DoD_4160.21-M.pdf

Department of Defense

MANUAL

NUMBER 4160.21, Volume 1 October 22, 2015

USD(AT&L)

SUBJECT: Defense Materiel Disposition: Disposal Guidance and Procedures

References: See Enclosure 1

1. PURPOSE

a. Manual. This manual is composed of several volumes, each containing its own purpose. In accordance with the authority in DoD Directive (DoDD) 5134.12, DoD Instruction (DoDI) 4140.01, and DoDI 4160.28 (References (a), (b), and (c)), this manual prescribes uniform procedures for the disposition of DoD personal property and establishes the sequence of processes for disposition of personal property of the DoD Components.

b. Volume. This volume of this manual:

(1) Reissues DoD 4160.21-M (Reference (d)).

(2) Implements the statutory authority and regulations under which DoD personal property disposal takes place, as well as the scope and applicability for the program.

(3) Defines the responsibilities of personnel and agencies involved in the Defense Materiel Disposition Program.

(4) Provides procedures for disposal of excess property and scrap.

(5) Provides procedures for property donations, loans, and exchanges.

2. APPLICABILITY

a. This volume applies to OSD, the Military Departments, the Office of the Chairman of the Joint Chiefs of Staff and the Joint Staff, the Combatant Commands, the Office of the Inspector General of the Department of Defense, the Defense Agencies, the DoD Field Activities, and all other organizational entities within the DoD (referred to collectively in this volume as the “DoD Components”).

DoDM 4160.21-V1, October 22, 2015

b. If a procedural conflict exists, these references take precedence:

(1) Parts 101 and 102 of Title 41, Code of Federal Regulations (CFR), also known as the “Federal Property Management Regulation and Federal Management Regulation (FPMR and FMR)” (Reference (e)).

(2) Subtitle I of Title 40, United States Code (U.S.C.), also known as “Federal Property and Administrative Services Act” (Reference (f)).

3. POLICY. It is DoD policy consistent with Reference (e) that excess DoD property must be screened and redistributed among the DoD Components, and reported as excess to the General Services Administration (GSA). Pursuant to section 701 of Reference (f), DoD will efficiently and economically dispose DoD foreign excess personal property (FEPP).

4. RESPONSIBILITIES. See Enclosure 2.

5. PROCEDURES. See Enclosure 3.

6. RELEASABILITY. Cleared for public release. This volume is available on the Internet from the DoD Issuances Website at http://www.dtic.mil/whs/directives.

7. EFFECTIVE DATE. This volume is effective October 22, 2015.

David J. Berteau Assistant Secretary of Defense for Logistics and Materiel Readiness

Enclosures

1. References

2. Responsibilities

3. Procedures

4. Excess DoD Property and Scrap Disposal Processing

5. Donations, Loans, and Exchanges

6. Through-Life Traceability of Uniquely Identified Items Glossary

CONTENTS 3

TABLE OF CONTENTS

ENCLOSURE 1: REFERENCES

ENCLOSURE 2: RESPONSIBILITIES

ASSISTANT SECRETARY OF DEFENSE FOR LOGISTICS AND MATERIEL

READINESS (ASD(L&MR))

DIRECTOR, DEFENSE LOGISTICS AGENCY (DLA)

DoD COMPONENT HEADS

ENCLOSURE 3: PROCEDURES

PERSONAL PROPERTY DISPOSITION

SCOPE AND RELEVANCY

OBJECTIVES

FOREIGN LIAISON

TRAINING

DoD COMPONENTS

DLA DISPOSITION SERVICES

ICP MANAGER

ENCLOSURE 4: EXCESS DoD PROPERTY AND SCRAP DISPOSAL PROCESSING

GENERAL

PROPERTY AND SCRAP ACCEPTED AND EXCLUDED

SCRAP SEGREGATION AND IDENTIFICATION

DOCUMENTATION FOR DISPOSAL THROUGH DLA DISPOSITION SERVICES

PROPERTY CUSTODY DETERMINATIONS

Physical Custody Retention Turn-Ins

TRANSFERRING USABLE PROPERTY AND SCRAP TO A DLA DISPOSITION

SERVICES SITE

RECEIPT OF PROPERTY AND SCRAP

During Transfer Conditional and Accountable Acceptance Distinction Document Acceptance Returning Receipts DLA Disposition Services Site Batchlots

IDENTIFICATION, BARCODING, AND STORAGE REQUIREMENTS

ACCOUNTING FOR PROPERTY AT THE DLA DISPOSITION SERVICES SITE

CALIBRATION AND MAINTENANCE OF WEIGH SCALES

PHYSICAL INVENTORY ACCURACY

INVENTORY DISCREPANCIES AND ADJUSTMENTS

Errors Before Acceptance

CONTENTS 4

Errors After Acceptance Property Not in DLA Disposition Services Site Custody

PROPERTY DISPOSITION

Packing, Crating, and Handling (PC&H) Transportation

AUDITS

Outside Command Involvement Joint Service and DLA Directives Used During Audits

ENCLOSURE 5: DONATIONS, LOANS, AND EXCHANGES

AUTHORITY AND SCOPE

FMR

Other Regulations Agreements

COMPLIANCE WITH NONDISCRIMINATION STATUTES REQUIREMENTS

DONATIONS OF SURPLUS PERSONAL PROPERTY

General Accessing GSAXcess® Release of Government Liability Reporting Donation Restrictions Returnable DoD Property Allocating Surplus Property Identification of Screeners Screening and Ordering Procedures for DLA Disposition Services Property Customer Removal of Ordered Property

SPECIAL DONATIONS (GIFTS), LOANS, AND EXCHANGES OUTSIDE THE FMR ...55

Compliance Organizations Authorized to Receive Loans and Donations Requirements for Veterans Organizations Requirements for Museums Eligibility Determination Military Departments Loans of Bedding Army Loans to Veterans’ Organizations Navy Loans and Donations Donation of Excess Chapel Property Disposition After Use of Special Donations (Gifts), Loans, and Exchanges

