ATFO1850.2F.pdf

ATF O 1850.2F

U.S. Department of Justice Bureau of Alcohol, Tobacco, Firearms and Explosives

DATE: 11/29/2012

OPI: 401020

OPI RECERTIFICATION

DATE: 11/29/2017

SUBJECT: PROPERTY AND FLEET MANAGEMENT PROGRAM

(DJA-17-AHDQ-R-0035, Attachment 3)

FOREWORD

TO: All ATF Employees, Property Management Representatives, Property Custodians, Contractors, Task Force Officers, Detailees, Student Aides, Interns and Foreign Service Nationals

1. PURPOSE. This order establishes the principles, standards, and requirements for the accountability and control of property and motor vehicles within the Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF).

2. CANCELLATIONS. This order cancels:

a. ATF O 1850.2E, Personal Property Management Program, dated 1/8/2010; and

b. ATF B 1850.10, Change in Accountability Procedures for Some Types of Personal Property, dated 2/18/2011.

3. BACKGROUND. The following changes are included in this revision:

a. Chapter A., Overview, is revised to update the roles and responsibilities of the Materiel Management Branch, the first-line supervisor, and the property custodians.

b. Chapter B., Personal Property Management, is revised to add ATF F 1851.4, Property Issue Receipt (new Exhibit 20) to the list of source documents for entry into Sunflower; remove Paragraph 25, Inspection Division Office (OPRSO) Review Inventories, because OPRSO does not conduct inventory reviews during office reviews; and update the language in Paragraph 33, Personal Property Management.

c. Chapter C., Motor Vehicle Management, is changed to incorporate substantive revisions and provide for new ATF forms created for standardization and simplicity of use. In particular substantial changes are made to properly and fully define and clarify Home-To-Work/Work-To-Home (HTW/WTH) requirements and to define the terms.

d. Chapter D., Lost, Stolen, Damaged, or Unaccounted Property, is revised to clarify the roles of the Board of Survey.

e. Exhibits:

(1) Exhibit 11, Supervisor's Preliminary Accident and Damage Notification Report (ATF F 1870.4), is added to the order at the request of the Office of Field Operations.

(2) Exhibit 17, Monthly Vehicle Maintenance Log (ATF F 1872.1), is created to capture maintenance and monthly ending mileage for all ATF-owned vehicles.

(3) Exhibit 18, Authorization to Use Government Vehicle (ATF F 1870.3), is created to document the official use of a Government-issued vehicle for both law enforcement and non-law enforcement personnel.

(4) Exhibit 19, Non-Law Enforcement Monthly Home-To-Work Transportation Log (ATF F 1871.2), is modified to capture statutory reporting requirements for HTW/WTH usage of Government-owned vehicle (GOV) on the part of non-law enforcement personnel. Additionally, ATF F 1871.2 is no longer required for law enforcement personnel.

(5) Exhibit 12, ATF F 1610.4, Supervisor's Preliminary Accident Notification Report, is removed because the information was consolidated into ATF F 1870.4, Supervisor's Preliminary Accident and Damage Notification Report (Exhibit 11).

(6) Exhibits 13 through 16 are renumbered accordingly.

(7) Exhibit 20, Property Issue Receipt (ATF F 1851.4), is added at the request of the Office of Field Operations.

(8) Exhibit 22, Reporting Lost or Stolen Accountable Property, is added to visually document the process.

(9) Exhibit 23, Optional Form 7, Property Pass, replaces ATF F 1851.6, Property Pass.

f. ATF B 1850.10, Change in Accountability Procedures for Some Types of Personal Property, dated 2/18/2011, is cancelled and the information is now located in chapter B, paragraphs 30 and 31 and Table A – Accountable Property.

4. AUTHORITIES AND REFERENCES.

a. Title 28, CFR, Part 14, Judicial Administration.

b. Title 41, CFR, Parts 101 and 102, Public Contracts and Property Management.

c. Title 5 U.S.C. § 301, Government Organizations and Employees.

d. Title 31 U.S.C. § 3302, Custodians of money, and § 1344, Passenger carrier use.

e. Title 3, Parts 2510 and 2520, Omnibus Crime Control and Safe Streets Act of 1968, 18 U.S.C.

f. Title 31 U.S.C. § 1349, Official Use of Government Motor Vehicles.

g. Military Personnel and Civilian Employees' Claims Act of 1964.

h. The Federal Property and Administrative Services Act of 1949, as amended.

i. The Chief Financial Officers Act of 1990.

j. Executive Order 12999, Educational Technology: Ensuring Opportunity for all Children in the Next Century.

k. Department of Justice (DOJ) Order 2400.2, Solicitation and Acceptance of Gifts to the Department, dated 9/2/1997.

l. DOJ Order 2400.3, Justice Property Management Regulations (JPMR), dated 8/6/1998.

m. DOJ, Personal Property Management, Policy and Procedures Bulletins, 05-01, Definitions, dated 11/23/2005.

n. DOJ, Personal Property Management, Policy and Procedures Bulletin, 05-02, Physical Inventory, dated 11/23/2005.

o. DOJ, Use of Synthetic Oil in DOJ Motor Vehicles, Policy and Procedures Bulletin, 10-01, dated 7/16/2010.

p. DOJ, Personal Property Management, Policy and Procedures Bulletin, 05-03, Report of Survey and Board of Survey System, dated 11/23/2005.

q. DOJ, Personal Property Management, Policy and Procedures Bulletin, 05-05, Hand Receipt/Property Pass, dated 11/23/2005.

r. DOJ, Personal Property Management, Policy and Procedures Bulletin, 05-06, Firearms Storage, dated 11/23/2005.

s. ATF O 1100.168A, Delegation Order – Delegation of Authorities Within the Bureau of Alcohol, Tobacco, Firearms and Explosives, dated10/4/2012.

t. ATF O 1250.1, Letters of Agreement, Memoranda of Agreement, and Memoranda of Understanding, dated 6/2/2006.

u. ATF O 1720.1D, ATF Physical Security Program, dated 8/15/2008.

v. ATF O 2130.1A, Conduct and Accountability, dated 2/7/2012.

w. ATF O 3020.1A, Firearms and Weapons Policy, dated 9/8/2010.

x. ATF O 3400.1C, Property Taken into ATF Custody, dated 8/7/2012.

y. ATF H 7250.1, Automated Information System Security Program, dated 7/26/2006.

