Attachment_8_NPS_Personal_Property_Management_Handbook___44.pdf

Release 6 January 2009

NATIONAL PARK SERVICE

PERSONAL PROPERTY MANAGEMENT HANDBOOK # 44

PERSONAL PROPERTY MANAGEMENT

HANDBOOK # 44

Table of Contents

INTRODUCTION

SECTION 1: PERSONAL PROPERTY ADMINISTRATION

1.0 -- SCOPE

1.1 -- DEFINITIONS

1.2 -- SUPPLEMENTAL REGULATIONS

1.3 -- COMPLIANCE REVIEWS

1.4 -- PROPERTY MANAGEMENT FORMS

1.5 -- ACCOUNTABILITY STRUCTURE AND RESPONSIBILITIES

SECTION 2: PERSONAL PROPERTY ACCOUNTABILITY

2.0 -- ACCOUNTABLE PROPERTY

2.1 -- CAPITALIZATION AND ACCOUNTABILITY RECORDS

2.2 -- ACCOUNTING FOR CAPITALIZED PROPERTY

2.3 -- CAPITALIZATION THRESHOLD

2.4 -- GENERAL LEDGER ACCOUNT

2.5 -- PROPERTY ACCOUNTABILITY RECORDS

2.6 -- PROPERTY RECORDS RETENTION AND DISPOSAL

2.7 -- ACCOUNTABLE PROPERTY OFFICER - RELIEF OF ACCOUNTABILITY

2.8 -- CUSTODIAL PROPERTY OFFICER - RELIEF OF ACCOUNTABILITY

2.9 -- TRANSFER OF ACCOUNTABILITY

2.10 -- RESPONSIBILITY RECORDS

2.11 -- PROPERTY CLEARANCE

2.12 -- PROPERTY PASS

2.13 -- USE OF GOVERNMENT-OWNED PROPERTY IS RESTRICTED

2.14 -- PROPERTY MANAGEMENT REPORTING REQUIREMENTS

SECTION 3: PERSONAL PROPERTY INVENTORIES

3.0 -- PROPERTY INVENTORIES RESPONSIBILITY

3.1 -- ANNUAL PHYSICAL INVENTORIES

3.2 -- IDENTIFYING AND COUNTING

3.3 -- ADVISING THE ACCOUNTABLE PROPERTY OFFICER

3.4 -- NOTIFICATION TO THE ACCOUNTABLE PROPERTY OFFICER

3.5 -- ACCOUNTABLE PROPERTY OFFICER ACTION

3.6 -- ADDITIONS TO THE INVENTORY

3.7 -- SUBTRACTIONS FROM THE INVENTORY

3.8 -- SPECIAL INVENTORIES

3.9 -- ANNUAL INVENTORY RECONCILIATION

3.10 -- INVENTORY CERTIFICATION STATEMENTS

3.11 -- INVENTORY REPORTS

3.12 -- INVENTORY DOCUMENT RETENTION

3.13 -- REPLACEMENT BAR CODE LABELS

3.14 -- LEASED PROPERTY INVENTORY

3.15 -- CAPITAL VERSUS OPERATING LEASES

SECTION 4: CLASSIFICATION OF PROPERTY

4.0 -- RESPONSIBILITY

4.1 -- PERSONAL PROPERTY CLASSIFICATION

4.2 -- CLASSIFICATION CRITERIA

SECTION 5: RECEIPT OF PROPERTY AND SERVICES

5.0 -- SCOPE

5.1 -- POLICY

5.2 -- BASIC RECEIVING PRINCIPLES

5.3 -- DOCUMENTATION OF RECEIPTS

SECTION 6: IDENTIFICATION OF PERSONAL PROPERTY

6.0 -- GOVERNMENT OWNERSHIP IDENTIFICATION MARKINGS

6.1 -- EXEMPTION

6.2 -- ASSIGNMENT & DISPLAY OF PROPERTY NUMBERS

6.3 -- ITEMS REQUIRING SPECIAL IDENTIFICATION

6.4 -- STANDARDIZED PROCEDURES FOR THE PLACEMENT OF BARCODE LABELS ON PERSONAL

PROPERTY THROUGHOUT THE NPS

6.5 -- LABELING PROCEDURES FOR METAL AND PAPER PRESSURE-SENSITIVE ADHESIVE TYPE LABELS ... 49

SECTION 7: STORES RECORDS MANAGEMENT

7.0 -- GENERAL STORES MANAGEMENT

7.1 -- GENERAL LEDGER CONTROL ACCOUNT

7.2 -- STOREHOUSE RECORDS

7.3 -- PERIODIC RECONCILIATION

7.4 -- DESIGNATION OF EMPLOYEES AUTHORIZED TO WITHDRAW PROPERTY FROM A STOREHOUSE 51

7.5 -- DOCUMENTATION OF ISSUES

7.6 -- RECORDS AND CONTROL OF TAX-FREE ALCOHOL

7.7 -- ANNUAL REVIEW AND REPORT OF TAX-FREE ALCOHOL

7.8 -- CENTRAL SUPPLY ITEMS

7.9 -- PROGRAM OFFICE RESPONSIBILITIES

7.10 -- CENTRAL SUPPLY OPERATION

7.11 -- CENTRAL SUPPLY STOCK RECORD CARDS AND SEMI ANNUAL INVENTORIES

7.12 -- STORAGE OF CENTRAL SUPPLY ITEM(S)