DISASTER ASSISTANCE FOR STATES

ACADEMIC INSTITUTIONS AND NON-PROFIT ORGANIZATIONS

ENCLOSURE 6: THROUGH-LIFE TRACEABILITY OF UNIQUELY

IDENTIFIED ITEMS

AUTHORITY AND SCOPE

Property Accountability

CONTENTS 5

IUID

Identification Marking of U.S. Military Property Registration of UIIs UPDATING THE DoD IUID REGISTRY Obtaining User Access Life-cycle Events for Materiel Disposition Updating Procedures

GLOSSARY

PART I. ABBREVIATIONS AND ACRONYMS

PART II. DEFINITIONS

TABLES

1. Transfers of Usable Property to DLA Disposition Services Sites

2. Federal Stock Classes Requiring Turn-In By Valid NSN

3. FSCs in SCC A > or = $50 Excluded From Batchlotting

4. SEA National Offices

5. Military Department Contact Points for Loan, Donation, or Exchange of Property

FIGURES

1. Infrared/Spectral Reflectance Batchlots Certification

2. Certification of HM Recipients

3. Sample Certificate of Assurance

4. Sample Standard Loan Agreement

5. Sample Conditional Deed of Gift

6. Sample Exchange Agreement

7. Sample Unconditional Deed of Gift

ENCLOSURE 1 6

ENCLOSURE 1

REFERENCES

(a) DoD Directive 5134.12, “Assistant Secretary of Defense for Logistics and Materiel

Readiness (ASD(L&MR)),” May 25, 2000, as amended

(b) DoD Instruction 4140.01, “DoD Supply Chain Materiel Management Policy,”

December 14, 2011

(c) DoD Instruction 4160.28, “DoD Demilitarization (DEMIL) Program,” April 7, 2011

(d) DoD 4160.21-M, “Defense Materiel Disposition Manual,” August 18, 1997 (hereby cancelled)

(e) Title 41, Code of Federal Regulations

(f) Title 40, United States Code

(g) DoD 4100.39-M, “Federal Logistics Information System (FLIS) Procedures Manual,” date varies by volume

(h) DoD Instruction 5000.64, “Accountability and Management of DoD Equipment and Other

Accountable Property,” May 19, 2011

(i) DoD 4160.28-M, “Defense Demilitarization,” June 7, 2011

(j) DoD 7000.14-R, “Department of Defense Financial Management Regulations (FMRs),” current edition

(k) Title 10, United States Code

(l) Air Force Instruction 21-204, “Nuclear Weapons Maintenance Procedures,”

November 30, 2009, as amended

(m) Committee on National Security Systems Instruction No. 4008, “Program for the

Management and Use of National Reserve Information Assurance Security Equipment,” March 2007

(n) Office of the Chief of Naval Operations Instruction N9210.3, “Safeguarding of Naval Nuclear Propulsion Information (NNPI),” June 7, 2010

(o) Naval Nuclear Material Management Manual S9213-45-000, “Naval Nuclear Material Management,” July 2003, as amended1

(p) Defense Logistics Manual 4000.25-1, “Military Standard Requisitioning and Issue Procedures (MILSTRIP),” June 13, 2012, as amended

(q) Defense Logistics Manual 4000.25-2, “Military Standard Transaction Reporting and Accounting Procedures (MILSTRAP),” June 13, 2012, as amended

(r) Defense Logistics Manual 4000.25 “Defense Logistics Management System (DLMS),” June 5, 2012

(s) DoD Instruction 8320.02, “Sharing Data, Information, and Technology (IT) Services in the Department of Defense,” August 5, 2013

(t) Executive Order 12862, “Setting Customer Service Standards,” September 11, 1993

(u) DoD Directive 5230.20, “Visits and Assignments of Foreign Nationals,” June 22, 2005

(v) Title 22, Code of Federal Regulations

(w) Title 15, Code of Federal Regulations

(x) DoD Instruction 2030.08, “Implementation of Trade Security Controls (TSC) for Transfers of DoD Personal Property to Parties Outside DoD Control,” February 19, 2015

1 Available from Naval Supply Weapons Systems Support, Code 009, (717) 605-3829

ENCLOSURE 1 7

(y) Title 40, Code of Federal Regulations

(z) DoD Instruction 4715.4, “Pollution Prevention,” June 18, 1996, as amended

(aa) DoD Directive 5105.22, “Defense Logistics Agency (DLA),” May 17, 2006

(ab) Defense Security Cooperation Agency 5105.38-M, “Security Assistance Management

Manual (SAMM),” April 30, 20122

(ac) Defense Logistics Agency Instruction 1104, “Control of Small Arms by Serial Number,”

October 22, 2004, as amended

(ad) Section 552a of Title 5, United States Code (also known as “The Privacy Act of 1974”)

(ae) Defense Logistics Manual 4000.25, Volume 6 “Department of Defense Activity Address

Code (DoDAAC) Directory (Activity Address Code Sequence),” June 13, 2012, as amended3

(af) DLAI 4140.55/AR 735-11-2/SECNAVINST 4335.18A/AFJM 23-215, “Reporting of Supply Discrepancies,” August 6, 2001

(ag) DLAR 4145.11/AR 740.7/NAVSUPINST 4440.146C/MCO 4450.11, “Safeguarding of DLA Sensitive Inventory Items, Controlled Substances, and Pilferable Items of Supply,” February 1, 1990

(ah) Defense Logistics Agency Regulation 7500.1, “Accountability and Responsibility for Government Property in the Possession of the Defense Logistics Agency,” August 26, l993

