United States Office of Administration January 1999
Environmental Protection and Resources Management
Agency 10019992
Custodial
Officer Guide
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Internet Address (URL) • http://www.epa.gov
tecycled/Recyclable • Printed with Vegetable Oil Based Inks on Recycled Paper (Minimum 30% Postconsumer)
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EPA Custodial Officer
Guide
Facilities Management and Services Division
January 1999
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Table of Contents
Page No.
Chapter 1: Introduction to Course and Organizational Structure 3
Facilities Management and Service Division Process 4
EPA Property Management Organization, Headquarters 4
EPA Property Management Organization, Regions 4
Chapter 2: Purpose of Custodial Officers
Designation and Responsibilities of Custodial Officers
EPA Property Accountability System - Integrated Financial
Chapter 3:
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Property Received on Sight (Office) 10
Proper Identification of EPA Decals 10
Chapter 4: Property Inventory List 11
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Quarterly Inventory List 12
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Page No.
Request of Inventory List -------------- ----------------------------------------- 12
Chapter 5: Physical Inventory ------------------------------------------------------------------ 13
Scheduling the Annual Property Inventory --------------------------------- 14
Performing the Annual Inventory by Barcode Reader -------------------- 14
The Reconciliation Process ------------------------------------------------------- 15
Board of Survey ------------------------------------------------------------------ 15
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Donation of Property -------------------------------------------------------- 18
Disposal of Excess Property ------------------------------------------ 19
EPA Property Forms and Their Use ----- — -------------------- 20
Disposal Condition Codes -------------------------------------- 22
Chapter 7: Use of Government-Owed Property in a Non-Government Facility — 23
Use and Control of Property Passes ------------------------ 26
Chapter 8: Basis in Law for Property Management --------------------- 27
Laws and Regulations ------------------------------------------------- 27
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Chapter 1: Introduction to Course.
This guide is designed to provide EPA property custodians with guidance on their
responsibilities as custodial officers.
This guide will:
* Discuss the property program within EPA.
* Focus on the functions of EPA property custodians.
* Emphasize custodial officer responsibilities.
* Provide a background on the rules and regulations which provide the basis for
property management.
The intent of EPA's property management program is to conduct an effective program to
prevent loss, waste, unauthorized use, and unwarranted accumulations of property. This
intent also provides for effective planning and scheduling requirements to ensure supplies,
equipment, and space are available to serve operations and keep operating costs and
inventory levels at a minimum. EPA's property management program assures that:
* Maximum use of property is obtained.
* Property is used for official purposes only.
* Adequate inventory controls and accountability records are maintained.
* Property is cared for by preservation, preventive maintenance, proper handling,
and storage.
* Property is made available for reassignment when no longer required for
approved projects or programs.
* Newly acquired property is inspected for conditions and compliance with
specifications and standards.
* Property management reports are submitted as required.
* Periodic management reviews are conducted to assure compliance with prescribed
policies and regulations, and to determine the need for guidance or training.
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Facilities Management and Service Division Process
EPA Property Management Organization, Headquarters (Exhibit 1, page:
29,
The EPA Organization for managing property is a flow-down organization. At the top,
The Administrator has overall responsibility. This responsibility is delegated to designated
employees within the Agency.
Key Employees - Headquarters Only
* Agency Property Management Officer - an employee responsible for the
planning and direction of the property management programs to include policy
development and technical guidance on a nation-wide basis.
* Property Management Officer.(PMO) - an employee responsible for providing
guidance to the Property Accountable Officer and the Property Utilization Officer
in the implementation of the EPA property management program for his/her
accountable area.
* Property Accountable Officer (AO) - an employee responsible for all elements
of property and supply management, including coordination and direction of
property accounting and custodial functions within their respective accountable
areas.
* Program Accountable Officer (PAO) - an employee designated by the Assistant
Administrator (AA) at the Senior Budget Officer level or equivalent. The PAO
serves as the central point of contact between the AO and the Custodial Officers.
The PAO ensures that Custodial Officers conduct annual inventories and recon-
ciliation as required.
* Custodial Officer - an employee formally designated by the Division Director as
the responsible official for the proper use, maintenance, care, and protection of
personal property charged to his/her custodial area.
EPA Property Management Organization, Regions (Exhibit 2), page; 30.
The difference between the EPA Headquarters flow-down process and the EPA Regional
flow-down process is: At the EPA Regional level, there is not a Program Accountable
Officer (PAO).
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Chapter 2: Purpose of Custodial Officers
Custodial Officers are formally designated as the responsible official for the proper use,
maintenance, care, and protection of personal property charged to his or her custodial
area.
Designation and Responsibilities of Custodial Officers (Exhibits 3,4,5,6, & 7),
pages; 31, 32, 33, 34, 35, & 36.