7.13 -- CENTRAL SUPPLY ACTIVITY LOCATIONS AND RESPONSIBILITIES

7.14 -- INSTRUCTIONS FOR REQUISITIONING CENTRAL SUPPLY ITEMS

7.15 -- REQUISITIONING OFFICE RESPONSIBILITIES

SECTION 8: SURVEY PROCEDURES

8.0 -- SCOPE

8.1 -- RELIEF FROM ACCOUNTABILITY

8.2 -- SURVEY ACTION IS NOT REQUIRED

8.3 -– REFERRAL TO SURVEY AUTHORITY

8.4 -- SURVEY ACTION REQUIRED

8.5 -- TYPES OF SURVEY AUTHORITY

8.6 -- STANDING BOARD OF SURVEY

8.7 -- LOCAL SURVEY OFFICER

8.8 -- TRAVELING SURVEY OFFICER

8.9 -- SPECIAL BOARDS OF SURVEY

8.10 -- REPORT OF SURVEY FORMS

8.11 -- DISTRIBUTION

8.12 -- ADDITIONAL DISTRIBUTION

8.13 -- NOTIFICATION OF A BOARD OF SURVEY/SURVEY OFFICER

8.14 -– SURVEY SIGNATURE

8.15 -– BOARD OF SURVEY ACTIVITY LIMITATIONS

8.16 -– CONTINUING SURVEYED PROPERTY IN SERVICE

8.17 -– WITNESSING DESTRUCTION OR REDUCTION TO SCRAP

8.18 -– DESTRUCTION AND DISPOSAL OF HAZARDOUS MATERIALS

8.19 -- REVIEWING AUTHORITY FOR REPORTS OF SURVEY

8.20 -- AUTHORITY TO OVERTURN FINDINGS AND DETERMINATIONS

8.21 -- REMOVAL OF SURVEYED PROPERTY FROM ACCOUNTABILITY RECORDS

8.22 -- PROPERTY IRREGULARITIES

8.23 -- REPORTING THEFT, UNAUTHORIZED USE, OR VANDALISM TO LAW ENFORCEMENT AUTHORITIES

8.24 -- INVESTIGATION REQUIREMENT

8.25 -- BOARD OF SURVEY OR SURVEY OFFICER RESPONSIBILITIES

8.26 -- EMPLOYEE LIABILITY, NOTIFICATION, AND APPEAL

8.27 -- EMPLOYEE NOTIFICATION AND PARTICIPATION

8.28 -- FINANCIAL LIABILITY AND DISCIPLINARY ACTIONS

8.29 -- DETERMINING THE AMOUNT OF FINANCIAL LIABILITY

8.30 -- DEPRECIATION FORMULA FOR LOST, DAMAGED OR STOLEN PROPERTY

8.31 -- EMPLOYEE NOTIFICATION OF FINDINGS AND DETERMINATIONS

8.32 -- EMPLOYEE APPEAL OF SURVEY FINDINGS AND DETERMINATIONS

8.33 -- TRANSMITTAL OF THE OFFICIAL FILE

8.34 -- DEBT COLLECTION

8.35 -- BILLING THE EMPLOYEE

8.36 -- UNSERVICEABLE PROPERTY

8.37 -- RELIEF FROM ACCOUNTABILITY FOR UNSERVICEABLE PROPERTY

8.38 -- CERTIFICATE OF UNSERVICEABLE PROPERTY SIGNATURE

8.39 -- CERTIFICATE OF UNSERVICEABLE PROPERTY FORMS

8.40-- CONDUCTING AN UNSERVICEABLE PROPERTY ACTION

8.41 -- DETERMINATION OF UNSERVICEABLE PROPERTY

8.42 -- CONTINUING UNSERVICEABLE PROPERTY IN SERVICE

8.43 -- WITNESSING DESTRUCTION OR REDUCTION TO SCRAP

8.44 -- DESTRUCTION AND DISPOSAL OF HAZARDOUS MATERIALS

8.45 -- REVIEWING AUTHORITY FOR CERTIFICATES OF UNSERVICEABLE PROPERTY

8.46 -- AUTHORITY TO OVERTURN FINDINGS DETERMINATIONS FOR UNSERVICEABLE PROPERTY ... 79

8.47 -- REMOVAL OF UNSERVICEABLE PROPERTY FROM ACCOUNTABILITY RECORDS

SECTION 9: MANAGEMENT OF FIREARMS AND AMMUNITION

9.0 -- SCOPE

9.1 -- LAW ENFORCEMENT FIREARMS AND AMMUNITION

9.2 -- MUSEUM COLLECTION FIREARMS AND AMMUNITION

9.3 -- ACCOUNTABILITY AND CONTROL OF FIREARMS AND AMMUNITION

9.4 -- CENTRALIZED RECEIVING POINT FOR FIREARMS ISSUED BY THE FEDERAL LAW ENFORCEMENT

TRAINING CENTER (FLETC)