(ai) DoD Instruction 7600.02, “Audit Policies,” October 16, 2014

(aj) Army Regulation 36-2, “Audit Services in the Department of the Army,”

September 19, 2007, as amended

(ak) Secretary of the Navy Instruction 7510.7F, “Department of the Navy Internal Audit,”

December 27, 2005

(al) Air Force Policy Directive 65-3, “Internal Auditing,” April 21, 2010

(am) Title 42, United States Code

(an) Title 20, United States Code

(ao) Title 29, United States Code (also known as the “Rehabilitation Act of 1973”)

(ap) Title 49, United States Code

(aq) DoD Manual 4140.01, “DoD Supply Chain Materiel Management Procedures,”

February 10, 2014

(ar) Title 46, United States Code

(as) Title 26, United States Code

(at) Title 15, United States Code

(au) DoD Directive 8320.03, “Unique Identification (UID) Standards for a Net-Centric

Department of Defense,” March 23, 2007

(av) DoD Instruction 8320.04, “Item Unique Identification (IUID) Standards for Tangible

Personal Property,” September 3, 2015

(aw) Military Standard 130N, “Department of Defense Standard Practice Identification Marking of U.S. Military Property,” December 17, 2007, as amended

(ax) Joint Publication 1-02, “Department of Defense Dictionary of Military and Associated

Terms,” current edition

(ay) Title 21, United States Code (also known as “The Comprehensive Drug Abuse Prevention and Control Act of 1970”)

(az) Title 21, Code of Federal Regulations

2 See URL http://www.samm.dsca.mil/listing/authorization-letter 3 Available on website http://www2.dla.mil/j-6/dlmso/elibrary/manuals/dlm/dlm_pubs.asp#v2

ENCLOSURE 1 8

(ba) Title 49, Code of Federal Regulations

(bb) Title 29, Code of Federal Regulations

ENCLOSURE 2 9

ENCLOSURE 2

RESPONSIBILITIES

1. ASSISTANT SECRETARY OF DEFENSE FOR LOGISTICS AND MATERIEL

READINESS (ASD(L&MR)). Under the authority, direction, and control of the USD(AT&L), and in accordance with Reference (a), the ASD(L&MR):

a. Develops DoD materiel disposition policies, including policies for FEPP.

b. Oversees the effective implementation of the DoD materiel disposition program.

c. Approves policy changes, as appropriate, to support contingency operations.

d. Approves national organizations for special interest consideration as service educational activities (SEAs), and approve categories of property considered appropriate, usable, and necessary for transfer to SEAs.

2. DIRECTOR, DEFENSE LOGISTICS AGENCY (DLA). Under the authority, direction, and control of the Under Secretary of Defense for Acquisition, Technology, and Logistics, through the ASD(L&MR), and in addition to the responsibilities in section 3 of this enclosure, the Director, DLA:

a. Provides agency-level command and control and administers the worldwide Defense Materiel Disposition Program.

b. Implements guidance issued by the ASD(L&MR) or other organizational elements of OSD and establishes system concepts and requirements, resource management, program guidance, budgeting and funding, training and career development, management review and analysis, internal control measures, and crime prevention for the Defense Materiel Disposition Program.

c. Chairs the Disposal Policy Working Group (DPWG).

d. Provides direction to the DLA Disposition Services on implementing the worldwide Defense Materiel Disposition Program.

e. Provides direction to the DLA inventory control points (ICPs) on the cataloging of items in the Federal Logistics Information System (FLIS), as outlined in DoD 4100.39-M (Reference (g)).

This is done to prevent the unauthorized disposition or release of items within DoD, other federal civilian agencies, or release into commerce.

f. Promotes maximum reuse of FEPP, excess, and surplus property. Pursues all possible avenues to sponsor or endorse reuse of excess DoD property and preclude unnecessary purchases.

ENCLOSURE 2 10

g. Directs the DLA Disposition Services communications with the DoD Components regarding changes in service delivery processes or plans that will affect disposal support provided.

In overseas locations, these communications will include geographic Combatant Commanders, U.S. Chiefs of Mission, and the in-country security assistance offices.

h. Accommodates contingency operation requirements. Directs the DLA support team to determine any needed deviations from standard disposal processing guidance and communicates approved temporary changes to the Military Departments and DLA Disposition Services.

i. Ensures maximum compatibility between documentation, procedures, codes, and formats used in materiel disposition systems and the Military Departments’ supply systems.

j. Programs, budgets, funds, accounts, allocates, and controls personnel, spaces, and other resources for its respective activities.

k. Annually provides to GSA a report of property transferred to non-federal recipients in accordance with Part 102 of Reference (e).

l. Assumes the worldwide disposal of all DoD hazardous property (HP), except for those categories specifically designated to remain the responsibility of the Military Department or Defense Agency, as described in Volume 4 of this manual.

m. Ensures property disposal training courses are available (e.g., at DLA Training Center) for all personnel associated with the disposal program.

n. Ensures DLA Disposition Services follows the DoD disposal hierarchy with landfill disposal as a last resort.

3. DoD COMPONENTS HEADS. The DoD Components heads:

a. Recommend Defense Materiel Disposition Program policy changes to the ASD(L&MR).

b. Recommend Defense Materiel Disposition Program procedural changes to the Director, DLA, and provide information copies to the ASD(L&MR).

c. Assist the Director, DLA, upon request, to resolve matters of mutual concern.

d. Treat the disposal of DoD property as an integral part of DoD Supply Chain Management;

ensure that disposal actions and costs are a part of each stage of the supply chain management of items and that disposal of property is a planned event at all levels of their organizations.

e. Provide the Director, DLA, with mutually agreed-upon data necessary to administer the Defense Materiel Disposition Program.