Established custodial areas must have a certified Property Custodial Officer. A Head-
quarters Division Director or Assistant Regional Administrator of the organizational unit
nominates a responsible employee. EPA Headquarters and EPA Regions handle this
designation flow-down process somewhat differently only because of the organizational
structure.
Assuming Custodial Officer Responsibilities
Upon being designated a Property Custodial Officer, you should take the following actions:
* Familiarize yourself with the duties and responsibilities of the custodial officer.
The primary responsibility is the control and protection of government property
assigned to your custodial area.
* Conduct an inventory of all property assigned to your custodial area. Perform
the following actions before the inventory:
* Obtain a inventory printout of all property assigned to your custodial
area.
* Obtain and prepare Personal Property Custody Receipt Cards. (Optional
use), (Exhibit 8), page: 37.
* Notify all personnel that you will be conducting an inventory and to have
all property available for inventory. Some personnel may have to bring in
or certify that they have property at home.
* Physically inventory all property assigned to your area in the company of
the outgoing Custodial Officer. The Property Accountable Officer may
designate a Property Management representative to assist you.
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* Check items off the inventory list and physically verify the existence of
assigned property. Follow these important steps:
1. Sight the property.
„ 2. Verify the decal number.
3. Annotate the location of the item. ie. - by building and room
number.
4. Put a check mark on your inventory printout to indicate that you
have physically inventoried the item and note items found in the
area which are not on the printout.
5. Annotate next to items that cannot be found; any information you
have available, e.g. stolen, excesses, on loan, etc.
6. Assure that any discrepancies are resolved by your predecessor
and/or the Property Accountable Officer.
7. Obtain an updated inventory printout of property you are charged
with after the necessary adjustments. Annotate "verified and
accepted" on the printout. Date and sign the inventory printout.
EPA Property Accounting - Integrated Financial Management System
fIFMS)
EPA property is accounted for by the following two (2) methods:
1. EPA property valued at S5,000 or more is entered into the Integrated Financial
Management System(IFMS). IFMS is an automated system which contains a record of
each owned or leased item of property.
2. EPA property valued under S5,000 is accounted for by memorandum records.
Memorandum records are maintained on hand receipts, such as the Personal Property
Custody Card, EPA Form 1740-21. (Exhibit 8), page: 37.
IFMS Printout (Exhibit 9). page; 38.
The IFMS printout is an important tool for the Custodial Officer. This printout contains a
listing of accountable property charged to a custodial area. Upon the start of the inventory
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process, the Custodial Officer will receive a current copy of their listing. Request for a
printout can be obtained anytime upon request by the Custodial Officer. The elements of
data which are entered into the IFMS are as follows:
Acquisition cost Custodial area
Voucher number . Model number
Acquisition date Manufacturer's serial No.
Nomenclature Contract number
Manufacturer Acquisition document No.
Last Inventory date Master Item Code No. (MIC.)
Custodial Officer Records
Custodial Officers will create and maintain the following property records:
* Current listing of property assigned to the Custodial Officer's account in the
(IFMS).
* Property Pass (EPA Form 1700-9).
* Property transfer documents:
- Property Action Request and Memorandum Receipt (EPA Form
1740-10). Transfers property between custodial areas.
- Property Receipt and Transfer Document (EPA Form 1700-7).
Transfers property between accountable areas.
* Report of Survey file (EPA Form 1740-12)
* Memorandum, Use of Government-owned property in a non-government
facility.
* Loan agreements.
* Personal Property Custody Card (EPA Form 1740-21) or Standard Log Book
used to record property and signature of employees who remove and return
personal property such as laptops, loan pool equipment, laboratory and
emergency Operations Center equipment, etc.
* Memorandum Property File (general correspondence).
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* Designation memorandum.
* Assumption of Custodial Officers responsibilities memorandum.
Custodial Officers should maintain these records to simplify the task of property' manage-
ment. Records should be maintained for three years.
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Relief of Custodial Officer Responsibilities (Exhibit 10), page: 39.
Responsibility for custodial property will terminate only when the Custodial Officer has
returned the property to the Property Accountable Officer and secured a valid receipt.
The Custodial Officer may also be relieved of responsibility when a complete inventory has
been completed with the successor and a member of the Property Management Office.
This includes having the overages/shortages properly adjusted on the hand receipt and a
memorandum indicating the successor's assumption of responsibility.
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Chapter 3: Acquisitions and Receiving Property
Property Requested by Program Office
Property is assigned to a custodial area based on new receipts, by transfer from another
custodial area, or by accountable transfers from a region or field location. In all cases, it is
necessary to have a record of the property for your custodial file. Documents on file should
include:
* Purchase Request/Order Form (EPA Form 1900-8 -Exhibit 11), page: 40. Used
to procure new property through OAM from competitive vendors, other than full
and open competition or sole source small purchase vendors.
* New receipts - copy of the Purchase Order Optional Form 347.
(Exhibit 12), page: 41. Optional form 347 shall be routed to the Custodial
Officer when a new asset is added to their custodial account.