9.5 -- ACQUISITION OF FIREARMS

9.6 -- PURCHASE OF NEW AND/OR REPLACEMENT FIREARMS

9.7 -- MARKING AND IDENTIFICATION OF FIREARMS

9.8 -- SHIPMENT/INSPECTION OF FIREARMS

9.9 -- INVENTORIES OF FIREARMS AND AMMUNITION

9.10 -- SPECIAL INVENTORIES OF FIREARMS AND AMMUNITION

9.11 -- USE OF NON-GOVERNMENT-OWNED FIREARMS

9.12 -- EXCHANGE OF FIREARMS ISSUED BY FLETC

9.13 -- ISSUANCE OF FIREARMS TO SEASONAL COMMISSIONED EMPLOYEES

9.14 -- ADVISING THE ACCOUNTABLE PROPERTY OFFICER OF TRANSFERS

9.15 -- SEPARATION OF LAW ENFORCEMENT PERSONNEL FROM THE SERVICE OR POSITION

9.16 -- ISSUANCE OF FIREARMS AND AMMUNITION

9.17 -- SECURITY AND STORAGE OF FIREARMS AND AMMUNITION

9.18 -- UTILIZATION AND DISPOSAL OF EXCESS FIREARMS AND AMMUNITION

9.19 -- DISPOSAL CONDITION CODES

9.20 -- SCREENING OF AVAILABLE EXCESS FIREARMS

9.21 -- DONATION OF FIREARMS TO OTHER LAW ENFORCEMENT ENTITIES

9.22 -- DISPOSAL/DESTRUCTION OF FIREARMS

9.23 -- DISPOSAL OF AMMUNITION

9.24 -- SHIPPING AND PACKAGING INSTRUCTIONS FOR FIREARMS

9.25 -- SALE OF FIREARMS/WEAPONS

9.26 -- REPORTING FIREARMS AS LOST OR STOLEN

9.27 -- ABANDONED, FORFEITED OR DESTROYED FIREARMS

SECTION 10: UTILIZATION AND DISPOSAL OF HAZARDOUS MATERIALS AND PERSONAL

PROPERTY

10.0 -- SCOPE

10.1 -- HAZARDOUS MATERIALS

10.2 -- IDENTIFICATION/INVENTORY OF HAZARDOUS MATERIALS

10.3 -- REPORTING REQUIREMENTS

10.4 -- TRANSFER OF HAZARDOUS MATERIALS

10.5 -- DONATION OF HAZARDOUS MATERIALS

10.6 -- REPORTING HAZARDOUS MATERIALS FOR SALE

10.7 -- TRANSPORTATION OF HAZARDOUS MATERIALS

10.8 -- SPECIAL TYPES OF HAZARDOUS MATERIALS

10.9 -- SPECIAL REQUIREMENTS FOR UTILIZATION, DONATION, SALE, AND ABANDONMENT OR

DESTRUCTION OF HAZARDOUS MATERIALS

10.10 -- PERSONAL PROPERTY

10.11 -- PROPERTY UTILIZATION REVIEWS

10.12 -- REASSIGNMENT OF PERSONAL PROPERTY

10.13 -- SCREENING NON-REPORTABLE AVAILABLE PROPERTY

10.14 -- SCREENING REPORTABLE AVAILABLE PROPERTY

10.15 -- REPORTING REQUIREMENTS

10.16 -- FORMS AND DISTRIBUTION OF REPORTS

10.17 -- PROPERTY NOT REQUIRED TO BE FORMALLY REPORTED

10.18 -- ITEMS REQUIRING SPECIAL HANDLING

10.19 -- TRANSFERS OF EXCESS PROPERTY

10.20 -- REIMBURSEMENT

10.21 -- PROCEDURES FOR EFFECTING TRANSFERS

10.22 -- COSTS OF CARE AND HANDLING

10.23 -- USE OF EXCESS PERSONAL PROPERTY ON COST-REIMBURSEMENT CONTRACTS

10.24 -- GIFTS AND DECORATIONS RECEIVED FROM FOREIGN GOVERNMENTS OR FOREIGN INDIVIDUALS 97

10.25 -- GIFTS GIVEN TO FOREIGN GOVERNMENTS OR FOREIGN INDIVIDUALS

10.26 -- DONATION OF PERSONAL PROPERTY

10.27 -- REVIEWING AUTHORITY

10.28 -- REPORTS

10.29 -- DIRECT DONATION OF EXCESS AND SURPLUS PERSONAL PROPERTY

10.30 -- ABANDONMENT OR DESTRUCTION OF PERSONAL PROPERTY

10.31 -- SALE OF PERSONAL PROPERTY

10.32 -- CONDUCT OF SALES

10.33 -- ABANDONMENT OR DESTRUCTION OF PERSONAL PROPERTY

10.34 -- LOST AND FOUND UNCLAIMED PROPERTY

10.35 -- RECOVERY OF PRECIOUS METALS

10.36 -- EXCHANGE/SALE AUTHORITY

10.37 -- TRANSFER AND EXCHANGE BETWEEN FEDERAL AGENCIES

10.38 -- RESTRICTIONS AND LIMITATIONS

10.39 -- SPECIAL AUTHORIZATIONS

10.40 -- EXCHANGE AND SALE PROCEDURES

SECTION 11: MOTOR VEHICLE MANAGEMENT

11.0 -- PURPOSE

11.1 -- SCOPE

11.2 -- AUTHORITY

11.3 -- RESPONSIBILITIES

11.4 -- DEFINITIONS

11.5 -– ACQUIRING FUEL EFFICIENT MOTOR VEHICLES

11.6 -– MOTOR VEHICLE ACQUISITIONS

11.7 -- SOURCES OF SUPPLY FOR MOTOR VEHICLES

11.8 -- MANDATORY PROVISIONS AFFECTING THE ACQUISITION AND USE OF MOTOR VEHICLES

11.9 -- LEASING OF MOTOR VEHICLES

11.10 -– MOTOR VEHICLE IDENTIFICATION AND EXEMPTIONS

11.11 -– VEHICLE LICENSE PLATES

11.12 -- LOST OR STOLEN LICENSE PLATES

11.13 -– ASSIGNMENT OF LICENSE PLATE NUMBERS

11.14 -– REQUISITIONS FOR LICENSE PLATES

11.15 -- OFFICIAL USE OF GOVERNMENT MOTOR VEHICLES

11.16 – TRANSPORTATION OF NON-OFFICIAL PASSENGERS

11.17 -– USE OF PRIVATELY OWNED VEHICLES (POV) FOR OFFICIAL BUSINESS

11.18 -– UNAUTHORIZED USE OF MOTOR VEHICLES

11.19 -– ADVERSE AND DISCIPLINARY ACTION

11.20 -– PERSONAL USE OF GOVERNMENT OWNED OR LEASED MOTOR VEHICLES/EQUIPMENT

11.21 -- VIOLATION OF STATE AND LOCAL MOTOR VEHICLE TRAFFIC LAWS

11.22 -– MOTOR VEHICLE REPLACEMENT, ASSIGNMENT, UTILIZATION, TRANSFER, AND DISPOSAL .. 118

11.23 -– VEHICLE UTILIZATION STANDARDS

11.24 -– VEHICLE UTILIZATION STANDARD EXCEPTIONS

11.25 -- GSA VEHICLE ROTATION

11.26 -- SIZE RESTRICTIONS

11.27 -- FUEL EFFICIENCY REQUIREMENTS

11.28 -– VEHICLE USAGE LIMITATIONS

11.29 -- REIMBURSEMENT FOR SERVICES

11.30 -- OPERATOR'S LICENSES AND IDENTIFICATION CARDS

11.31 -– CARE, SAFETY AND SECURITY OF MOTOR VEHICLES

11.32 -- SCHEDULED MAINTENANCE

11.33 -- DEPARTMENT OF THE INTERIOR SELF-INSURER CARD

11.34 -- REPORTING MOTOR VEHICLE ACCIDENTS

11.35 –- ACCIDENT REPORTING PROCEDURES

11.36 -- U. S. GOVERNMENT RESPONSIBILITY

11.37 -- GOVERNMENT RENTAL CAR COMPANY RESPONSIBILITY

11.38 -– OPERATOR FINANCIAL RESPONSIBILITY

11.39 -- OPERATOR'S PACKET FOR GSA LEASED VEHICLES

11.40 -– MAINTENANCE AND REPAIR OF COMMERCIALLY LEASED OR PURCHASED VEHICLES

11.41 -– SERVICE AND REPAIR OF RENTAL VEHICLES

11.42 -– VEHICLE REPAIR LIMITATIONS

11.43 -– VEHICLE INSPECTIONS

11.44 -- TRANSFER, STORAGE, AND DISPOSAL OF MOTOR VEHICLES

11.45 -– PARKING AND STORAGE

11.46 -- PROCUREMENT OF PARKING ACCOMMODATIONS

11.47 -- FLEET CHARGE CARDS

11.48 -– MOTOR VEHICLE FUELING

11.49 -– MOTOR VEHICLE FUEL USAGE

11.50 -- MAINTENANCE OF MOTOR VEHICLE RECORDS

11.51 -- MOTOR VEHICLE REPORTING DATA

11.52 -- OFFICIAL USE OF GOVERNMENT PASSENGER CARRIERS BETWEEN RESIDENCE AND PLACE OF

EMPLOYMENT

11.53 -- AUTHORIZED USES OF GOVERNMENT MOTOR VEHICLES FOR HOME-TO-WORK

TRANSPORTATION

11.54 -- PROCEDURES FOR AUTHORIZING THE USE OF A GOVERNMENT MOTOR VEHICLE BETWEEN AN

EMPLOYEE’S RESIDENCE AND PLACE OF EMPLOYMENT

11.55 -– HOME-TO-WORK REPORTING RESPONSIBILITIES

11.56 -– REPORTING HOME-TO-WORK VEHICLE USAGE