ENCLOSURE 2 11

f. Participate in the DoD Precious Metals Recovery Program (PMRP) and promote maximum reutilization of FEPP, excess, and surplus property and fine precious metals for internal use or as government-furnished material (GFM).

g. Nominate to the ASD(L&MR) national organizations for special interest consideration as SEAs; approve schools (non-national organizations) as SEAs; and recommend to the ASD(L&MR) categories of property considered appropriate, usable, and necessary for transfer to SEAs.

h. Provide administrative and logistics support, including appropriate facilities, for the operations of tenant and related off-site DLA Disposition Services field activities under inter- Service support agreements (ISSAs).

i. For property not explicitly identified in this manual, follow Service-unique regulations to dispose of and maintain accountability of property. Ensure all accountable records associated with the disposal of FEPP, excess, and surplus property are established and updated to reflect supply status and ensure audit ability in accordance with DoDI 5000.64 (Reference (h)). This requirement also applies to modified processes that may be developed for contingency operations.

j. Ensure completion of property disposition (reutilization and marketing) training courses, as appropriate.

k. Administer reclamation programs and accomplish reclamation from excess materiel.

l. Establish and administer disposal accounts, as jointly agreed to by DLA and the Military Departments, to support the demilitarization (DEMIL) and reclamation functions performed by the Military Departments.

m. Dispose of surplus merchant vessels or vessels of 1,500 gross tons or more, capable of conversion to merchant use, through the Federal Maritime Administration , U.S. Department of Transportation, by forwarding a Standard Form 120, “Report of Excess Personal Property,” to GSA, in accordance with the procedures in Reference (e). For vessels explicitly excluded by Reference (e), follow procedures in DoD 4160.28-M (Reference (i)), i.e., battleships, cruisers, aircraft carriers, destroyers, or submarines.

n. Dispose of HP specifically designated as requiring DoD Component processing.

o. Request DLA Disposition Services provide sales services, as needed, for recyclable marketable materials generated as a result of resource recovery programs through the DoD Component qualified recycling program (QRP) in accordance with the procedures in Enclosure 4 of this volume.

p. Consider public donation if applicable before landfill disposal and monitor, with DLA Disposition Services Site personnel, all property sent to landfills to ensure no economically salable or recyclable property is discarded.

ENCLOSURE 2 12

q. Report, accurately identify on approved turn-in documents, and turn in all authorized scrap generations to servicing DLA Disposition Services sites.

r. Update the DoD Item Unique Identification (IUID) Registry upon the materiel disposition of uniquely identified items in accordance with the procedures in Enclosure 6.

s. Improve disposal policies, training, and procedural implementation among the DoD Components and federal civilian agencies through membership on the DPWG.

ENCLOSURE 3 13

ENCLOSURE 3

PROCEDURES

1. PERSONAL PROPERTY DISPOSITION. The general guidelines and procedures for property disposition are:

a. Reference (e) implements Reference (f), which established the Personal Property Disposition Program. Part 101 of Reference (e) and other laws and regulations apply to the disposition of FEPP, excess, and surplus property. In the event of conflicting guidance, Reference

(e) takes precedence. Part 102 of Reference (e) is the successor regulation to the FPMR (Part 101 of Reference (e)). It updates regulatory policies of Part 101 of Reference (e)).

b. All references to “days” are calendar days unless otherwise specified.

c. The Department of Defense provides guidance for budgeting for the disposal of excess, surplus, and FEP property through Volumes 11 and 12 of DoD 7000.14-R (Reference (j)), with updates via program budget decisions. The Service-level billing is based on the services turn-in percentage of the Disposition Services workload. As an example, if the Army constitutes 40 percent of the workload, the Army will pay 40 percent of the Disposition Services Service-level bill.

(1) Billings are addressed to each Military Department, Defense Agency, and federal civilian agency (FCA).

(2) Billing for disposition of excess property depends on decisions made between DLA and the customer: the Military Department, Defense Agency, those sponsoring DoD-related organizations (e.g., Civil Air Patrol, Military Affiliate Radio System (MARS)), or FCAs.

2. SCOPE AND RELEVANCY

a. In conjunction with Reference (i), the provisions of this manual apply to service providers, whether they are working at a government facility or at a commercial site and to contractors to the extent it is stipulated in the performance work statement of the contracts. Reference (i) and Title 10, U.S.C (Reference (k)) contain additional specific guidance for property identified as munitions list items (MLI) or commerce control list (CCL) items.

b. The procedures in this volume will be used to the extent possible in all contingency operations. As appropriate, the ASD(L&MR) will modify policy guidance to support the mission requirements and operational tempo of contingency operations.

c. This volume does not govern the disposal of the property described in paragraphs 2c(1), 2c(2), and 2c(3). However, once property in these categories has been altered to remove the inherently sensitive characteristics, it may be processed through a DLA Disposition Services site

ENCLOSURE 3 14

using an appropriate federal supply classification (FSC) code for the remaining components.

(1) Items Under Management Control of the Defense Threat Reduction Agency in Federal Supply Group (FSG) 11. These items include Department of Energy special design and quality controlled items and all DoD items designed specifically for use on or with nuclear weapons.

These items are identified by manufacturers’ codes 57991, 67991, 77991, and 87991 in the DLA Logistics Information Service FLIS. These items will be processed in accordance with Air Force Instruction 21-204 (Reference (l)).

(2) Cryptologic and Cryptographic Materiel. This materiel must be processed in accordance with Committee on National Security Systems Instruction 4008 (Reference (m)).

(3) Naval Nuclear Propulsion Plant Materiel. This materiel must be processed in accordance with Office of the Chief of Naval Operations Instruction (OPNAVINST) N9210.3 (Reference (n)) and Naval Nuclear Material Management Manual S9213-45-000 (Reference (o)).