* Transfers from another custodial area - Property Action Request and
Memorandum Receipt (EPA Form 1740-10 - Exhibit 19), page: 50.
* Nonaccountable transfers, temporary loans to employees, temporary loans to
outside organizations, reporting excess property - Property Action Request and
Memorandum Receipt (EPA Form 1700-10 - Exhibit 20), page: 51.
* Transfer between accountable areas (Regions)-- Property Receipt and Transfer
Document (EPA Form 1700-7 - Exhibit 22), page: 53.
Review these forms to verify an item's description, decal number and serial number.
Custodial Officers indicate acceptance by signing off on each document listed above. In
addition to the documents which reflects your accountability, you should prepare a
Personal Property Custody Card, EPA Form 1740-21, (Exhibit 8), page: 37, to establish
subcustody responsibility for the individual assigned to the item(s).
Property Received at Warehouse
When property is ordered using a Purchase Request/ Order Form 1900-8, the item may be
shipped to the EPA Warehouse located in Landover, Maryland. If the item is valued at
55,000 or more; the item will be decaled at the warehouse, entered into the IFMS, and
shipped to the Program Office who ordered the item. All accountable property will
eventually be inventoried annually with a barcode reader. During the annual inventory,
the custodial account will be updated with a current date.
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Property Received on Sight (Office)
At times, you may receive a piece of equipment directly from a vendor without
documentation. In this case, contact the Property Accountable Officer who can assist the
Custodial Officer to assure that the property is decaled and entered into the IFMS.
Bank Cards - The bank card was intended for program office use in an effort to relieve the
burden felt by the small purchases unit and to expedite program office purchases. To this
effect, the bank card may be used for many individual small purchases under S5,000. Bank
card holders are instructed not to purchase accountable property with the bank card.
Custodial Officers should be sensitive toward credit card purchases. Equipment
purchased with bank cards may be delivered directly from a vendor to the user with or
without documentation.
Part of the Custodial Officers' responsibilities include utilizing property to its fullest
extent. If a Custodial Officer is kept informed of office bank card purchases, the Custodial
Officer may be able to alert an employee to available excess property before unnecessary
purchases are made.
Even though most bank card purchases are for nonaccountable property, custodial officers
should still maintain accurate in-house records. The easiest way for employees to assist
Custodial Officers in this matter, is to retain a copy of the receipt. The Custodial Officer
may put this in a file specifically for bank card purchases.
Proper Identification of EPA Decals (Exhibit 13), page: 42 .
Government property should be identified as U.S. Government property. Marking is
accomplished by the use of decals or other means appropriate to the type of property.
Property numbers may be assigned for control purposes.
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Chapter 4: Property Inventory List
As mentioned in Chapter 2, the IFMS property printout is a complete inventory of all
accountable property valued at S5,000 or more in each custodial area. Property is entered
into the IFMS in several ways, i.e. - property delivered through the EPA Warehouse,
annual physical inventory, property delivered on sight from a vendor and transfers. In all
cases, an EPA accountable decal should be applied to the property. Custodial Officers
should inspect each piece of accountable property for this accountable decal. If there is not
a decal, it has probably not been entered into the IFMS or its under the dollar threshold.
Call the Property Accountable Officer who will give you specific technical guidance.
Types of Property (Personal and Superfund)
Property Management
Property Management can be broadly defined as those functions which deal with the
acquisition, utilization, maintenance, control, protection and disposition of property.
The term property includes both real and personal property which is owned by, leased to,
or acquired by the Government. It also includes property provided to a contractor under
the terms of a contract.
Real Property
"Real Property" is defined as any interest in land, together with improvements, structures
and fixtures.
Personal Property
Personal Property means property of any kind or type which is Government-owned, rented
or leased from commercial sources in the custody of EPA or its contractors; except real
property.
Personal Property Classifications.
Personal property is further classified as "expendable" or "nonaccountabie and "non
expendable or "accountable" and "capitalized/noncapitalized".
- Expendable or nonaccountabie Property is personal property which is a relatively
low dollar value, or which is consumed in the performance of the agency function
or is incorporated into an end item.
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- Nonexpendable Property or accountable is an item of personal property of any
dollar value which retains its identity throughout its useful life and has a dollar
value high enough to warrant maintenance of item accountability.
- Capitalized/Noncapitalized - All nonexpendable or accountable property is either
capitalized or noncapitalized. This relates to how an item is recorded in the
financial records. If it is capitalized, it is an investment asset and is retained as
such in the financial records until it is disposed of or consumed.
Superfund Property
As established by the Comprehensive Environmental Response, Compensation, and
Liability Act; when personal property is funded totally or in part through the Superfund
appropriation, this property is identified as "Superfund Property". A "Superfund" unique
decal will be affixed to all nonexpendable equipment procured with Superfund monies.