4. FORMS. All forms addressed in this order may be electronically submitted to the Property Request Mailbox located in Microsoft Outlook at prop-sec@atf.gov. ATF F 1851.3, Report of Survey (Exhibit 15) and ATF F 1854.4, Report of Disposition for Excess Personal Property (Exhibit 2) may only be initiated by the Chief, Property and Fleet Management Section.

5. RECORDS RETENTION. All documents attributed in this order must be retained in accordance with ATF’s record management program.

6. QUESTIONS. Questions may be directed to the Chief, Materiel Management Branch, Office of Management at 202-648-7628.

Mark W. Potter Assistant Director

(Office of Management) mailto:prop-sec@atf.gov

TABLE OF CONTENTS

CHAPTER A. OVERVIEW Page

1. Program Objectives 6

2. Sunflower Property Management System 6

3. Roles and Responsibilities 6 4-10 Reserved

CHAPTER B. PERSONAL PROPERTY MANAGEMENT

11. Purchase of Government-Owned Property 10

12. Leased/Leased-To-Own/Rental Property 10

13. Purchase Card Acquisitions 10

14. Reserved 10

15. Property Gifts 10

16. Transfer of Property Between ATF Offices 10

17. Property Loans 10

18. Transfer of Property from Other Agencies 11

19. Removal of Property for Repair 11

20. Receiving Reports 11

21. Preparation and Retention of Property Source Documents 11

22. Property Inventories 12

23. Change of Property Custodian and Property Management Representative Inventories 12

24. Capitalized Property, Motor Vehicles, Firearms, Computers, Ammunition, 12 and Explosives Inventories

25. Reserved 12

26. Radio and Communication Equipment 12

27. Investigative Equipment 12

28. Firearms and Weapons 13

29. Ammunition and Explosives 13

30. Information Technology (IT) Equipment 13

31. Cellular/Wireless Communication 14

32. Reserved 14

33. Reserved 14

34. Determination of Property as Excess 15

35. Procedures for the Transfer of Property from ATF to Another Department of Justice Component or Another Federal Agency 15

36. Computers for Learning Program 15 37-40 Reserved

CHAPTER C. MOTOR VEHICLE MANAGEMENT

41. Acquisition and Delivery of Vehicles 17

42. Adhering to State and Federal Vehicle Laws 19

43. Misuse of Vehicles 19

44. Government Home-To-Work (HTW) Motor Vehicle Assignment 20

Page

45. Vehicle Maintenance Services 20

46. Property Management Representative (PMR) Responsibilities 20

47. Vehicle Recalls 20

48. Vehicles In Use in Canada and Mexico 21

49. Safeguarding Vehicles and Other Government Property 21

50. U.S. Government License Plates 21

51. Property Custodians 21

52. Vehicle Accidents, Damages and Thefts 22

53. Vehicle Disposals and Transfers 24

54. Home-To-Work/Work-To-Home (HTW/WTH) Authorizations and Reporting 24 55-60 Reserved

CHAPTER D. LOST, STOLEN, OR UNACCOUNTED PROPERTY

61. Reporting Timelines for the Loss or Theft of Accountable Property 27

62. Report of Survey 28

63. Board of Survey 28

64. Alternate Report of Survey Investigative Mechanism 29

65. Additional Report of Survey Investigation 29

66. Report of Survey Appeal Process 29

67. Assessment of Financial Liability 29 68-70 Reserved

TABLE A Accountable Property (Assignment of Property Identification Numbers) 30

EXHIBITS

Exhibit 1 ATF F 1851.7, Receiving Report Exhibit 2 ATF F 1854.4, Report of Disposition for Excess Personal Property Exhibit 3 Standard Form (SF) 122, Transfer Order, Excess Personal Property Exhibit 4 Standard Form 123, Transfer Order, Surplus Personal Property Exhibit 5 ATF F 1851.9, Access Control Log Exhibit 6 ATF F 1851.10, Ammunition Control Record Exhibit 7 ATF F 1854.1, Declaration of Excess Personal Property Exhibit 8 Certificate of Origin for a Vehicle Exhibit 9 GSA Form 1152, Vehicle Assignment/Termination Exhibit 10 ATF F 1871.1, Vehicle Usage Log Exhibit 11 ATF F 1870.4, Supervisor's Preliminary Accident and Damage Notification Report Exhibit 12 Standard Form 91, Motor Vehicle Accident Report Exhibit 13 Standard Form 94, Statement of Witness Exhibit 14 ATF F 1851.11, Initial Reporting of Loss or Stolen Sensitive Property and Data Exhibit 15 ATF F 1851.3, Report of Survey Exhibit 16 Definitions Exhibit 17 ATF F 1872.1, Monthly Vehicle Maintenance Log Exhibit 18 ATF F 1870.3, Authorization to Use Government Vehicle Exhibit 19 ATF F 1871.2, Non-Law Enforcement Monthly Home-To-Work Transportation Log Exhibit 20 ATF F 1851.4, Property Issue Receipt Exhibit 21 Guidance on Recording Property, Plant and Equipment (PPE) and Proper Usage of

Subject Object Classifications (SOC) Exhibit 22 Diagram – Reporting Lost or Stolen Accountable Property Exhibit 23 Optional Form (OF) 7, Property Pass

CHAPTER A. OVERVIEW

1. PROGRAM OBJECTIVES. The objectives of this order are:

a. Defines the responsibilities of ATF employees, contractors, task force officers, student aides, interns, and Foreign Service nationals for properly using and effectively managing Government property issued to them.

b. Establishes procedures for maintaining and disposing of Government property.