3. OBJECTIVES. The objectives of the Defense Materiel Disposition Program are to:

a. Provide standardized disposition management guidance for DoD excess property and FEPP (including scrap) and HP, by using efficient internal and external processes. The expected outcome includes protecting national security interests, minimizing environmental mishaps, satisfying valid needs by extended use of property, permitting authorized donations, obtaining optimum monetary return to the U.S. Government, and minimizing abandonment or destruction (A/D) of property.

b. Migrate from legacy transactions with 80 record position formats applicable to military standard system procedures (e.g., Defense Logistics Manual (DLM) 4000.25-1 (Reference (p)) and DLM 4000.25-2 (Reference (q)) to variable length DLMS transactions as described in DLM

4000.25 (Reference (r)) (American National Standards Institute Accredited Standards Committee (ANSI ASC) X12 or equivalent Extensible Markup Language (XML) schema)) to track items throughout the supply chain life cycle. Implementation must be consistent with DoDI 8320.02 (Reference (s)).

c. Ensure cost-effective disposal of precious metals bearing scrap and end items for the replenishment of valuable resources through the DoD PMRP.

d. Ensure personal property and related subcomponents are not declared excess and disposed of prior to determining the need for economic recovery.

e. Encourage Military Departments and Defense Agencies to:

(1) Comply with the spirit and intent of Executive Order 12862 (Reference (t)).

(2) Set results-oriented goals, such as delivering customer value that results in improvement of overall Military Department performance.

ENCLOSURE 3 15

(3) Serve the tax payer’s interests by ensuring tax money is used wisely and by being responsive and reliable in all dealings with the public.

4. FOREIGN LIAISON

a. Authority for granting visits by foreign nationals representing foreign governments rests with the International Programs Division (J-347) at DLA. Prospective official foreign visitors should submit requests 30 days in advance through their embassy in accordance with procedures in DoDD 5230.20 (Reference (u)). These requests may require a security clearance from the host Military Department. DLA processes the requests, and will provide written authority to primary-level field activity commanders or DLA Disposition Services site chiefs. Unclassified visits by foreign nationals can be approved for inspections prior to acquiring property through security assistance programs or other programs authorized by statute.

b. A commander of a DoD activity may authorize foreign nationals and representatives of foreign governments or international organizations to visit a DLA Disposition Services site, except for those foreign nationals and representatives from foreign countries designated as restricted parties in the International Traffic in Arms Regulations(ITAR) in Parts 120 to 130 of Title 22, CFR (Reference (v)) and the Export Administration Regulations (EAR) in Parts 730 through 774 of Title 15, CFR (Reference (w)).

c. Visits by foreign nationals for public sales will be at the discretion of the host installation commander in accordance with U.S. export control laws and regulations, the ITAR in Parts 120 to 130 of Reference (v) and the EAR in Parts 730 through 774 of Reference (w).

d. All requests for unclassified information, not previously approved for public release will be referred to the appropriate public affairs office. This includes requests submitted by representatives of foreign governments or representatives of international organizations.

e. Requests from foreign nationals or representatives from foreign governments of restricted parties will be referred to the appropriate security office.

f. Release of MLI technical data or CCL item technology will be in accordance with References (g), (h), (k), (v), (w) and DoDI 2030.08 (Reference (x)).

5. TRAINING. Personnel with Materiel Disposition Program responsibilities (DLA Disposition Services employees, ICP integrated materiel managers (IMMs), Reservists, etc.) as well as those DoD-related and non-DoD organizations disposing of excess, surplus, FEPP, and scrap through the Department of Defense, require applicable training in defense materiel disposition policies, procedures, and related technical areas such as safety, environmental protection, DEMIL, TSC, accounting and accountability, administration, or management of those activities. Required training will be accomplished according to Reference (i) and Reference (x) and applicable DoD, DLA, and Military Department training issuances. In addition to formal training, the DLA

ENCLOSURE 3 16

Disposition Services Website (http://www.dispositionservices.dla.mil/index.shtml) provides guidance on various topics related to materiel disposition.

6. DoD COMPONENTS. The DoD Components:

a. Provide administrative and logistics support, including appropriate facilities for the segregation of material according to the established ISSAs.

(1) Establish disposal facilities at suitable locations, separate from host installation active stocks. These areas should permit proper materiel segregation and be convenient to road networks and railroad sidings.

(2) Approve all facility improvement projects. Identify in the ISSA reimbursable and non-reimbursable host maintenance and repair support, not exceeding that prescribed by regulations of the host activity.

(3) Fence or otherwise protect the disposal yard to ensure that materiel is safeguarded against theft or pilferage. Security matters identified in ISSAs are covered by security regulations of the DoD Components.

(4) Provide information security support to DLA Disposition Services field activities through ISSAs, including the retrieval, secure storage, and subsequent determination of the appropriate disposition of classified property found in disposal assets.

b. Properly containerize and ensure all property turned in to DLA Disposition Services sites is safe to handle and non-leaking to ensure environmental compliance during transport to the DLA Disposition Services site and storage during the disposal process. Drain all fluids from unserviceable vehicles prior to release to disposal and treat fluids according to environmental requirements in accordance with the procedures in Enclosure 3 of Volume 4 of this manual.

c. Ensure hazardous waste (HW) storage facilities meet all applicable environmental standards and requirements, including parts 262, 264, and 265 of Title 40, CFR (Reference (y)).

d. Provide funds for disposal of HP failing reutilization, transfer, donation, or sale (RTDS), or if the HP is not eligible for RTDS, that it is disposed of on a DLA disposal service contract.

Funding for disposal by the Military Department or Defense Agency also applies in instances when non-regulated waste requires special handling for disposal via disposal service contract, or when special services are requested on the disposal service contract.

e. Comply with the Defense DEMIL Program in accordance with References (c) and (i).