When property funded totally or in part with Superfund is no longer required for
Superfund support; disposition must be made on the property. Generally, any proceeds
from the transaction must be reimbursed to the Trust Fund and the site or activity account
credited as appropriate. Disposition in this context includes:
* Transfer or sale to or by a recipient under an Assistance Agreement.
* Transfer or sale to or by another federal agency under an Interagency
agreement.
* Transfer from Superfund activity to nonSuperfund activity within EPA.
* Transfer to another federal or state agency.
* Transfer or sale by an EPA contractor.
* Sales by EPA or GSA.
* Trade-in or exchange.
Quarterly Inventory List
Each Custodial Officer will receive a printout of the current IFMS inventory printout
quarterly. This will enable all Custodial Officers to manage their accounts more
effectively.
Request of Inventory List
As accountable property is delivered to each custodial area; Custodial Officers may request
a current copy of their IFMS inventory printout. Requesting a current printout is
accomplished by calling the Property Accountable Officer.
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Chapter 5: Physical Inventory
Basis for EPA's Property Management Program
The purpose of conducting annual physical inventories is to meet the statutory and
regulatory requirements for verifying government assets and to:
* Reconcile property records and financial records with what is actually on hand.
* Assist in identifying:
- Idle or excess property;
- Procedural weaknesses in preparing, routing, and posting documentation;
- Need for safeguards to prevent misuse, theft, or other losses;
- Need for preventive maintenance programs to assure proper care of
property; and
- Need for replacement items.
Custodial Officer involvement in the inventory process:
* Designated as a Custodial Officer.
* Relieved as a Custodial Officer.
* Involved in the process of the program office's annual inventory of accountable
property.
* Creation of spin off accounts (creating a new custodial area from a current
custodial area).
* Upon request.
The responsibility for various aspects of the inventory belongs to the custodial officer as
follows:
Method - Manual inspection consisting of actual sighting, recording, and verifying the
property. These procedures are the same as those used when the Custodial Officer
conducts the initial inventory of his or her custodial area.
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Assistance - Property Management Office personnel will provide assistance to Custodial
Officers conducting inventories upon request.
Reconciliation - The inventory must be reconciled to adjust the records with the actual
count and all overages and shortages must be documented.
Property Accountable Officer actions:
Plays an important role in the inventory process and is responsible for the following
actions:
* Checking all annotations upon receipt of the "verified and accepted" copy of the
inventory printout from the Custodial Officer.
* Pulling original receipt documentation for any discrepancies noted.
* Compiling a list of all procurement request originators, the date of receipt, and
the individual who signed for them. The list will be provided to the Custodial
Officers to further aid in their search for the items.
* Reviewing final reports from the custodial officer to determine the course of
action during final reconciliation.
Upon receipt of the results from the Property Management Office; the Custodial Officer is
responsible for: ^
* Follow-up on items that cannot be located using the name of the originator and the
individual who received the property.
Scheduling the Annual Property Inventory
The schedule of the annual property inventory is established by the Property Accountable
Officer and is coordinated through the Program Accountable Officer. Annual property
inventories are scheduled by forwarding a memorandum to each EPA Headquarters
program area with a date and time of actual inventory. Custodial Officers must coordinate
with the Property Management Office in case of any conflict with work schedules or
absence from duty.
Performing the Annual Inventory by Barcode Reader
Accountable property is captured electronically by the use of a barcode reader. An
example of this process is the same as scanning store bought products across the glass
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portion of a grocery store counter top. The hand- held barcode reader is scanned across
the EPA accountable decal which contains all the inventory information on the black lines
of the decal. Once this process in accomplished, the barcode reader which has stored the
inventory information and is then downloaded into a computer.
The Reconciliation Process
Reconciliation as a result of an inventory means to identify and find missing property.
Reconciliation also means to adjust the records with the actual count, and all overages and
shortages be documented. Specific actions may take place to help reconcile the inventory
as explained in the following subchapters.
Board of Survey (Exhibits 14 & 15), pages: 43, 44, & 45.
Purpose:
The Board of Survey is a fact-finding body designated to investigate every incident with
respect to the circumstances and conditions of the loss, shortage, damage or destruction of
government property.
The Board of Survey, consisting of professional members of the EPA staff, are required for
each accountable area. Board members are nominated and appointed annually. The
following people cannot serve on the board:
* The Property Accountable Officer (but may bean advisor to the Board).
* Custodial officers.
* Property Management Office personnel.
* Report of Survey reviewing officials.
* Anyone involved in the case being considered.
The Board must:
* Conduct a full investigation of the facts and determine findings and
recommendations.
* Recommend to the approving authority that a criminal investigation be
undertaken if there is suspected theft or violation of criminal statutes.
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Boards can make the following determinations:
* Property recovered without loss or cost to the government.
* Property recovered. However, the government is required to suffer cost or repair
or replacement.
* Property is not recovered.