11.57 -– HOME-TO-WORK CONGRESSIONAL REPORTS

11.58 -- CLEARANCE REQUIREMENTS

11.59 -– TERMINATION OF APPROVED AUTHORIZATIONS

Release No. 6 January 2009

Introduction The function of personal property management is based upon the Code of Federal Regulations (CFR), the laws passed and amended by Congress, called statutory law and their application issued as Federal, Department, and Agency regulations, called administrative law. Both statutory and administrative laws are legally binding. They establish the legal framework within which the conduct of personal property management must be accomplished.

There are two principal laws passed by the United States Congress that establish the main body of statutory and regulatory requirements relevant to the management of Government personal property.

(a) The First Act is the Federal Property and Administrative Services Act of 1949 (Title 40 U.S.C.). One of the aspects of this act was the creation of the General Services Administration (GSA). One of the many responsibilities assigned GSA was to establish regulations guiding and governing civilian executive agencies of the Federal Government in all matters pertaining to property management, to include physical accounting and control of Government property.

(b) The Second Act, Public Law 84-863, passed in 1956, requires that financial accounting as well as physical accounting be incorporated in property management. This is why every property transaction, whether for land, buildings, supplies, equipment, or services, must include financial information, and be accounted for. All Government property is accountable. By law, all financial accounting systems within the Federal Government are within the purview of the General Accounting Office (GAO). The GAO Policy and Procedural Manual for Guidance of Federal Agencies, Title 2, Accounting, Section 12.5 establishes Government-wide accounting principles and standards for all Government property, governing such items as capitalization of fixed assets, trade-in, purchase discounts, exchange/sale, handling and storage costs, physical inventories, and depreciation.

In order to implement these laws as amended, Government-wide regulations are established by the Office of the President (Executive Orders and Office of Management and Budget (OMB) Directives), GSA and OMB. Federal Agencies and their sub-activities are required to further amplify these laws, regulations, Executive Orders, and manuals into operating procedures for accomplishing all property management requirements within their own area of responsibility.

This will insure that specific required applications occur with the exact emphasis necessitated by the uniqueness of each agency.

In addition to the two laws referenced above, the following statutory provisions establish property management requirements for the NPS:

(1) Section 202 (b) of the Federal Property and Administrative Services Act of 1949, as amended (40 U.S.C. 483b) requires each executive agency to maintain formal accountability systems for property under its control.

(2) Title 31 of the U.S. Code (31 U.S.C. 1344) Use of Government Transportation Property.

(3) Title 31 of the U.S. Code (31 U.S.C. 3512) requires systems maintenance, internal controls, and adequate monetary property accounting records.

4) Title 18 of the U.S. Code (18 U.S. C. 641) provides “Whoever embezzles, steals, purloins, sells, conveys, disposes of records, money, or other items of value to the ‘United States’ or other federal entity, will be fined not more than $10,000 or imprisoned not more than 10 years, or both. But, if the value does not exceed $100 they will be fined not more than $1000 or imprisoned not more than one year, or both.”

(5) Title 16 of the U.S. Code (16 U.S.C. 18f) facilitates the management and preservation of museum properties.

Policies, regulations and procedures continuously undergo change. Causes of such change vary.

Some occur as a result of new laws passed by the Congress as well as the repeal by Congress of existing law. Other changes occur because of direction or emphasis on the part of the Executive Branch. Still other changes occur due to the creation of new system and method capabilities, sometimes called "enhancing the state of the art."

As a result, both Federal and Organizational regulations, directives and procedures require continuous amendment. This causes property management to be dynamic rather than static.

This means that those persons involved in property management must be alert to change, must expect it, must keep abreast of it, and must be capable of adapting to it in order to successfully complete the responsibilities of property management.

Individuals responsible for property management must be concerned with being advised of such changes as they occur. Toward that end, regulations and their changes are provided for the individuals who are responsible for the functions of property management on a continuing basis by the Federal Register, Code of Federal Regulations, The Federal Property Management Regulations System (FPMR), Federal Management Regulation System (FMR), Individual Agency Property Management Regulations/Handbooks, General Accounting Office Accounting Manual, The Comptroller General, GSA Handbooks, Guidelines and Manuals.

Sometimes circulars, Personal Property Management Technical Instructions and Information Notices, memorandums, letters, or similar media will be used to distribute information. If the rules become permanent, they will be incorporated into this handbook upon the next revision.

All pertinent property management regulations and other requirements must be maintained by personnel performing property management functions in the most current, as amended edition available, and utilized in concert with one another.