(1) Provide proper instructions for DEMIL “F” property to the DLA Disposition Services site at the time of physical turn-in or immediately following electronic turn-in in accordance with the procedures in Enclosure 5 of Volume 2 and Enclosure 3 of Volume 4 of this manual and the procedures on the Army’s Integrated Logistics Support Center Website

ENCLOSURE 3 17

https://tulsa.tacom.army.mil/DEMIL.

(2) Ship small arms serialized weapons and serialized parts to the Anniston, Alabama, DEMIL Center, as identified on the DLA Disposition Services website:

https://www.dispositionservices.dla.mil. Contact the Anniston center for shipment instructions.

All activities generating serialized weapons and serialized weapons parts must report a “ship” transaction, using the appropriate DLA Disposition Services DEMIL Center DoD Activity Address Code (DoDAAC), to the DoD Small Arms and Light Weapons Serialization Program registry.

f. Implement DoD QRPs, as directed by DoDI 4715.4 (Reference (z)). Establish QRPs to divert or recover scrap or waste from the waste streams, as well as to identify, collect, properly segregate, and maintain the integrity of recyclable materials in a way that will maintain or enhance their marketability. Indicate on the turn-in documents that QRP material is identified as such with funds to be deposited to the appropriate budget clearing account.

g. Implement trade security control (TSC) measures in accordance with Reference (x) for U.S.

Munitions List (USML) and commerce control list items and comply with applicable export control regulations and laws.

7. DLA DISPOSITION SERVICES. The DLA Disposition Services will:

a. Provide Military Departments and Defense Agencies with disposition solutions and best value support for the efficient and timely RTDS or disposal of excess, surplus, and FEP property.

This includes all required training and guidance on programs affecting disposition practices.

b. Provide visibility and promote maximum reuse of DLA Disposition Services-managed inventory assets. Implement transfer and donation policies and procedures consistent with GSA regulations.

c. Provide tailored disposal support to the DoD warfighter during contingency operations, as approved by the ASD(L&MR).

(1) Work with the Military Departments to receive and dispose of property in the most efficient manner. If standard accountability practices are not practical, alternative processes may be established on a temporary basis. However, as time or conditions permit, prescribed processes will be established and appropriate additions, deletions, and adjustments to the official accountable record will be completed.

(2) Provide comprehensive disposal services supporting customer-unique needs based on mutually developed service agreements. DLA Disposition Services, along with DLA, will work with customers of all levels, e.g., generators, major commands, and Services, to define expectations and establish service delivery strategies.

d. Use the most appropriate sales method to obtain optimum return on investment for all DoD surplus property sold. Respond to inquiries, process disputes, protests, and claims pertaining to

ENCLOSURE 3 18

disposable property sales.

e. Implement quality control programs for the Defense Materiel Disposition Program to assure optimum reutilization; proper DEMIL; use of environmentally sound disposal practices;

implementation of TSC measures for MLI and CCL item.

f. Implement TSC in accordance with Reference (x) for USML and CCL item and comply with applicable export control regulations and laws.

g. Monitor DLA Disposition Services site PMRP operations and provide support to DoD Components and participating federal agencies. Manage the recovery operations of the PMRP.

h. Prepare and distribute reports for disposition.

i. Serve as the office of primary responsibility for environmentally regulated and HP, as detailed in Volume 4 of this manual.

j. Comply with and implement the provisions of References (c), (i), and (x) in the execution of DLA Disposition Services worldwide. Coordinate procedural waivers or deviations for approval by the DoD DEMIL Program Office or DoD TSC Office in DLA-HQ (J-334). Forward policy waivers or deviations from the DoD DEMIL Program Office or DoD TSC Office to the USD(AT&L) or Under Secretary of Defense for Policy respectively for approval.

k. Monitor property accountability and approve adjustments or corrections to property accounts for assigned DLA Disposition Services sites.

l. Comply with implementing guidance relative to relationships with Combatant Commanders, as prescribed in DoDD 5105.22 (Reference (aa)).

m. Support disposal of Military Assistance Program property and other foreign-owned property in accordance with Defense Security Cooperation Agency 5105.38-M (Reference (ab)) and Enclosure 4 of this volume.

n. Provide reutilization, donation, and marketing assistance and disposal service to customers.

o. Maintain liaison with generating activities to determine most efficient method of acceptance (receipt in place vs. physical turn-in), determine mutually agreed-upon schedules for property receipts, and execute memorandums of understanding (MOUs) for receipt-in-place transactions.

p. Process excess property, surplus property, FEPP, nonsalable materiel, and other authorized turn-ins from generating activities.

q. Inspect and accumulate physical receipts of property; verify identity, by unique item identifier (UII) or IUID when applicable, and quantity. DLA Disposition Services sites need not verify quantities where units of issues are: lot, assortment, board foot, cubic foot, foot, inch, length, meter, square foot, square yard, and yard. These units of issue are impractical and

ENCLOSURE 3 19

economically unfeasible.

r. Establish and maintain visibility of accountable property records for excess, surplus, and FEPP property.

s. Provide or arrange adequate covered storage to protect received property from the elements, maintain its value and condition, and reduce handling. Store property to prevent contamination or mixing, ensure proper identification and segregation (bins or areas are prominently marked, labeled, tagged, or otherwise readily identifiable with the property locator record), and allow inspection.

t. Fence or otherwise protect the disposal yard to ensure materiel is safeguarded against theft or pilferage. DLA Disposition Services are generally a tenant operation on a DoD installation that generates disposal property. The DLA Disposition Services must comply with the security matters identified in ISSAs established with the DoD Component regarding security regulations.

u. Provide HW storage, as appropriate. Ensure HW storage facilities meet all applicable environmental standards and requirements, including those specified in part 264 of Reference (y).

v. Prepare ISSAs. Coordinate with the local installation to resolve matters of mutual concern.

w. Provide information and assistance to those who are processing precious metals-bearing property into DoD PMRP.

x. Ensure periodic inventories are conducted, accountable property records updated, and required inventory adjustment documents are prepared and processed.

y. Implement reutilization, transfer, or donation (RTD) of surplus property. Promote maximum RTD of FEPP, excess property, and surplus property. Process authorized RTD requests.