* Extent and nature of damage to the property.
* Identification of the person or group responsible for the loss or damage.
* Sufficient evidence to support a charge of financial liability.
* Insufficient evidence to support liability.
Financial Liability Determination:
If financial liability is recommended by the Board, it must be predicated upon a
preponderance of evidence showing intent of neglect or carelessness. No one shall be held
liable for performing or failing to perform an action because of a reasonable error of
judgment or a physical limitation.
Approving Official: -
The approving official (Director, Facilities Management and Services Division
Headquarters) reviews the Board's findings and recommendations, and either approves or
disapproves them. If disapproved, the approving official states the reasons and requests
further investigation by the Board.
Employee's Right of Review:
Any employee charged with an adverse finding (financial liability) has the right to appeal
the finding and have it reviewed by a higher authority. The employee must send a written
appeal request to the reviewing authority to initiate proceedings. At that point, the entire
record is forwarded to the Director, Facilities Management and Services Division
Headquarters for a final decision.
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Missing Property
Property may be reported as lost, stolen, damaged, or may be discovered to be missing
when the inventory is conducted. When you are advised or learn that a piece of property
is missing, there are certain steps that should be taken immediately.
* Make a thorough search of the area.
* Advise the Security Office so that a wide search can be made and local
enforcement authorities can be advised, if appropriate.
* Report to the Property Accountable Officer that an item is missing. Provide a
memorandum report giving the facts and details as you know them; include decal
and serial numbers if available.
* Provide the EPA Security Officer a courtesy copy of the memorandum so that
he/she is aware of the incident and can follow up with the Federal Protective
Service. Any employee who detects a loss of, or observes damage to Government
property shall immediately make an oral report to the Custodial Officer. If a
preliminary investigation indicates that further inquiry is required, the Custodial
Officer shall formalize the findings in writing and forward them through super-
visory channels to the Property Accountable Officer.
Follow-up Action
If the property cannot be located, it is necessary to delete it from the official records. This
is done as a result of Report of Survey which authorizes the Property Accountable Officer
to adjust the official record. Your memo initiates the Report of Survey action.
Refer to (Exhibit 15), pages: 44 & 45.
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Chapter 6: Disposition
Donation of Property
The Executive Order
President Clinton defined the mission of "Computers For Learning" in Executive Order
12999, "Educational Technology: Ensuring opportunity for all children in the next
century," which states his goal - "to ensure that American children have the skills they
need to succeed in the information-intensive 21st century.
EPA Policy and Procedures
NOTE: SUPERFUND PROPERTY IS EXCLUDED FROM THE DONATION PROCESS.
DONATIONS
Normally Federal Agencies do not have the authority to donate government property, as
this authority rests solely with the General Services Administration (GSA). Presently,
however, there is an exception to that rule. In 1992 Congress amended the Stevenson
Wydler Innovation Act of 1980 to include the transfer of Education-Related Federal
Equipment to Elementary and Secondary Schools, Colleges and Universities. On
November 16,1992, Executive Order 12821 was signed by the President to further
encourage federal agencies to participate in the transfer of this excess equipment to schools.
E.0.12821 has been replaced by E.0.12999 "Educational Technology: Ensuring
Opportunity for all Children in the Next Century." This created the "Computers for
Learning Program" which created an all-out effort for Agencies to donate computers and
other related equipment to schools and education-related, nonprofit organizations. (Exhibit
16), pages: 46 & 47. See Computers for Learning web site located at www.computers.fed.
gov.
A typical computer donation transaction at the headquarters would generally follow the
below listed guidelines:
a. When the Property Utilization Officer is notified that a program has excess
computers that meet the requirement for donation to an elementary,
secondary school or an education-related nonprofit organizational training
facility, the following actions take place:
b. The custodial officer or program representative will be asked to forward a
list of the computers to the property office. The list must contain the EPA
Decal Tag Number, Make, Model, Speed, Cost, and whether the computer
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meets the year 2000 compliance test.
c. The list will be advertised to all EPA headquarters program LAN managers
for a period of seven days to determine if anyone else in the Agency has a
requirement for the type of PC's that are excess.
-"
d. While the computers are being advertised, the program office representative
may work with the Property Utilization Officer and determine which schools
should receive the donation. This may be accomplished by using the
Computers for Learning web site and selecting qualified schools that have
registered for the program. In the event the program office has a school in
mind but the school is not registered in the program, then guidance may be
provided to the school concerning the procedures for registration.
e. In the event the program office has not selected a school and is not interested
in selecting one, then the Property Utilization Officeer will select a school
from the web site and process all necessary documentation.
f. When the Property Utilization Officer makes an offer to a school, the school
representative has 42 days to accept or reject the offer.
g. When the school accepts the offer, arrangements are made by the Property
Utilization Officer to finish all necessary paperwork.
h. During the period of time that is required, to follow this procedure, the
computer may remain in the program office area or they may be sent to the
EPA warehouse storage facility until they are picked up by the designated
school.