Property Management Program Manager

Section 1: Personal Property Administration

1.0 -- Scope

The policies and procedures prescribed in this handbook are a compilation of requirements imposed by higher-level authorities, including the Congress, General Services Administration (GSA), Office of Management and Budget (OMB) and the Department of the Interior (DOI). All NPS personnel will be responsible for adhering to these policies and procedures. NPS museum property requirements and procedures are prescribed in the NPS Museum Handbook.

1.1 -- Definitions

Abandoned or Other Unclaimed Property: Personal property that is found on premises owned or leased by the NPS which may be retained for official use or processed for utilization and disposal.

Accession: A transaction whereby one or more objects are acquired in the same manner, from one source, and at one time, for the museum collection. Types of accessions include gifts, exchanges, purchases, field collections, incoming loans, and transfers. An identifying number is assigned to each accession. Associated documentation is filed in an accession folder.

Accountability Area: A geographic or organizational entity within the NPS.

Accountable Property Officer: A Government employee assigned overall responsibility for a specified group of property items and ensuring the establishment and maintenance of accountability records to provide for effective control over that property. Accountable Property Officers within the NPS are usually the individuals in charge of a park, area, refuge, office, etc. Accountable Property Officers are designated in writing by the Property Administrator. Property Administrators are Regional Directors, Center Managers and the Assistant Director, Business Services, WASO.

At the discretion of the Property Administrator, he or she may authorize in writing, the Accountable Property Officer to re-delegate his or her responsibilities to the Assistant/Deputy Superintendent, Chief of Administration and Administrative Officer or other responsible Management Official.

Accountable Property: Non-expendable personal property with a useful life of two years or more for which accountability or property control records are maintained, and which may or may not be charged to a general ledger control account. Accountable property includes system-controlled, bureau managed, capitalized, non-capitalized, sensitive, leased, contractor-held, museum and stores property.

Acquisition Cost: The total amount charged or paid to acquire assets including the handling, storage, packing, shipping, transportation, installation, and related costs of obtaining the assets in their current form and place, less prompt payment or other discounts. For items received as a result of donation or transfer (without reimbursement), a fair market value or actual value at the time of receipt will be established. That value, plus any other related costs included above, will represent the acquisition cost.

Ammunition: Small arms ammunition or cartridge cases, primers, bullets, or smokeless propellants designed for use in small arms, including percussion caps, 3/32 inch and other external burning pyrotechnic hobby fuses. The term does not include black powder.

Arrowhead Decals: Official insignia of the NPS.

Arrowhead Patches: Official insignia of the NPS worn as part of the uniform.

Betterments: An enhancement to a given piece of equipment that adds value or increases the capability of the item, or extends the useful life one or more years. Betterments meeting or exceeding the $15,000.00 capitalization threshold for personal property must be recorded as a separate item in the Property Accountability System and financial records.

Board of Survey: The Board of Survey consists of three or more disinterested individuals and one chairperson appointed in writing by the Accountable Property Officer for one year to: (1) review and investigate all circumstances surrounding lost, stolen, damaged, or destruction of Government property; (2) make impartial decisions concerning the disposition of the property;

and (3) arrive at findings and make determinations as to financial liability.

Bureau Managed Property: Personal property with an original acquisition cost of $300.00 to $4,999.99, excluding sensitive and museum property. Bureau Managed Property is not recorded in the Property Accountability System, but requires accountability in the NPS Informal Inventory Database or on a typed list.

Bureau/Office: This refers to all Departmental bureaus, as well as the Office of the Secretary, Office of Surface Mining, National Park Service, etc.

Capitalized Property: Non-expendable property, (excluding stewardship property, plant, and equipment) with a useful life of two years or more, and an acquisition cost at, or above the $15,000.00 capitalization threshold. It does not include property acquired through loan or museum property. Property converted to ownership at the end of a lease period may be capitalized.

Cognizant Employee: Any employee who utilizes Government property and is responsible for the proper and reasonable care, use, safeguarding, and return of such property.

Contractor Inventory: Any property including Government-furnished property, acquired by or in the possession of a contractor or subcontractor under a contract, grant, cooperative agreement, concessions contract, or a memorandum of understanding, pursuant to the terms where title is vested in the Government. Contractor records of Government property established and maintained under the terms of an agreement are the Government’s official Government property records. However, Government property managers are required to maintain records of capitalized Government personal property provided to a contractor under the terms of a contract and to report such property to the general ledger financial accounts.

Custodial Property Officer: An official who is responsible for daily control and supervision of personal property assigned to him or her. This designation may or may not correspond to the individual's job title.

Disposable Pay: The remainder of an individual’s pay after the deduction of any amount required by law to be withheld.

Disposal: Disposition of surplus personal property through donation, sale, abandonment or destruction. See the NPS Museum Handbook, for information on disposal of museum property.

Donable Property: Surplus property under the control of an executive agency, including surplus personal property in working capital funds established in 10 U.S.C. 2208 or in similar management type funds except: (1) such property as may be specified from time to time by the Administrator of the General Services Administration and determined from time to time by the Secretary of Agriculture to be commodities requiring special handling to assist in carrying out his responsibilities with respect to price support or stabilization; (2) property in trust funds; or (3) non-appropriated fund property. This term does not apply to museum property.

Donee: A service educational activity; a State, political subdivision, municipality, or tax supported institution acting on behalf of a public airport; a public agency using surplus personal property in carrying out or promoting for the residents of a given political area for one or more public purposes, such as conservation, economic development, education, parks and recreation, public health, and public safety; an eligible nonprofit tax exempt educational or public health institution or organization; the American National Red Cross; a public body; or any state or local government agency; and any nonprofit organization or institution, which receives appropriated program funds for older individuals under the Older Americans Act of 1965, as amended under Title IV or Title XX of the Social Security Act, or under the Economic Opportunity Act of 1964 and the Community Services Block Grant Act. The authority for the donation of computer equipment is the Stevenson-Wydler Act. This term does not apply to museum property.

Excess Personal Property: Any personal property under the control of any Federal agency which is not required for its needs and the discharge of its responsibilities, as determined by the head thereof, or designee.

Expendable Property: Non-sensitive property with a normal life expectancy of less than two years and an acquisition cost of less than $300.00. It is usually consumed in the normal course of its use, or becomes an integral part of another item.