2. SUNFLOWER PROPERTY MANAGEMENT SYSTEM. Sunflower is a commercial off-the-shelf software product acquired by ATF to manage accountable property. Sunflower contains information on items that are purchased, leased, loaned, and retained and placed in ATF for official use. Sunflower User’s Guides are provided on the ATF Intraweb at:

http://intraweb/directorates/om/docs/sunflower/082908acr-user-guide.pdf.

3. ROLES AND RESPONSIBILITIES.

a. Property Management Officer. The Chief, Materiel Management Branch, is the Property Management Officer for ATF and is responsible for the ATF Property Management Program.

b. Property Accountable Officer. The Chief, Property and Fleet Management Section, is the

Property Accountable Officer for ATF and is responsible for the receipt, utilization, and disposal of property.

NOTE: Materiel Management Branch is responsible for completing all transactions within 10 work days upon the receipt of all documentation. Questions or concerns relating to the processing of property transactions may be directed to the Chief, Materiel Management Branch.

c. Property Management Representative.

(1) The following officials are designated as Property Management Representatives:

(a) Special agents in charge (SACs), assistant special agents in charge (ASACs), directors industry operations (DIOs), country attaches, resident agents in charge (RACs), area supervisors, and group supervisors.

(b) Associate chief counsels.

(c) Division chiefs and equivalents.

(d) Director, Laboratory Services and laboratory chiefs.

(e) Branch chiefs and equivalents.

(2) Property Management Representatives are supervisors at the branch level or above, and hereafter, are referred to in this order as supervisors. Supervisors are responsible for managing all property assigned to themselves, and anyone within their organization. This includes Government employees, task force officers, contractors, detailees, student aids, interns, and Foreign Service nationals.

http://intraweb/directorates/om/docs/sunflower/082908acr-user-guide.pdf

(3) Supervisors are responsible for initiating investigative action resulting from the damage or loss of property, certifying property inventories, and ensuring that issued property is returned when a Government employee, task force officer, contractor, detailee, student aid, intern, or Foreign Service national is separated from service.

d. First-Line Supervisor. The supervisor must designate a property custodian, in writing, down to at least the branch or field office level. Additional property custodians may be designated per organizational element, and at even lower organizational levels, if deemed necessary. The supervisor is responsible for:

(1) Ensuring that any discrepancies noted during an inventory are adequately researched and that a written explanation is provided to the Chief, Property and Fleet Management Section for any discrepancies that are not supported by source documentation;

(2) Ensuring that the procedures for reporting the loss or theft of personal property and/ or the report of motor vehicle accidents are followed in accordance with this order;

(3) Ensuring that all property issued to Government employees, contractors, task force members, detailees, student aides, interns, and Foreign Service nationals is accounted for using an electronic Sunflower inventory listing, or an ATF F 1851.4, Property Issue Receipt (Exhibit 20). Both the electronic Sunflower inventory listing and the ATF F 1851.4 must contain all property that is issued to the individual in Sunflower; as well as any controlled property such as cellular telephones, VPN tokens, and investigative equipment. The supervisor may elect that additional items be included on the electronic Sunflower inventory listing or ATF F 1851.4. The electronic Sunflower inventory listing and/or ATF F 1851.4 must be updated annually or upon change of the property custodian;

(4) Ensuring that all Government property is returned to the property custodian when Government employees, task force officers, contractors, detailees, student aides interns, for Foreign Service nationals separate from ATF employment. The supervisor must verify that all property listed on the electronic Sunflower inventory listing and ATF F 1851.4, is collected, and that documentation to acknowledge the return of the property is maintained;

(5) Ensuring that an ATF F 1851.7, Receiving Report (Exhibit 1) is provided within 10 business days upon receipt of new property assets. The ATF F 1851.7 must contain all the necessary information to establish accountability of the asset to include the property identification number (PIN), model/manufacturer, serial number, and acquisition cost. The ATF F 1851.7 must also reflect the purchase order document number, the date the property was received, and a legible signature of the individual receiving the property. A credit card invoice and/or statement must be provided for any property assets acquired with a Government-issued credit card; and

(6) Ensuring that newly assigned property custodians are familiar with this order; as well as the Sunflower User’s Guide. The first-line supervisor must ensure that all property custodians complete Sunflower training. The Sunflower training may be completed either by attending a formal class when offered by the Materiel Management Branch (if funding is available) or by completing the Sunflower training, provided via the web, by contacting the Sunflower catalog team or the Chief, Property and Fleet Management Section.

e. Property Custodian. The property custodian is responsible for the physical distribution and control of all property located in the assigned area and for reporting discrepancies found in inventory records. The property custodian must:

(1) Maintain an ATF F 1851.4, Property Issue Receipt and/or an Electronic Sunflower Inventory Listing for all property issued to Government employees, contractors, task force officers, detailees, student aides, interns and Foreign Service nationals. When the Electronic Sunflower Inventory Listing is used, all controlled property such as cellular telephones, VPN tokens, etc., that is not assigned in Sunflower must be annotated on an ATF F 1851.4 and attached to the Electronic Sunflower Inventory Listing.

