supported with a unique MA, disaster, or emergency identifying information.5

Aircraft Personal Property Aircraft is defined as a machine capable of sustained flight; is manned or unmanned, whether control is onboard, remote, or autonomous; and is powered by turbine, reciprocating or electric engines, powered-lift, air currents, or other means.

1. Aircraft examples include, but are not limited to:

a. Airplanes;

b. Helicopters;

c. Rotorcraft;

d. Gliders;

e. Blimps;

f. Lighter-than-air aircraft; and

g. Unmanned aircraft systems (UAS)

i. Drones

ii. Unmanned aerial vehicles

iii. Unmanned aerial systems

iv. Remotely piloted aircraft

2. UAS serve as beneficial tools to the FEMA mission; however, unsafe, or unauthorized operations may pose a threat to public safety and security. DHS requires strict control and management over UAS. Specifically, UAS that weigh less than 55lbs, which are referred to as small unmanned aircraft systems (sUAS). FEMA has no plans to procure or operate sUAS. All proposals or requests to procure sUAS must be directed to the FEMA Air Operations program office through APSS. All requests will be elevated to the Assistant Administrator for Response.

Fleet Personal Property Fleet property consists of motor vehicles, which are defined as any vehicle, self-propelled or drawn by mechanical power, designed, and operated principally for highway transportation of property or passengers, but does not include a military design motor vehicle or vehicles not covered by Motor Vehicle Management, Title 41 C.F.R. Pt. 102-34.

1. Motor vehicles are considered personal property, and they are subject to the same asset management life cycle and accountability standards as other accountable personal property. For specific guidance on motor vehicles, consult DHS Directive 119-01, Motor Vehicle Fleet Management Program, and DHS Manual 119-01-001-01, Motor Vehicle Fleet Program Manual.

5 For specific guidance related to disaster property associated with a MA, please reference Topic 6 of this Instruction.

Non-accountable Personal Property

Non-accountable personal property has an acquisition cost below $5,000 or is considered expendable, meaning it is consumed, loses its identity, or becomes an integral part of other personal property, and is charged to an expense account either when it is issued for use or at the time of receipt. Non-accountable personal property shall not be recorded in the recognized DHS personal property management system.

1. Examples of non-accountable personal property include, but are not limited to:

a. Office supplies;

b. Accessory computer equipment (sound cards, graphics cards, memory boards); and

c. Systems furniture.

Controlled Personal Property Personal property that does not meet the standard to be considered accountable, but still requires managed control of its use, is considered controlled property.

1. Controlled personal property is not held to the same standards as accountable personal property, meaning it is not subject to complete life cycle management and is not recorded in the recognized DHS personal property system of record. However, it may still require some type of administrative controls to ensure appropriate use. Controls established for this type of personal property might require the user to return it to a primary official each day or get approval prior to using it. Examples of controlled property include the following:

a. Tools, e.g., drill bits, hammers, wrenches; and

b. Non-sensitive protective equipment, e.g., tool belts and hard hats.

Communications Security Personal Property DHS 4300B.200, Communication Security (COMSEC), defines COMSEC as the measures and controls to deny unauthorized individuals information derived from telecommunications and to ensure the authenticity of such telecommunications.

1. COMSEC assets, also known as Controlled Cryptographic Items (CCI), are the property of the DHS COMSEC Central Office of Record (COR). The DHS COMSEC COR has operational responsibility for all forms of CCI throughout DHS; however, the FEMA APMO is responsible for maintaining an awareness of the existence of CCI within FEMA and certifying that they are accountable in a system that is appropriate for their classification.

2. CCI designed to provide security to telecommunications networks managed by a COMSEC Account Manager and has its own security protocols in place, separate from the FEMA Personal Property Management Program policies and procedures.

3. FEMA CCI is managed by COMSEC Account Managers in the DHS COMSEC Accounting, Reporting, and Distribution System (CARDS). Due to the comingled nature of accountable personal property and CCI, FEMA property officers should have an awareness of CCI equipment; however, CCI should never be managed or inventoried by property officers using the recognized DHS personal property system of record.

a. Examples of CCI include, but are not limited to:

i. Secure, Type 1 Office Phones (vIPer/FNBE21 and FNBF21)

Secure cell phones

ii. Secure Data Network Encryptors (KG-175 and KG-250)

iii. Fortezza Cards for STE Phones (KSV-21)

iv. Secure satellite phones

v. Secure mobile radios

vi. Crypto ignition keys

vii. Fortezza cards

viii. Safes

b. Class 5 and 6 GSA Approved Security Containers (safes) are considered accountable property and accounted for in the DHS personal property system. Class 5 and 6 safes are approved for the storage and protection of CCI. These types of safes are normally maintained (Regular Combination Changes) by DHS COMSEC Account Managers. Questions and guidance regarding CCI and the requirements for management and control should be addressed to the appropriate DHS COMSEC Account Manager or COMSEC COR.

Topic 3: Personal Property Life Cycle Outcome: Personal property life-cycle management provides both physical and financial accountability of all FEMA-owned personal property. Personal property life-cycle management involves the following main phases: acquisition, receiving, utilization, and disposition. Within the primary phases there are multiple functional areas that are executed during the life cycle process.