Explosives: Any chemical compound, mixture, or device, the primary or common purpose of which is to function by explosion. The term includes, but is not limited to, dynamite and other high explosives, black powder, pellet powder, initiating explosives, detonators, safety fuses, squibs, detonating cord, igniter cord, and igniters.

Fair Market Value: The estimated price that both a buyer and seller would willingly agree to when neither party is under undue pressure to complete the transaction.

Firearms: Any weapon (including flares, starter and taser guns) which will, or is designed to, or may readily be converted to, expel a projectile by the action of an explosive; the frame or receiver of any such weapon or any firearm muffler or firearm silencer; or any destructive device. This term does not include antique or museum collection firearms.

Firearms Custodial Officer: A supervisory Commissioned Officer; (i.e., Chief Ranger or Supervisory Ranger, Criminal Investigator or Special Agent) responsible for assigning and controlling all firearms and ammunition.

Fleet Manager: A designated official, who is responsible for administering the motor vehicle/heavy equipment program.

Gift: A tangible or intangible present or donation (other than a decoration) tendered by or received from individuals, institutions or a foreign government.

Government Furnished Property: Government property that a contracting officer authorizes a contractor to use for performance of a Government contract, grant, agreement, memorandum of agreement, etc.

Hazardous Materials: Solid, liquid, or gaseous waste, or combination of these wastes, which because of its quantity, concentration or physical, chemical, or infectious characteristics may cause or significantly contribute to an increase in mortality and/or increase in serious irreversible or incapacitating illness or pose a substantial present or potential hazard to human health or the environment when improperly treated, stored, transported, disposed of, or otherwise managed.

Head of Agency: The Secretary of the Interior is the head of the Department of the Interior.

Heavy Equipment (also known as motorized equipment): Any item of equipment which is self-propelled or drawn by mechanical power, and is designed principally to be operated off highways. This includes construction and maintenance equipment, materials handling equipment, forestry and agricultural equipment, vessels, aircraft, and aircraft ground support equipment.

Holding Agency: A Federal Agency having accountability for Government property. This term applies when a Federal agency has authority to take possession of, assign, or reassign property regardless of which agency is using the property.

Local Survey Officer: An individual appointed by the Accountable Property Officer to survey property which has been rendered unserviceable due to fair wear and tear. Written authority cannot be extended to other circumstances.

Materials and Supplies: Consumable items necessary for the construction, maintenance, operation, and support of governmental activities without distinction regarding its use for administrative or operational purposes.

Museum Property: An assemblage of museum objects, collected according to some rational scheme and maintained so they can be preserved, studied, or interpreted for public benefit.

Museum objects include prehistoric and historic objects, artifacts, works of art, non-record archival documents (see DM 1.11 and1.12), and natural history specimens that are a part of museum collections. Elements, fragments and components of structures are objects if they are no longer a part of the original structure. Museum property does not include those items necessary to display a collection such as exhibit cases, dioramas, special lighting, graphics, replicas, etc. (see 411 DM).

Neglect or Negligence: Includes both simple and gross negligence. Simple negligence is the failure to exercise that degree of care which a prudent person would exercise under like circumstances. Gross negligence is an act or omission which constitutes misconduct in accordance with 370 DM 752, or a wanton and reckless disregard for the property.

Non-Capitalized Property: Personal property with an acquisition cost below the $15,000.00 capitalization threshold.

Non-Expendable Property: Property which has a continuing use; is not consumed in use; is of a durable nature with an expected service life of two or more years; and has an acquisition cost of $300.00 or more, or is identified as sensitive property.

Non-Reportable Personal Property: Any personal property that has been determined to be in excess to the needs of the Department and is not required to be reported to the GSA except for sale purposes.

Personal Property: Property of any kind or of any interest therein, except (1) real property,

(2) records of the Federal Government, and (3) naval vessels of the following categories:

battleships, cruisers, aircraft carriers, destroyers, and submarines. Specifically, personal property includes all equipment; materials and supplies; and museum objects. It does not include property that is incorporated in, or permanently affixed to real property.

Personal Property Management: All functions necessary for the proper determination of need, source, acquisition, receipt, accountability, utilization, maintenance, rehabilitation, storage, distribution, and disposal of personal property.

Physical Inventory: The act or process of physically inspecting and counting property items.

Property Accountability: The assigned responsibility and liability associated with the management of Government property. It includes the responsibility for establishing and maintaining property records, safeguarding property and ensuring its proper use, as well as submitting required reports. It also includes the liability associated with loss, theft, damage, or destruction of Government property.

Property Administrator: Regional Directors, Center Managers and the Assistant Director, Business Services, WASO are designated by the Director of the National Park Service as Property Administrators. They are responsible for ensuring accountability and control of personal property and the administration of the property program for the geographic areas under their jurisdiction. The Property Administration is responsible for dissemination and implementation of policy and guidance to subordinate or serviced offices.

Property Irregularities: Property irregularities are defined as repetitive losses of a particular type of property or recurring losses at a given location, losses of a suspicious nature, evidence of serious misconduct or irregularity (fraud, falsification of records, etc.,) known, suspected, or alleged fraud, waste or abuse, or misappropriation of Government property, and loss or theft of a firearm or weapon, ammunition, explosives, hazardous materials, or a controlled substance.

Property Liaison Officer: An individual designated in writing by the Custodial Property Officer to account for and control personal property under his or her assigned area.

Property Loss: The damage to, or loss, theft, or destruction of Government property.

Park Property Manager: The Park Property Manager is designated by the Accountable Property Officer. He or she serves as the primary coordinator for property management related matters, General Services Administration (GSA) and Departmental reporting requirements.

Property Management Officer: The individual responsible for the overall administration, coordination and control of the NPS Personal Property Program. There is only one Property Management Officer per bureau. The Property Management Program Manager is designated by the Director of the National Park Service in Director’s Order No. 44, “Personal Property Management” as the Property Management Officer for the Service. This individual is responsible for policy direction and program oversight for the Property Management Program as prescribed by the Federal Property and Administrative Act of 1949, as amended 40 U.S.C. 471 (a)-(c), 481, 483-489, 491, 41 CFR 101, and the Departmental Interior Property Management Directives (IPMD).