Disposal of Excess Property
When there is a need for excess property to be disposed, use the following EPA forms to
completed the action:
* Use EPA Form 1740-10 and Facilities Services Request, EPA Form 5100-8.
(Exhibits 17 & 18), pages: 48 & 49.
* Ensure correct condition code appears on EPA Form 1740-10.
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How to complete EPA Form 1740-10 for property reported as excess or
unusable.
This form is prepared by the custodial officer for property to be turned in as excess or
surplus property. As a custodial officer, it is always important to make sure that all
equipment is receiving optimum use in your area. If not, please report such property as
excess or surplus, indicating the appropriate condition code. (See page: 22), so the
property utilization officer can reassign the equipment to another program office who
needs it. This important step accomplishes two things:
1. Saves the government money in lieu of new acquisitions.
2. Fills program needs immediately.
When EPA has no further use for excess equipment, the Property Utilization Officer will
report the property to GSA to be advertised government-wide.
EPA Property Forms and Their Use
Property must not leave the custodial area without documentation. The following forms
are used to document these transactions:
Transfers to another custodial area, use EPA Form 174.0-10 Property Action Request and
Memorandum Receipt. (Exhibit 19), page: 50.
EPA Form 1740-10 is one of the most important documents used by Custodial Officers.
The Custodial Officer normally prepares the document. It is used for:
* Nonaccountable transfers between custodial areas.
* Accountable transfers between custodial areas.
* Returned as excess or unserviceable.
* Loan between custodial officers.
* Record of personal issues to EPA employees (less than 45 days). (Exhibit 20),
page: 51.
* Temporary loans to entities outside EPA (less than 45 days). (Exhibit 21),
page: 52.
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* Inventory adjustment between custodial areas.
How to complete EPA Form 1740-10
* The Custodial Officer transferring the property initiates the form and signs in
block 3 as the issuing officer.
* The Custodial Officer retains a copy in the suspense file.
* The receiving officer verifies the item description, EPA decal number, serial
number, and signs in block 3.
* The receiving officer sends the 1740-10 to the Property Accountable Officer (AO).
The AO signs the 1740-10 and posts it to the official records.
* The Property Management Office retains the original.
* The Property Management Officer sends copies to both Custodial Officers for
their records. The property management officer (PMO) signs in the left margin
indicating a completed transaction or stamps completion in the center of the
form.
Transfers to another accountable area (Region) & (Headquarters) (Exhibits
22 & 23). pages: 53 & 54.
EPA Form 1700-7 Property Receipt and Transfer Document is used to transfer to/from
other accountable areas (Regions), including property under the control of contractors.
The Custodial Officer normally prepares the document at Headquarters. It is used for:
*Accountable transfers between accountable areas
* Inventory adjustment between accountable areas
* Accountable transfers between EPA and contractors.
How to complete EPA Form 1700-7 for transfer to/from another accountable
area (Regions)
* The Custodial Officer transferring the property initiates the form by filling out
blocks 4 A, D, E, 5 A, D, and blocks 8 A-F which include the description, quantity,
unit, unit cost, and total costs.
21
-------
The Custodial Officer retains a copy in the suspense file.
* The initiating officer sends the 1700-7 to the Property Accountable Officer (AO).
The AO vouchers and signs the 1700-7. The AO sends the 1700-7 to the receiving
Property Accountable Officer.
* The receiving AO obtains the custodial officer signature, verifies the item
description, EPA decal number, serial number, signs, vouchers and returns the
1700-7 to the initiating AO.
* The Property Management Office retains the original, sends the receiving
property office a copy and provides the initiating Custodial Officer a copy.
Disposal Condition Codes
Condition Code
1
2
3
4
5
6
7
8
9
X
s
Description of Property
Unused - Good
Unused - Fair
Unused - Poor
Used - Good
Used - Fair
Used - Poor
Repairs required,
Repairs required,
Repairs required,
Salvage
Scrap
15% -
16-4
41-6
22
-------
Chapter 7: Use of Government-owned Property in Non-Government Facility
According to the provisions outlined in Federal Information Resource Management
Regulation (FIRMR) Bulletin 30, employees may be permitted to use Government-owned
property to work off-site, subject to controls over records, property, and personnel. The
Government shall retain ownerships of all equipment, peripherals, and software taken off-
site. AH files, records, papers, or machine readable materials created using Government
owned property are the property of the Government.
A written request for the use of nonexpendable Government-owned property off-site must
be submitted by the employee who will be using the property, through his/her Division
Director equivalent or higher, to the Property Management Officer in the area where the
property is located. The request shall include the following information and shall be
renewed annually (Exhibit 24), pages: 55 & 56.
* Complete name and office of the person requesting use of the property.
* Location and address where the property will be used.