(2) The property custodian has the authority to accept transfers of property between organizational accounts, create specialized reports, and make administrative changes to the user and location fields in Sunflower for assigned property.

(3) Property custodians are responsible for ensuring that property is recovered when a Government employee, task force officer, contractor, student aide, intern, or Foreign Service national is reassigned or separates from ATF. The property custodian must take action in Sunflower within 1 week of a reassignment or separation to remove the employee name from the property records. The supervisor will be notified by email, from the Chief, Property and Fleet Management Section, if this action is not performed within the 1 week timeframe.

(4) Newly appointed property custodians must complete Sunflower training in order to effectively update and maintain property records. Training requests shall be submitted to the Sunflower cataloging team email in Microsoft Outlook. Training is provided by the Materiel Management Branch when there are a sufficient number of requirements, also one on training is available just contact the chief of property and fleet section. Regardless of how the training is accomplished, all newly appointed property custodians must complete the training within 30 work days of their assignment. Property Custodians should repeat Sunflower training upon receiving an electronic notification that the Sunflower system has been revised and/or updated.

NOTE: If no action has been taken by the supervisor or the property custodian of outgoing personnel within 2 weeks of notification from the Property and Fleet Management Section, the Chief, Property and Fleet Management Section will remove that user name from all assigned property after attaching a comment to all property stating the name of the last person assigned as the user. This will allow for an audit trail acknowledging who this property was assigned to prior to removing the name.

f. Employees, Contractors, and Others. All employees, contractors, task force officers, student aides, interns and Foreign Service nationals, are responsible for the proper care and protection of property they use or control. These individuals must ensure that all assigned property is returned to the property custodian/supervisor when no longer needed, or upon the reassignment or termination of employment. These individuals are responsible for notifying the property custodian/supervisor for the assigned property when equipment is exchanged or turned in, and also when reporting loss, stolen, or damaged property to the Joint Support and Operations Center (JSOC), and to the supervisor, in accordance with Chapter D, Lost, Stolen, Damaged, or Unaccounted Property.

g. Motor Vehicle Operator. The SAC or division chief must authorize the assignment and use of a motor vehicle to an employee. The vehicle operator is responsible for the daily upkeep of the vehicle, and for ensuring that vehicle maintenance is performed. Refer to Chapter C, Motor Vehicle Management.

h. Division Motor Vehicle Property Custodian. The supervisor may assign a property custodian to manage the receipt, utilization, and disposal of vehicles assigned to a field office or division. In field offices, this responsibility is often assigned to the tactical operations officer (TOO), but the duties may be assigned to one or more individuals.

4-10 Reserved

CHAPTER B. PERSONAL PROPERTY MANAGEMENT

11. PURCHASE OF GOVERNMENT-OWNED PROPERTY. The acquisition of property will only be accomplished by following the Federal Acquisition Regulation (FAR) guidelines when property is not available through transfer from within ATF or another Federal agency.

12. LEASED/LEASED-TO-OWN/RENTAL PROPERTY. Property that is leased or rented from a commercial source for a period of 3 months or longer will be managed in Sunflower in accordance with the Federal Management Regulations (FMR).

13. PURCHASE CARD ACQUISITIONS. The supervisor and property custodian are responsible for forwarding a signed ATF F 1851.7, Receiving Report, along with a copy of the credit card receipt/invoice to the Chief, Property and Fleet Management Section, within 10 work days when Accountable Property, refer to Table A, is acquired using a Government credit card. The ATF F

1851.7 must contain a full description of the property, to include the property identification number, manufacturer, model name or number, serial number, acquisition cost, user name, and property location. Government credit cards will not be used to purchase firearms, information (IT) equipment, computers, and wireless devices. ATF cardholders do not have delegated authority to purchase firearms, and therefore, must contact the Acquisition Branch for further guidance.

14. RESERVED.

15. PROPERTY GIFTS. ATF’s Office of Chief Counsel will review all gift offers prior to approval, or submission, to the Assistant Attorney General for Administration. A gift request must include the name of the donor, the past and present official relationship between the donor and ATF, and a statement as to how it will facilitate the work of ATF. Depending on the value of the gift, approval must be obtained prior to the acceptance of the property and the placement of the property into official use. This includes items donated to ATF from non-Federal sources, such as State or local agencies, and public organizations. For additional guidelines, refer to ATF O 1100.168A.

16. TRANSFER OF PROPERTY BETWEEN ATF OFFICES. To conserve funds, the redistribution of excess property among ATF offices must be considered the first source of acquisition. The supervisor, property custodian, and the Chief, Property and Fleet Management Section, must consider transportation costs, age, condition, and rehabilitation costs, as well as the need for the item, prior to transferring property between offices.