Ensure accountable records are updated in accordance with Reference (h).

z. Provide assistance to all authorized screeners, donees, and other interested persons.

aa. Facilitate the sale of property not reutilized, transferred, or donated, and appropriate for release into commerce.

ab. Deposit sale proceeds and other funds received, including storage charges and transfer monies to the appropriate accounts.

ac. Manage the DoD scrap recycling program (including precious metals recovery) and related financial records.

ad. Assist host installations in executing their QRPs in accordance with section 2577 of Reference (k) and deliver sales revenues from eligible personal property to defray the costs incurred by operating and improving recycling programs, financing pollution abatement and environmental programs, funding energy conservation improvements, improving occupational, ENCLOSURE 3 20 safety, and health programs, and funding morale, welfare, and recreation programs.

ae. Ensure DEMIL, including small arms serialized weapons and serialized parts is accomplished in accordance with Reference (c) and DLA Disposition Services internal direction.

Provide shipment locations and instructions to generating activities, as requested.

af. Document handling and receipt of serialized weapons in accordance with the procedures in Defense Logistics Agency Instruction (DLAI) 1104 (Reference (ac)) for the control of small arms by serial number.

ag. Update the DoD IUID Registry upon the materiel disposition of uniquely identified items in accordance with the procedures in Enclosure 6 of this volume.

8. ICP MANAGER. The ICP Manager is responsible for the materiel management of a group of items either for a particular Military Department or for the DoD as a whole. For the Defense Materiel Disposition Program, the ICP manager will:

a. Ensure managed items are properly cataloged in the FLIS, in accordance with Reference (h). To prevent unauthorized disposition or release within DoD, other federal civilian agencies, or release into commerce, include required data elements such as UII (when applicable), accurate codes for DEMIL, controlled inventory items, precious metals, shelf life items, and critical items (critical safety items (CSIs) or flight safety critical aircraft parts (FSCAP)), or other applicable data elements.

b. Prepare complete instructions when property is assigned DEMIL Code “F,” in accordance with life-cycle management requirements in Enclosure 5 of Volume 2 of Reference (i).

Additionally, load the instruction in the DoD DEMIL “F” Instruction repository hosted by the Army’s Integrated Logistics Support Center Website at https://tulsa.tacom.army.mil/.

c. Review DLA Disposition Services assets and orders, as appropriate, prior to initiating new purchases.

d. Process other ICP interrogations or orders for requirements assigned a Uniform Materiel Movement and Issue Priority System (UMMIPS) priority designator:

(1) Falling within Issue Priority Group 1 (Priorities 01 - 03).

(2) In accordance with the procedures in Reference (p).

(3) Considering on-hand assets to the same extent as would be done to satisfy their own service orders.

e. Prepare data, records for accountability, and provide disposition recommendations as prescribed here and in Reference (h) in order to maintain backup material for audit review.

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f. Annually provide DLA Disposition Services with updates to points of contact on the DoD DEMIL program website https://demil.osd.mil/ for operational matters, such as reutilization, donation, DEMIL, precious metals, HP, and CSIs.

g. Arrange for DEMIL of those items not authorized for DLA Disposition Services site DEMIL processing.

h. Submit available technical data needed to prepare specialized offers and reclamation requirements, when requested.

i. Identify items requiring reclamation and advise Military Department and Defense Agency ICPs or IMMs of items with reclamation potential.

j. Prepare and forward reclamation transactions for the interservice interchange of data for component parts with reclamation potential.

k. Process reclamation notifications and data interchange transactions of other ICPs.

ENCLOSURE 4 22

ENCLOSURE 4

EXCESS DoD PROPERTY AND SCRAP DISPOSAL PROCESSING

1. GENERAL

a. Military Departments and Defense Agencies will declare DoD property excess and use the DoD in-transit control system (ICS), as required by References (h) and (q).

b. Generating activities are encouraged to retain physical custody until disposition instructions are provided to reduce processing costs; e.g., packaging, crating, handling, and transportation

(PCH&T).

c. Disposal of wholesale excess DoD property continental United States (CONUS) stocks from DLA Depot recycling control points (RCPs) is automated. This property does not require transport to a DLA Disposition Services site. Authorized excess DoD property is transferred between the RCP account and the DLA Disposition Services account (SC4402). The following FSGs, FSCs, supply condition codes (SCCs), and DEMIL codes are ineligible for RCP:

(1) FSGs: 10, 11, 12, 13, 14, 18, 26, 68, 80, 87, 88, 89, 91, and 94.

(2) FSCs: 2350, 3690, 4470, 4920, 4927, 6505, 6508, 6750, and 8120.

(3) SCCs: H.

(4) DEMIL Codes: G and P.

2. PROPERTY AND SCRAP ACCEPTED AND EXCLUDED

a. DLA Disposition Services must accept and dispose of all authorized DoD-generated excess, surplus, FEPP, scrap, and other personal property with the exclusions in paragraph e of this section.

b. Property not disposed of through RTDS will be processed for disposal under an HW contract, except as specified elsewhere. For example, HP will be processed on HW disposal service contracts. Other property will be downgraded to scrap, demilitarized, processed for A/D, or disposed of through a DLA Disposition Services service contract.

c. DLA Disposition Services sites minimize processing delays as much as possible. In the event a site is unable to physically accept the property at the desired time and location due to workload, generating activities may retain the property for processing in-place, seek another DLA Disposition Services site, or hold the property until the DLA Disposition Services site is able to receive the property.