* Full description, manufacturer, model number, serial number, and EPA decal
number of each piece of property to be taken off-site.
* Period of time the property will be used off-site.
* Detailed explanation of the purpose and advantages resulting in the use of
Government-owned property off-site.
* Custodial Area property is currently assigned.
After approval has been granted, (Exhibit 25), pages: 57 & 58, the Property
Management Officer obtains the signature of the user prior to authorizing the property to
be taken off-site. The record of receipt shall remain on file until the property is returned to
EPA.
Employee's Responsibility
* Submit a written request for using nonexpendable Government-owned property
off-site and wait until approval has been granted before taking any property off
site.
* Take all reasonable steps to protect the property from loss, damage, and theft.
23
-------
* Make the property available, upon request, for inspection and inventory purposes
by the Property Management Officer or his/her designee.
* Ensure that the property is used for Government business only and not allow the
use of Government property for other than officially approved activities.
* Notify the Property Management Officer when the property has been returned to
the Government and make the property available to the Property Management
Officer or designee before the record of receipt is cleared.
Property Management Officer's Responsibility
* Inform the employee of his/her responsibilities for the care and protection of the
property.
* Establish and maintain a file for all property taken off-site.
* Conduct inventories of property being used off-site on at least an annual basis.
Manager's/Supervisor's Responsibility
* Review requests to use Government-owned property off-site to ensure that the use
of the property is in the best interest of the Government.
* Establish control procedures for files and records which may be used or created
off-site.
* Ensure that any Government files and records created off-site shall remain
accessible to the Government regardless of where the files/records are created.
Use of Personally-Owned or Leased Property in Government Facilities
It is the policy of EPA to permit employees to use personally-owned or leased property in
performance of official duties in Agency offices, subject to the controls over records,
property, and personnel as described below. The use of personally-owned/leased property,
which would be defined as "accountable"; if supplied by the Government, must be
approved in writing by the local Property Management Officer (PMO) prior to bringing
the property into the Government facility.
24
-------
Employee Responsibility:
A written request must be made by the owner of the property and endorsed by his/her
Division Director or someone equivalent or higher. The request is submitted to the PMO in
the area where the property is to be used. The request shall include the following
information:
1. Complete name and address of the owner of the property.
2. Full description of each item of property to be brought into the facility, including
manufacturers name, serial number, make and model number.
3. Period of time the property will be in use.
4. The advantages resulting in the use of the personally-owned property.
Owner's Responsibility
Make property available, upon request, for inspection by EPA safety personnel and take
necessary corrective actions for items found not to meet EPA safety requirements.
Tag each piece of property as "personally-owned property of: (name of owner)".
Notify the PMO in writing when the property is to be removed and obtain a property pass
prior to removing the property from the facility.
Manager's/Supervisor's Responsibility
Ensure that any Government files and records created will remain accessible as needed to
the Government, regardless of whether the personally-owned property remains, is
removed, or becomes inoperable. Ensure that private and Government ownership and
accountability are not mixed. Hardware, software, peripherals, and other property of the
Agency shall be identified as such and not installed in the personally-owned property.
EPA's Responsibility
Provide the necessary space and electrical power; to the extent that electrical
hook-ups already exist. EPA's liability in case of loss, damage, or theft will be in
accordance with 40 CFR 14, "Employee Personal Property Claims".
25
-------
Use and Control of Property Passes (Exhibit 26), page: 59
EPA Property Pass (EPA Form 1700-9) is used to remove property from Government
buildings. This is a controlled form and can only be requisitioned by the Custodial Officer
and the Property Management Officer. The EPA Property Pass is a multi-set controlled
form and the four (4) copies are retained by the following individuals when property is
removed from the premises:
* Copy 1 (the original): Security Guard
Copy 2: Custodial Officer
*
* Copy 3: Property Office
* Copy 4: Person receiving property
When the property is returned to the Government building, the individual should have in
their possession copy 4 of the property pass to show the Security Guard. Copy 4 should be
returned their Custodial Officer so proper management of equipment and files are
maintained.
26
-------
Chapter 8: Basis in Law for Property Management
The requirements for property management have their basis in law and the regulations
and instructions agencies issue to carry out the requirements of law. The following are the
most important of these laws and regulations as they apply to EPA.
Basis For Property Management
LAW
* Federal Property and Administrative Services Act of 1949 (63 Stat. 378, Public
Law 152) (As revised).
This law is the primary property management statute for federal agencies. It
became effective on July 1, 1949. The declared policy of the Act is set forth in its
Section 2, and states:
Is the intent of the Congress in enacting this legislation to provide for the Government an
economical and efficient system for (a) the procurement and supply of personal property
and nonpersonal services, including related functions such as contracting, inspection,
storage, issue, specifications, property identification and classification; (b) the utilization of
available property, the disposal of surplus property; and (d) records management.
* Federal Managers' Financial Integrity Act of_1982 (Public Law 97-255).