17. PROPERTY LOANS.

a. Property on Loan to ATF. When specialized property is unavailable within ATF, there may be a need to temporarily borrow property to complete a specified mission. When this occurs, the office requiring the property must get approval from both the agency owning the property, and the Chief, Property and Fleet Management Section. The loan transaction must be documented with a memorandum provided to the Chief, Property and Fleet Management Section, that provides the State or Federal, or local agency’s name, address, point of contact and telephone number. Pertinent information relating to the property, such as description, name, manufacturer, model name, model number, and serial number, must also be documented in the memorandum. In accordance with the FMR, property on loan to ATF for more than 90 days must be assigned a property identification number (PIN), and the property must be entered into Sunflower. Upon return to the owning agency, a memorandum must be provided to the Chief, Property and Fleet Management Section, in order to have the property removed from Sunflower.

b. ATF Property on Loan to another Agency. ATF property loaned to another Federal, State, or local agency, must be documented in the same manner as stated in subparagraph 17a. The property custodian must establish a pending return file for the property, and the property custodian must annotate the expected return date in Sunflower.

18. TRANSFER OF PROPERTY FROM OTHER AGENCIES. Excess property from other Federal agencies is the second consideration as a source of acquisition. Property transferred from other agencies must be in an acceptable condition, and will only be acquired upon approval by the Chief, Property and Fleet Management Section, after coordination with the ATF program office.

For example, the transfer of radio/communication assets from other Federal agencies will be coordinated between the Chief, Property and Fleet Management Section, and representatives of the Office of Science and Technology (OST), Wireless Communications Branch.

19. REMOVAL OF PROPERTY FOR REPAIR. In order to remove property for repairs the Optional

Form 7 (OF 7), Property Pass, will be used (refer to Exhibit 23). This form is available at the following link: www.gsa.gov/portal/forms.

20. RECEIVING REPORTS. Property custodians must provide an ATF F 1851.7 to the Chief, Property and Fleet Management Section, within 10 work days of receiving new property.

21. PREPARATION AND RETENTION OF PROPERTY SOURCE DOCUMENTS. Entries into

Sunflower are based on property source documents. Source documentation must be accurate and must contain sufficient information to identify the property, such as PIN, manufacturer, model number, and serial number. The property custodian is responsible for ensuring that documents that involve the acquisition, disposal, or transfer of assets are maintained to sustain an audit trail, and also to support all entries into Sunflower. These documents are verified during office reviews and during ATF financial program audits by the Office of the Inspector General (OIG), the Office of Professional Responsibility and Security Operations (OPRSO), and others. Source documents include, but are not limited to:

a. ATF F 1851.7, Receiving Report (acquisition of new property), Exhibit 1.

b. ATF F 1851.4, Property Issue Receipt, Exhibit 20.

c. ATF F 1854.4, Report of Disposition Excess Personal Property (disposal of property), Exhibit 2.

d. SF 122, Transfer Order, Excess Personal Property (transfer of property to other Federal agencies), Exhibit 3.

http://www.gsa.gov/portal/forms

e. SF 123, Transfer Order, Surplus Personal Property (transfer of property donated to State agencies or other authorized recipients), Exhibit 4.

f. Sunflower Inventory Reports.

22. PROPERTY INVENTORIES. Physical inventories are conducted to maintain the accuracy and integrity of property owned by ATF with emphasis on accuracy and timely recording of all property status changes in Sunflower to include serial number validation. Supervisors are responsible for ensuring that any discrepancies noted during an inventory are adequately researched.

Supervisors must provide a written explanation to the Chief, Property and Fleet Management Section, for each discrepancy that is not supported by source documentation (see paragraph 21).

An ATF F 1851.3, Report of Survey (Exhibit 15), serves as the only method to remove property that is not supported by source documentation. The ATF F 1851.3 and supporting documentation will be provided to the Internal Affairs Division by the Chief, Property and Fleet Management Section. The Chief, Property and Fleet Management Section, will also ensure that firearms, laptops, or any equipment containing sensitive information, is reported to the National Crime Information Center (NCIC), and that the date of notification is entered on the ATF F 1851.3.

Materiel Management personnel, once notified of any property status discrepancy, will ensure that all corrections are made at the instant the status change is noted/observed and no longer than 10 days after the noted occurrence.

23. CHANGE OF PROPERTY CUSTODIAN AND PROPERTY MANAGEMENT REPRESENTATIVE

INVENTORIES. A new property custodian or property management representative should be designated far enough in advance, normally 60 days, to permit a complete inventory of the office’s property by the incoming and outgoing parties. If this is not possible and the outgoing party is not available, the new property custodian or property management representative will inventory the property with a disinterested second party. The inventory must be completed within 45 days of the new appointment. Written acknowledgement of the certification of the inventory will be provided to the Chief, Property and Fleet Management Section, and verified during the Inspection Division review.

24. CAPITALIZED PROPERTY, MOTOR VEHICLES, FIREARMS, COMPUTERS, AMMUNTION,

AND EXPLOSIVES INVENTORIES. The Chief, Financial Officers Act of 1990 requires that all property with an original acquisition cost of $25,000, or higher, be inventoried on an annual basis.

This inventory will also include all motor vehicles, firearms, and other sensitive items such as computers, ammunition, and explosives, regardless of the original acquisition cost.

See Exhibit 21, Guidance on Recording Property, Plant and Equipment (PPE) and Proper Usage of Subject Object Classifications (SOC).

25. RESERVED.

26. RADIO AND COMMUNICATION EQUIPMENT. The OST, Wireless Communications Branch, has responsibility for ensuring continuity in ATF’s communication operations. The acquisition, disposal, or transfer, of radios and other communication equipment to another Federal, State or local law enforcement agency, will not be authorized without prior approval from the Chief, Technical Operations Branch, and the Chief, Property and Fleet Management Section.

27. INVESTIGATIVE EQUIPMENT. Requests for investigative equipment will be submitted to the

Technical Operations Branch, program manager, Office of Field Operations (FO).

a. Investigative equipment acquired for use by field offices may be shipped directly from the vendor to field offices. Upon receipt of the property, the property custodian must ensure that a PIN is assigned and affixed to the property (see Table A, Accountable Property).