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d. DLA Disposition Services sites:

(1) Accept and process nonsalable materiel that has no RTDS value, but is not otherwise restricted from disposal by U.S. law or federal or military regulations.

(2) Ensure that disposition is by the most economical and practical method; for example, donation in lieu of A/D or through a service contract that meets minimum legal requirements for disposal of the specific types of property.

e. DLA Disposition Services sites may not accept (either physically or on its account) and no reutilization or sale service will be given for:

(1) Radioactive waste, items, devices, or materiel (all materiel that is radioactive).

(2) Property designated for disposal by the Military Departments as identified in Volume 4 of this manual.

(3) Classified material, except that which is addressed by paragraph 2e(5) of this enclosure.

(4) Nuclear weapons-related materiel.

(5) Classified and unclassified information systems security material (cryptological (CRYPTO) or communications security (COMSEC)). Disposal of FSCs 5810 and 5811 are the responsibility of the Military Departments and may not be transferred to DLA Disposition Services in their original configuration as specified in Reference (i).

(6) Property containing information covered by section 552a of Title 5, U.S.C., also known as the “Privacy Act of 1974” (Reference (ad)).

f. DoD Components will manage the collection and disposal of installation refuse and trash. If refuse and trash, when properly segregated, possesses RTDS potential, disposition may be accomplished via DLA Disposition Services, recycling provisions of refuse collection contracts, in-house refuse operations, or QRPs as appropriate.

g. The DLA Disposition Services site operating as a tenant on an installation will notify the host activity when unauthorized shipments are received at the DLA Disposition Services site (including off-site shipments) of radioactive items, classified material, nuclear weapons-related materiel, and classified and unclassified information systems security material (CRYPTO/COMSEC). The host activity will be responsible for retrieving and securing any radioactive items, classified items, and unclassified information systems security material (CRYPTO/COMSEC) immediately upon request of the DLA Disposition Services site.

h. DLA Disposition Services sites will not accept scrap accumulations that are contaminated or commingled with:

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(1) Material potentially presenting an explosive hazard (MPPEH).

(2) MLI that require DEMIL (DEMIL Codes C, D, E and F) and MLI that require mutilation (DEMIL Code B). MLI with DEMIL Code G and P are not authorized for acceptance by DLA Disposition Services in their original state.

(3) CCL items that have not undergone mutilation to the point of scrap as defined in Reference (x).

(4) HP FSCs.

i. Contaminated scrap should be turned in as HW.

3. SCRAP SEGREGATION AND IDENTIFICATION

a. Separating material at the source simplifies scrap segregation and reduces handling.

Commingling material may reduce or, in some instances, destroy the value of the scrap.

b. Generating activities are responsible for initial identification and segregation. The major basic material or content will be used in the item nomenclature block of the disposal turn-in document (DTID).

c. Scrap will be segregated to ensure only authorized items are in a scrap pile.

d. DLA Disposition Services sites will provide guidance and, where possible, containers for use by scrap generators at the source.

e. The generating activity collecting the scrap or waste will maintain proper segregation of the material and determine a point at which no further material will be added. When scrap piles are being built by the DLA Disposition Services site, the same principles apply. Scrap generated from explosive and incendiary items and chemical ammunition is dangerous and will not be commingled with other types of property.

4. DOCUMENTATION FOR DISPOSAL THROUGH DLA DISPOSITION SERVICES

a. Use DoD automated information systems to the extent practical to prepare documentation for excess, surplus, or scrap DoD property or FEPP. This method of submitting information is preferred, particularly for turn-in of HW. In addition to submitting the information through automated information systems, hard copies must be produced and maintained with the items during the disposal processes.

b. The generator will provide to the DLA Disposition Services site an original and three hard copies of a DD Form 1348-1A, “Issue Release/Receipt Document,” or DD Form 1348-2, “Issue Release/Receipt Document with Address Label” (available at

ENCLOSURE 4 25

http://www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm.) The DTID must include a valid DoDAAC, as authorized in Volume 6 of DLM 4000.25 (Reference (ae)). All further references to DD Form 1348-1A, which also include DD Form 1348-2, will be referred to in this volume as a “DTID.” Table 1 provides guidance on preparation of the DD Form 1348 series documents. For scrap transfers, see section 6 of this enclosure.

Table 1. Transfers of Usable Property to DLA Disposition Services Sites

(Single Line Item Turn Ins) Using DD Forms 1348-1A/2 Field Legend Record Position Entry And Instructions

Document Identifier

(DI)

1-3 A5J/940R. Use information on the source document to perpetuate the archived DI. For locally determined excesses generated at a base, post, camp, or station, assign a DI code, as determined by shipping activity procedures.

Routing Identifier 4-6 Enter the record indicator (RI) of the shipping activity or leave blank when the shipping activity is not assigned an RI.

Media and Status 7 Leave blank.

Stock or Part Number 8-22 See block 25.

Unit of Issue 23-24 Enter the unit of issue of the stock or part number being turned in.

Disposal Quantity 25-29 Enter the quantity being turned in to disposal activity. See block 26.

Document Number 30-43 See block 24.

Alpha Suffix 44 Leave blank (Exception: Use if DTID consists of multiple documents because the 5-digit quantity field (Record Positions 24-29) is insufficient.) See block 24.

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Table 1. Transfers Of Usable Property to DLA Disposition Services Sites, Continued

Supplementary Address

45-50 Enter DoDAAC of predesignated consignee DLA Disposition Services Site.

A DoDAAC is the key component for using the DLA Disposition Services property accounting disposal system to either turn in or order excess property to and from DLA Disposition Services.

The code is required for all DoD activities, contractors, and FCAs to order, receive, ship, identify custody of government property, or reflect identification in a specified military standard logistics system. The code must be approved by the Military Departments, Defense Agencies, and FCA authoritative organization and be officially registered in the DoD activity address file.