Acquisition

The following section provides general information on the acquisition process, and the role that the FEMA Personal Property Management Program plays in that process. The procedures described in this section are not intended to supersede existing DHS acquisition procedures. Rather, they are meant to supplement information contained in the Homeland Security Acquisition Manual (HSAM), and guidance provided by the FEMA Office of the Chief Procurement Officer (OCPO) and FEMA OCFO.

1. Acquisition is the first phase of the asset life cycle. Acquisition begins when a business need has been determined. Personal property may be acquired through purchase, lease, or transfer; however, DHS policy states that prior to making new purchases via procurement request or FEMA purchase card, personal property should be obtained by reutilizing existing excess personal property made available to FEMA, DHS Components, and OFAs.

2. It is important for FEMA Custodians to have an awareness and an understanding of the role that FEMA property officers have in the procurement process. Upon identifying a need, Custodians should contact their applicable CO or APO, and working with the NUO, identify available excess personal property that may fill the requestors business need. If suitable personal property is available as excess, either within FEMA, DHS, or OFAs, the requestor should request and acquire that personal property rather than procure new personal property.

Procurement Requests

1. If excess personal property is unavailable, property officers will direct requestors to the FEMA OCPO. OCPO is responsible for delivering mission capability through the contracting of critical supplies and services to support FEMA disaster and non-disaster related efforts in the field, as well as at regional offices and Headquarters. When practical, procurement of personal property through a contract vehicle is the preferred method of acquisition.

Acquisition Using a FEMA Purchase Card

1. For business needs that meet mission-critical requirements, are unavailable through regular government supply sources, and do not require competitive bids or quotes, micro-purchases with a FEMA purchase card may be considered. Requestors should contact their Approving Official (AO) or Alternate Approving Official (AAO) for additional information and guidance regarding FEMA acquisition and financial management policies that regulate purchases or payments. For purchases specific to an MA, requestors should contact the appropriate Disaster Alternate Approving Official (DAAO).

Requestors may also contact the FEMA OCFO, Financial Management Division (FMD) for additional guidance.

a. Two forms are used to document acquisition by a FEMA purchase card:

i. DHS Form 1501, Purchase Card Transaction Worksheet; and

ii. FEMA Form 143-0-1, Requisition for Supplies, Equipment, Services, Personnel and/or Teams.

Receiving

Receiving occurs when newly-acquired personal property is accepted by an authorized official at a designated receiving point. Operating independently from APOs, ROs must inspect all personal property at the receiving point to check for discrepancies and damage. Accountability for personal property begins upon receipt, making the receiving phase important in establishing complete and accurate records within the recognized DHS personal property system of record.

This section provides a high-level overview of the FEMA receiving process, which identifies the roles and responsibilities through the process.

Receiving Personal Property Through Procurement Requests In accordance with contract administration, the contracting officer and/or COR ensure all shipments are delivered directly to the designated RO located at a specified receiving point or warehouse, and not directly to the intended Custodian(s).

1. When the personal property is received, provide copies of purchase documents to the appropriate PMO/APO. These documents will reflect and include the make, model, cost (including transportation costs), detailed description, serial number, purchase order or control number, and acquisition date. This requirement applies to all shipments requisitioned and procured within FEMA.

Receiving Personal Property Using a FEMA Purchase Card

1. In accordance with Chapter 5, Section E of the FEMA Purchase Card

Program and Policy Guide, Version 2; FEMA Policy 143-0-2, dated April 2017, cardholders and other personnel who purchase or receive personal property must report it to their local APO within five days of receipt so it can be properly barcoded and added to the recognized DHS personal property system of record.

a. Personal property is inspected at the designated receiving point. The receiving function has two primary goals:

i. Verify that newly received personal property matches what was purchased; and

ii. Ensure that personal property is not damaged and/or faulty.

b. Copies of all transaction documentation related to acquisition and receiving of the personal property shall be provided to the APO.

Examples of transaction documentation include, but are not limited to:

i. Requisitions;

ii. Purchase order;

iii. Receipts;

iv. Invoices; and

v. Receiving documents.

Receiving Records Establishing accurate receiving records is critical to maintaining a clear audit trail throughout the personal property asset life cycle. Records will be retained by the local PMO and APO, in accordance with FEMA Manual 141-1-1, Records Management Files Maintenance and Records Disposition, and the Records Disposition Schedule.

1. When accepted by the RO, receiving documentation will be signed for acknowledgement and filed along with the acquisition documents. All personal property data will be entered on a receiving log for tracking property accepted into the activity.

2. Once the personal property is accepted by the RO, the invoice will be sent to finance officials for payment and a copy furnished to the APO, if requested.

Property Recordation A critical component of establishing accountability is to make sure that property data for personal property is standardized and recorded in the recognized DHS personal property system of record. In accordance with Section 5.4.3 of the PPAMM, within seven business days of receipt to FEMA, personal property shall be recorded within the recognized DHS personal property system of record. ROs shall ensure that received personal property is provided to the applicable APO as soon as possible, so that the personal property can be recorded within the prescribed DHS accountability recordation timeline.

1. APOs are responsible for performing data…