All investigative equipment must be maintained on ATF 1851.4. This includes any property assigned a PIN as well as property identified as controlled property. The property custodian must provide a copy of the source documentation within 10 work days to the Chief, Property and Fleet Management Section.

b. Investigative equipment may be initially delivered to the Technical Operations Branch and subsequently transferred to field offices. When this occurs, the Technical Operations Branch will assign the PIN to the property, and provide a copy of the source document to the Chief, Property and Fleet Management Section, within 10 work days. Within 10 work days of the transfer of the property to field offices, the property custodian for the Technical Operations Branch will process a Request Asset Change in Sunflower for transfer of the property to the gaining property custodian.

c. Proper control, documentation, and distribution of interception equipment are the responsibility of the property custodian, TOO, and user. Additionally, each SAC remains responsible for all sensitive equipment assigned to their activity. Sensitive communications equipment must be maintained under secure conditions to preclude theft or deterioration. Sensitive equipment is not authorized for transfer outside of ATF, and may only be disposed of upon approval from the Chief, Property and Fleet Management Section.

28. FIREARMS AND WEAPONS. Firearms must be accounted for in Sunflower. The term “firearm” includes any weapon designed to expel a projectile or projectiles by an explosive.

Mufflers, silencers, and tasers, are considered to be weapons in relation to accountable property.

29. AMMUNITION AND EXPLOSIVES. Employees entering storage areas or vaults containing ammunition or explosives not seized for evidentiary purposes must sign and date ATF F 1851.9, Access Control Log (Exhibit 5). Firearms instructor coordinators, firearms instructors, and/or division tactical advisors, must ensure that ATF F 1851.10, Ammunition Control Record (Exhibit

6) is used to record all ammunition and explosives that are acquired and issued. A current balance for each particular type of ammunition or explosive will be maintained at all times. An inventory will be conducted during the annual capitalized property, motor vehicle, firearms, computers, ammunition, and explosives inventory as stated in paragraph 24. An ATF F 1851.3 will be processed and provided to Internal Affairs when losses or overages exceed 5 percent from the previous inventory. Retention ammunition inventory files will be reviewed during the OPRSO review.

30. INFORMATION TECHNOLOGY (IT) EQUIPMENT. The Assistant Director (OST)/Chief

Information Officer (CIO) is responsible for ATF’s IT asset life-cycle programs. In order to ensure compatibility to ATF information systems, all requirements for IT equipment, to include hardware, software, peripherals, and other components, must be forwarded to the Chief, Information Services Division for approval prior to submitting to the Acquisitions Branch.

a. Issue of IT Equipment. All IT equipment provided through ATF’s Enterprise System

Architecture (ESA) program will be assigned a PIN and entered into Sunflower prior to issue. Upon issue, a Request Asset Change transaction must be processed in Sunflower to the property account receiving the new equipment. The transaction must contain the name of the individual designated to receive the property. The receiving property custodian is responsible for ensuring the acceptance of these transactions to their property accounts, and for updating the user and/or property location information. Under no circumstances, will equipment be issued to a user without a PIN, or without processing a Request Asset Change transaction to the new property account.

b. Disposal of IT Equipment/Clearing of Hard Drives.

(1) Documentation to support the removal of equipment during a property exchange by an ESA technician must be provided to the property custodian by the user. The property custodian must process a Request Asset Change in Sunflower to transfer the returned property to the Seat Management contractor.

(2) All computer hard drives from ATF computers must be removed prior to their disposal. If a user experiences a hard drive failure, they must notify the ESA contractor who shall dispatch an ESA technician to repair or replace the hard drive.

If the hard drive cannot be repaired or completely cleared of data, the ESA technician shall remove it from the computer and annotate on the hard drive the PIN and the serial number of the computer from which it was removed. The ESA contractor, with oversight from the contracting officer representative (COR), is responsible for ensuring that hard drives are removed prior to equipment disposal.

The ESA contractor is required to maintain stringent supporting documentation as verification of hard drive removal and equipment disposal.

(3) ATF computer users, and property custodians, are responsible for ensuring that removed hard drives are properly labeled, and forwarded to the Materiel Management Operations Center (MMOC) within 10 work days of removal.

Removed hard drives must be forwarded to the MMOC via registered mail or Federal Express.

31. CELLULAR/WIRELESS COMMUNICATION. All PDAs, Telephones/IPhones, Blackberries and

IPads will be ordered by the End User Service Branch (EUSB), who is responsible for management, accountability and control of these items. Accountability will be established in Sunflower by using the manufacturer PIN in lieu of assignment of an ATF PIN. The manufacturer's PIN will be used as the serial number in Sunflower. This equipment will be assigned to the EUSB for subsequent transfer to the ATF users. The EUSB and property custodians are responsible for ensuring that a Request Asset Change is accepted in Sunflower within 10 work days when equipment is assigned or reassigned. Questions or concerns relating to the processing of property transactions may be directed to the Chief, Materiel Management Branch.

32. RESERVED.

33. RESERVED.

34. DETERMINATION OF PROPERTY AS EXCESS.

a. ATF-owned excess property must not be transferred to another Federal agency or local government, and must not be donated to any organization, without the approval of the Chief, Property and Fleet Management Section. Excess property must be reported to the Chief, Property and Fleet Management Section, using ATF F 1854.1, Declaration of Excess Personal Property (Exhibit 7).

b. The Chief, Property and Fleet Management Section, must report excess property to GSA for disposition.