Property Responsibility: The obligation of an individual for the proper use, care, and safekeeping of property entrusted to their possession or direct supervision.

Receiving Officer: An individual who receives property, goods, or services at a central location. This designation does not have to be in writing.

Reconciliation: To settle or resolve differences between or among records, ledgers, and/or actual inventories.

Regional/Center Property Manager: Regional/Center Property Managers are designated by the Accountable Property Officers. He or she serves as the primary coordinator for property management related matters, General Services Administration (GSA) or Departmental reporting requirements and information dissemination for his or her region. The Regional/Center Property Manager effectively coordinates and implements policy to ensure an efficient and effective Property Management Program within their area/offices.

Related Personal Property: Any personal property which is an integral part of real property or is related to, designed for, or specially adapted to the functional or productive capacity of the real property and the removal of which property would significantly diminish the economic value of the real property. Normally, common use items, including but not limited to general purpose furniture, utensils, office machines, office supplies, or general purpose vehicles, are not considered to be related personal property; or which is determined by the Administrator, General Services Administration to be related to real property (see FPMR 101-47.103-13).

Reportable Personal Property: Any personal property that has been determined to be in excess of the needs of the Department and is required to be reported to the General Services Administration in accordance with FPMR 101-43.

Reviewing Authority: A management official designated by the head of a region, park, unit or the Property Management Officer to provide technical and procedural guidance to Boards of Survey/Survey Officers. The Reviewing Authority shall be the senior official, or designee at the next higher organizational level than where the property was assigned. The Reviewing Authority cannot be a member of the Board of Survey that acted in the case under consideration and under no circumstances shall the Reviewing Authority be the Accountable Property Officer for the property involved. Reviews may occur at the same level where the property and board members are assigned, if the Superintendent’s responsibilities as Accountable Property Officer have been re-delegated to the Assistant/Deputy Superintendent, Administrative Officer, or other designated Management Official.

Salvage: Personal property having value greater than its basic material content but which is in such condition that it has no reasonable prospect of use for any purpose as a unit (either by the holding or other Federal agency), and its repair or rehabilitation for use as a unit is clearly impracticable. Repairs or rehabilitation estimated to cost in excess of 65 percent of acquisition cost would be considered "clearly impracticable" for purposes of this definition.

Scrap: Personal property that has no value except for its basic material content.

Screening Period: (a) For reportable excess personal property as defined in CFR 101-43.304, the calendar days from the day following receipt of a report in the appropriate GSA office to and including the day specified as the surplus release date. (b) For non-reportable excess personal property as defined in CFR 101-43.305, the calendar days from the day following the date of the determination by the holding agency that the property is available for screening as excess, to and including the day specified as the surplus release date.

Sensitive Property: Property which is system-controlled, regardless of value, by detailed property accountability records. According to Departmental policy, sensitive property must, at a minimum, include firearms and museum property. NPS has developed additional categories of property determined to be sensitive and for which detailed property accountability records will be maintained. These items include firearms (including taser guns), monitors, laptop and personal computers (handheld computers are optional), printers, motor vehicles, motorcycles, motor scooters, boats, cameras (not to include disposable cameras), camcorders, projectors (TBD), MP3 Players/IPODs. The term “controlled” is used rather than sensitive. Museum property is also considered to be sensitive. However, it is not tracked in the Property Accountability System.

Shelf Stock: Small quantities of expendable property located near end-users for their convenience and for immediate use. Quantities of each line item of shelf stock are large enough to meet immediate operating needs but small enough to informally control for the prevention of waste or misuse.

Stores Property: Expendable or non-expendable property acquired for future use, usually in substantial quantity, charged to a general ledger stores account, and controlled in an inventory system.

Surplus Personal Property: Any excess personal property not required for the needs and the discharge of the responsibilities of all Federal agencies, as determined by the Administrator of the General Services Administration, or designee. Museum property that is no longer needed is deaccessioned and subject to procedures outlined in the NPS Museum Handbook.

Surplus Release Date: The predetermined date on which Federal utilization screening of excess personal property is terminated. The date signifies the transition of the property from excess to surplus status. This term is equivalent to "Automatic Release Date" or "ARD.”

Survey Action: Official action taken by a Board of Survey or a Survey Officer involving the investigation into the loss, theft, damage, or destruction of Government property; or the determination of unserviceability of Government property.

System-Controlled Property: Property with an original acquisition cost of $5,000.00 or more and sensitive property, regardless of cost. System-controlled property must be recorded and controlled in the Property Accountability System.

Traveling Survey Officer: An individual appointed by the Property Management Officer, Property Administrator, or Accountable Property Officer in instances where the Accountable Property Officer is responsible for property at separate geographic locations.

Utilization: The identification, processing, reporting, and transfer of excess personal property among Federal Agencies.

Voluntarily Abandoned Property: Property abandoned in such a manner as to vest title in the Federal Government. Such property is subject to the provisions of Federal Management Regulation (FMR) Part 102-41. It may be retained by the seizing agency for official use or reported for utilization and disposal to GSA.

1.2 -- Supplemental Regulations

Park Superintendents and other management officials shall ensure that the following regulations, director’s orders, handbooks, directives and amendments are made available to personnel performing property management functions:

(1) 41 CFR, Chapter 101, FPMR.

(2) Federal Management Regulations, Chapter 102.

(3) Interior Property Management Directives.

(4) 411 DM 1-3 Museum Property Management.

(5) DO-6, Interpretation and Visitor Service.

(6) DO-9, Law Enforcement.

(7) DO-18, Fire Management.

(8) DO-19, Records Management.

(9) DO-28, Cultural Resources Management.

(10) DO-32, NPS Cooperating Association.

(11) DO-36, Government Furnished Housing Management.

(12) DO-43, Service-wide Uniform Program.

(13) DO-44, Personal Property Management.

(14) Personal Property Management Handbook No. 44.

(15) DO-50, Loss Control Management.

(16) NPS-54, Internal Control System.

(17) The NPS Museum Handbook.

Regional/Center Property Managers may issue supplemental instructions or procedures as deemed necessary, but they must be consistent with the provisions of this handbook.