35. PROCEDURES FOR THE TRANSFER OF PROPERTY FROM ATF TO ANOTHER

DEPARTMENT OF JUSTICE COMPONENT OR ANOTHER FEDERAL AGENCY. The requesting agency must request the transfer of excess ATF property using Standard Form (SF) 122, Transfer Order, and Excess Personal Property (Exhibit 3). The SF 122 will be submitted to the Chief, Property and Fleet Management Section, for approval prior to the transfer.

36. COMPUTERS FOR LEARNING PROGRAM. The Chief, Property and Fleet Management

Section may authorize the donation of excess computers and other educationally useful research equipment to public, private, parochial, or home schools located within the United States.

Schools must be registered on the Computers For Learning Website located at http://computersforlearning.gov.

a. Eligible hardware that may be donated includes personal computers, monitors, keyboards, and related peripherals (e.g., printers, modems, routers, and servers).

Unopened software, in the original packaging, telecommunications equipment, and controllers may also be donated. In accordance with DOJ guidelines, hard drives must be removed prior to releasing hardware to any school or educational research activity.

Therefore, all ATF computers must have their hard drives removed before being donated to the Computers for Learning Program.

b. Eligible educationally useful research equipment that may be donated includes equipment appropriate for the conduct of technical or scientific educational research activities. This includes property such as laboratory, photographic and general office equipment.

c. Property custodians are responsible for:

(1) Advising interested educational institutions to register on the Computers For

Learning website;

(2) Reporting excess personal property to the Chief, Property and Fleet

Management Section, using ATF F 1854.1. The ATF F 1854.1 must include the name(s) of the registered and eligible recipient(s).

(3) Obtaining the SF 122 from the Chief, Property and Fleet Management Section and contacting the designated organization to arrange for pickup of the property.

Educational institutions must provide proof of their tax-exempt status prior to taking possession of the property.

(4) Obtaining the signature(s) from the authorized organization representative(s) on the SF 122.

(5) Forwarding a copy of the signed SF 122 to the Chief, Property and Fleet Management Section along with a signed memorandum from the supervisor stating that all the hard drives were removed and shipped to the MMOC for destruction.

d. The Chief, Property and Fleet Management Section is responsible for:

(1) Reviewing and approving the request(s) for donation(s) to eligible educational institution(s).

(2) Preparing the SF 122 and forwarding the SF 122 to the property custodian.

(3) Removing the property from Sunflower upon receipt of the completed SF 122 and the signed memorandum indicating that the hard drive(s) was removed and destroyed.

37-40 Reserved

CHAPTER C. MOTOR VEHICLE MANAGEMENT

41. ACQUISITION AND DELIVERY OF VEHICLES.

a. ATF-Owned Vehicles. Congressional authority for the purchase of new law enforcement vehicles is contained in ATF’s annual appropriations act. New vehicles are purchased and allocated based on the availability of funds, mission requirements, and vehicle condition. Motor vehicle manufacturers issue Certificates of Origin for each vehicle (Exhibit 8). The certificate is provided to the Chief, Property and Fleet Management Section, who will assign a PIN to each respective ATF-owned vehicle; he/she will provide the certificate to the appropriate supervisor. The supervisor will ensure that an ATF F

1851.7 is completed and forwarded to the Chief, Property and Fleet Management Section, within 10 work days of receipt of the vehicle.

b. General Services Administration (GSA) Vehicles. All requests and justifications to acquire GSA leased vehicles must be submitted to the Chief, Property and Fleet Management Section, who will initiate action with local GSA offices to process vehicle requirements. Due to GSA lead times, program office requirements must be made 1 year in advance. GSA will provide GSA Form 1152, Vehicle Assignment/Termination (Exhibit

9) or equivalent forms, when vehicles are leased and received from GSA. The assigned driver must ensure that a signed and dated copy of the GSA Form 1152 is forwarded, with a completed copy of ATF F 1851.7, to the Chief, Property and Fleet Management Section. The assigned driver must also provide a copy of ATF F 1851.7 to the property custodian within 10 work days of receipt of the vehicle. The Chief, Property and Fleet Management Section will assign a PIN and enter each vehicle acquired into the Sunflower Property Management System for accountability and will notify the property custodian.

c. Vehicles Rented or Leased from Commercial Sources. The Acquisition Branch must provide a copy of any purchase order that is issued to acquire a motor vehicle to the Property and Fleet Management Section. Additionally, the office receiving the vehicle must provide an ATF F 1851.7 to the Chief, Property and Fleet Management Section within 10 work days to obtain a PIN and for the establishment of accountability in the Sunflower Property Management System.

d. Vehicles from Forfeiture/Seizure. The Asset Forfeiture and Seized Property Division (AFSPD) will approve seized and forfeited vehicles for official use in accordance with ATF O 3400.1C, Property Taken into Bureau Custody and in consultation with the Chief, Property and Fleet Management Section. The AFSPD will ensure that a PIN is assigned to each vehicle, and that all supporting documentation for the placement of the vehicle into official use is provided to the Chief, Property and Fleet Management Section. Upon receipt of the request to place a seized vehicle into official use, the Chief, Property and Fleet Management Section will forward an ATF F 1851.7 to the receiving office for their completion and return, so that the authorizing vehicle can be entered into the Sunflower Property Management System. The AFSPD may pay, if asset forfeiture funding is available, for any vehicle inspections and/or repairs before the Chief, Property and Fleet Management Section can accept vehicles into the ATF fleet. The DOJ Asset Forfeiture Program requires that forfeited vehicles be utilized for a period of 2 years from the time placed into official use before disposal may occur in normal circumstances. Therefore, consideration must be given prior to the acceptance of luxury vehicles such as a BMW, Lexus, Volvo, Mercedes, etc., as these vehicles often incur expensive maintenance costs.

e. Vehicles Received as Gifts. DOJ Order 2400.2, Solicitation and Acceptance of Gifts to the Department, sets forth DOJ's policies and procedures regarding the solicitation and acceptance of gifts, devises and bequests of property of all kinds. Approval must be obtained from the Assistant Attorney General before vehicles may be accepted and placed into official use. This includes vehicles donated to ATF from non-Federal sources, such as State or local agencies, and public organizations. The Office of Chief Counsel will review all gift offers prior to submission to the Assistant Attorney General. The request to accept a vehicle as a gift must include the name of the donor, the past and present official relationship between the donor and ATF, and a statement as to how the vehicle will facilitate the work of ATF.

f. Vehicles Obtained Through Exchange Procedures. In accordance with Title 41, CFR, Subtitle C, Federal Property Management Regulations System, Subchapter H, Utilization and Disposal, part 102-39.60, a vehicle(s) may be exchanged with a supplier (generally, an automotive dealer) when the following conditions apply:

(1) The vehicle(s) exchanged or sold is not excess or surplus, and the vehicle(s) acquired is needed for official use.

(2) The number of vehicles exchanged or sold is the same as the number of vehicles acquired.

(3) The vehicle(s) exchanged or sold were not acquired for the principal purpose of exchange or sale.

(4) The exchange does not involve the transfer of funds.

g. Vehicles Obtained Through Transfer from Other Federal Agencies. Excess vehicles located in other Federal agencies may be transferred to ATF to satisfy a valid requirement. The property accountable officer (PAO) is the only individual authorized to approve the transfer. He/she shall consider the age, mileage, and condition of the vehicle(s) prior to approval (see chapter A, subparagraph 3b.).

h. Vehicle Insurance Replacement. When a third party is responsible for the destruction or loss of an ATF owned vehicle, any funds recovered from the third party cannot be retained by ATF; the funds must be deposited to the Department of the Treasury.

However, a third party responsible for the loss of Government property is permitted (but not required) to replace the vehicle in-kind; the agency receiving the replacement is not required to transfer an amount equal to the cost of replacement into the Department of the Treasury General Fund. Accordingly, an ATF employee who is responsible for seeking recovery for the destruction or loss of an ATF owned vehicle, may request that the responsible party (or the responsible party’s insurer) provide an in-kind replacement rather than funds. The legal exception allowing acceptance of in-kind replacement instead of funds is narrow, and individual penalties for violating the Miscellaneous Receipts Statute are severe, as defined in Title 31 U.S.C. § 3302. For this reason, an ATF employee who is responsible for seeking recovery for the destruction or loss of an ATF owned vehicle, shall confer with the Office of Chief Counsel and the Chief, Property and Fleet Management Section, before requesting or accepting in-kind replacement.

i. Vehicle Files. Files applicable to ATF vehicles, whether owned or leased, and which contain all actions relating to such a vehicle will be maintained at the field or Headquarters office having possession of the vehicle, for 4 years from the date of final disposition or disposal of the vehicle.

42. ADHERING TO STATE AND FEDERAL VEHICLE LAWS. Vehicle operators are responsible for any traffic and parking citations (including fines obtained as a result of radar or red light cameras) obtained while operating an ATF-owned or leased vehicle. Vehicle operators must report any citations to their supervisor within 24 hours of receipt of a written citation or notification of an electronic citation. Fines are the responsibility of the employee, and must be paid by the employee by the date required on the ticket.

a. All employees who operate privately-owned or Government issued vehicles in the course of conducting ATF business must maintain a valid operator’s license as issued and in accordance with the rules and regulations of the state of issuance during the use of the vehicle. It will be the responsibility of each supervisor to validate that the employee has in his/her possession the necessary operator’s license prior to approving the employee’s use of and operation of a Government vehicle. It is recommended that a copy of the license be maintained in a secure file.

b. ATF mandates that all vehicle operators and occupants of ATF-owned or commercially leased vehicles use the occupant seat belt.

c. Vehicle operators are responsible for any traffic and parking citations (including fines obtained as a result of radar or red light cameras) obtained while operating an ATF-owned or leased vehicle. Vehicle operators must report any citations to their supervisor within 24 hours of receipt of the citation. Fines are the responsibility of the employee, and must be paid by the employee by the date required on the ticket.

d. ATF prohibits the use of hand-held wireless or cellular telephones by a driver while operating vehicles owned or leased by ATF, or in privately-owned vehicles being used during the performance of ATF official business. Vehicle operators shall not use wireless or cellular telephones while driving except when essential to law enforcement functions such as coordinating search warrants, undercover operations, or other law enforcement purposes. Hands-free devices for cellular telephones and phone-enabled PDA devices may be obtained through OST.

43. MISUSE OF VEHICLES. Operators, who use or authorize the use of a motor vehicle for other than official purposes, will be referred to the OPRSO for investigation and possible disciplinary action.

a. In accordance with Title 31 U.S.C. § 1349, an employee who uses, or authorizes the use of a motor vehicle for other than official purposes may be subject to suspension of at least 30 calendar days or, up to and including, dismissal from ATF. An employee may be held financially responsible for damages to vehicles when Report of Survey Board proceedings establish negligence.

b. ATF prohibits the use of hand-held wireless or cellular telephones by a driver while operating vehicles owned or leased by ATF, or in privately-owned vehicles being used during the performance of ATF official business.