1.3 -- Compliance Reviews

On-site regularly scheduled Property Management Reviews shall be conducted of regions/centers, support offices and parks/units at least every four years. Regional Directors/Center Managers are responsible for ensuring that reviews are conducted of the park/units that fall under their area of responsibility and shall be in accordance with the Departmental Review Guideline issued by the Office of Acquisition and Property Management.

The Departmental Review Guideline is located in the NPS Property Management website located at www.nps.gov/propertymanagement. Upon request, a copy of the results shall be furnished to the Property Management Officer, WASO. The Office of Property and Space Management, WASO shall also periodically conduct reviews of the regional/center offices and parks/units. If there are budget or staffing limitations, reviews may be conducted via the electronic surveys located in the above referenced website. A list of the parks to be reviewed by the regions shall be provided to the Property Management Officer no later than December 31st of each year.

1.4 -- Property Management Forms

Departmental forms are provided for use in carrying out the provisions of this handbook and IPMD 410 DM 114-60. Minor modifications to departmental forms may be made as long as the required data is retained. Property Management forms are located in the NPS Property Management website. Museum property forms are referenced in the NPS Museum Handbook.

1.5 -- Accountability Structure and Responsibilities

Purpose: The purpose of the accountability structure is to establish continuity and align the proper structure at each region/center, and/or park/unit to facilitate control and accountability of personal property, in accordance with IPMD 410 DM 114-60. Individuals serving in the positions listed in the accountability structure shall be designated in writing by the appropriate person. All designations must be kept current.

The accountability structure shall consist of one Property Management Officer at the Washington Office level, one Property Administrator at each region/center office and WASO to be held accountable for his or her Property Management Program, one Property Manager for each region/center and park/unit to manage the program, one each Accountable Property Officer and Receiving Officer at each location to manage the property, unless conditions demand otherwise, (multiple Accountable Property Officers may be considered only at parks/units where distance, geography, or dangerous travel conditions are a factor), and as many Custodial and Property Liaison Officers as deemed necessary to control and account for personal property. The Property Management Officer and the Property Administrators are designated in Director’s Order No. 44.

In addition to the accountability structure referenced above, each region/center shall designate as many Fleet Managers and Firearm Custodians throughout their respective areas as deemed necessary to manage NPS motor vehicle fleets and to ensure proper control and accountability for firearms.

The accountability structure shall be updated in the Property Accountability System to reflect current personnel designated as Property Administrators, Accountable Property, Custodial, and Property Liaison Officers when applicable. Property Administrators are responsible for designating Accountable Property Officers. Accountable Property Officers are responsible for designating the Custodial Officers, Firearms Custodial Officers, and Fleet Managers. The duties and responsibilities for those positions referenced above and the Cognizant Employee (Property Liaison Officer) and Motor Vehicle Operators are listed below.

1.5(a) -- Property Manager:

The Property Manager is responsible for:

(1) The day-to-day operations of the regional/center Property Management Program.

(2) Providing overall administration, coordination, and control of the Personal Property Management Program.

(3) Implementing policy, procedures, and systems applicable to the Personal Property Management Program.

(4) Providing technical assistance regarding the Personal Property Management Program to parks/units under their jurisdiction.

(5) Issuing instructions required for implementation of NPS policy and procedures.

(6) Ensuring that established procedures for the acquisition, receipt, issuance, identification, accountability, control, and disposition of personal property are followed.

(7) Ensuring that all documentation and records for personal property are completed within the established time frame required for each process involved, are accurate, and fully support each action.

1.5(b) -- Accountable Property Officers:

Superintendents are designated by Property Administrators as Accountable Property Officers.

At the discretion of the Property Administrator, he or she may authorize in writing, the Superintendent to re-delegate this authority to the most effective lowest level, i.e., Assistant/Deputy Superintendents, Administrative Officers, and Chiefs of Administration or other designated responsible Management Officials. The Accountable Property Officer for the WASO is the Washington Office Administrative Program Center Manager. There must be only one Accountable Property Officer per location unless the geographic jurisdiction is of such size as to preclude regular review and inspection of the property by one Accountable Property Officer. Multiple Accountable Property Officers should not be appointed solely to spread liability.

Accountable Property Officers are responsible for:

(1) The accountability and control of personal property within their area.

(2) Designating in writing Custodial Property Officers, Firearms Custodial Officers, and area Fleet Managers to assist in the daily control of Government property. Assignment of Custodial Property Officers is necessary when the accountable area is so large and requires additional controls.

(3) Ensuring compliance with the requirements of the Property Accountability System established by the Property Management Officer and implemented by the Property Administrator.

(4) Maintenance of all property accountability records in their areas of accountability, and providing all required documentation to support entries, changes, and deletions in the Property Accountability System.

(5) Conducting inspections to ensure property is being used effectively and is safeguarded properly, and ensuring the proper and effective maintenance of property within the property accountability area.

(6) Implementing procedures for the repair and rehabilitation of property within the accountability area.

(7) Coordinating the utilization and disposal of excess personal property, including providing Custodial Property Officers with disposition instructions.

(8) Providing for the conduct of required physical inventories; reconciliation of any discrepancies arising from those inventories; and certifying in writing to the Property Administrator the results of the physical inventory and related reconciliation of property records and general ledger accounts prior to September 30th of each fiscal year.

(9) Providing guidance to Custodial Property Officers in conducting physical inventories.

(10) Ensuring that Custodial Property Officers conduct an inventory of personal property prior to their transfer or separation from the NPS.

(11) Designating Board of Survey members to investigate Reports of Survey submitted for lost, stolen, damaged, or destroyed property.

1.5(c) -- Custodial Property Officers:

Custodial Property Officers are responsible for:

(1) Designating in writing when applicable, Property Liaison Officers.

(2) Property in an area limited to that which can be reasonably overseen in the daily use of Government property, and in which the misuse, use other than for official purposes, movement, and unauthorized or authorized use is readily identifiable.

(3) Informing the Accountable Property Officer of any activity affecting property within their jurisdiction that affects the status, disposition, or condition of that property.

(4) Assigned property until notified in writing, by the Accountable Property Officer for the affected property that the responsibility for the property has been transferred to another custodial or accountable area, or disposal procedures have been completed in accordance with existing regulations, and the property item has been removed from the…