This law charges each federal agency with establishing internal control systems to assure
assets are safeguarded against waste, loss, unauthorized use, and misappropriation.
Laws and Regulations
* Federal Property Management Regulations (FPMR) 42 CFR101.
The Federal Property Management Regulations (FPMR) are issued by the administrator of
the General Services Administration under the authority of the Property and Admin-
istrative Services Act. It provided policies and procedures governing property manage-
ment which apply to all federal agencies. It covers such major areas as acquisition,
management, use, excess, and disposal of government property.
EPA Property Management Manual
The EPA Property Management manual provides specific agency guidance on the
management of government property from acquisition through disposal. It is in the EPA
27
-------
manual that the specific regulations regarding custodial officer responsibilities are found.
General Accounting Office (GAP) Manual
GAO prescribes principles and standards for accounting for property in the GAO Manual
and approves (or disapproves) property accounting systems. Principles prescribed in the
GAO Manual include:
Conducting periodic checks of property and related records.
Establishing appropriate internal controls over all assets, particularly those items
that are subject to theft.
Ensuring that no asset is written off, written down or disposed of without proper
authorization.
These statutes and regulations establish the requirements for accountability and
control of government property. Custodial Officers perform an essential role in this
program.
28
-------
Program
Accounted* Office
- Annual Certiflcatton
- Central Point of Contact for Problem Serving
EPAAdmlnJetretor
HEADL ARTERS
K)
VD
I | Program Offlc*
| | Property Oflfc*
May Indute (Wd
CHractor omo* of
AdmWafratton
- Primary ra*pona*>Wy (or proparty
managamanl program
Rat»pa
-------
KXHIBIT 2
Flow of Delegation of Authority for Property
Directors OARM
(Cincinnati, RTP)
j EPA Administrator
Assistant
Administrator
OARM
implementation D|rector office Qf
Administration
Regional
Administrators j
REGIONS
Director NEIC
(Denver)
Director FMSD
(Headquarters)
Property
Management
Property
Accountable
Officer
! Property Utilization
1 Officer
Custodial Officer
Agency Property
Management
Officer SPMB
30
-------
EXHIBIT 3
MEMORADUM
SUBJECT: Request for Appointment of New Custodial Officer for Accountable Area
777
FROM: John T. Smith, Director
Program Office
TO: Frank S. P. Doe
Property Accountable Officer
I would like to appoint Ms. Jane Doe to be the Custodial Officer responsible for
maintaining inventory of the Program Office equipment. Ms. Doe will be the primary
Custodial Officer and (name) is appointed and will serve as the Alternate Custodial
Officer.
31
-------
EXHIBIT 4
MEMORANDUM
SUBJECT: Designation as Custodial Officer for Custodial Area 777
FROM: Frank S. P. Doe
Property Accountable Officer
TO: Jane Doe
Custodial Officer
You have been nominated to serve as an EPA Custodial Officer for Custodial Area 777 by
your Director. Your Designation as Custodial Officer is subject to the completion of the
Certification Program and the execution of the attached Memorandum of Assumption.
The basic authorities and responsibilities which you will assume for the EPA system are
attached. You will also be required to perform any additional duties relating to personal
property management which are or may be assigned to you by the proper authorities.
Upon acceptance of formal transfer documents, you will be accountable to the Property
Accountable Officer or his/her successor for all personal property in your custodial area
for which accountability is prescribed in the regulations and instructions. You can be
relieved of that accountability only by formal notification following the transfer to and
acceptance of accountability by another; or other specific official acts as specified by the
Property Accountable Officer.
cc: Property Management Officer
//Signed//
32
-------
Continuation of Exhibit 4
MEMORANDUM
SUBJECT: Assumption of Custodial Responsibilities
FROM: Jane Doe
Custodial Officer
TO: Frank S. P. Doe
Property Accountable Officer
I hereby agree to accept all duties and responsibilities prescribed for a custodial
officer and, upon acceptance of formal transfer documents, will accept the responsibility
for all accountable personal property in the area assigned too me; for which I will be
accountable to the Property Accountable Officer.
I certify that I have, jointly with my predecessor and the Property Management
staff, completed an inventory to verify the custodial account to my satisfaction.
I also agree to take such inventory annually or as deemed necessary by the Property
Accountable Officer. Additionally, upon my discharge from custodial responsibilities, I
agree to conduct such an inventory to the satisfaction of my successor, and together with
the property Accountable Officer, adjust such differences as may be discovered in the
manner prescribed by regulation.
When this memorandum has been signed by you and dated, please return it to the
Property Management Office, Mail Stop 3204, for files.
Jane Doe
Signature
Current date
Date
Custodial Officer,
Custodial Area No. 777
33
-------
EXHIBIT 5
Custodial Officer Responsibilities
The Custodial Officer is responsible to the Property Accountable Officer of his/her
custodial area for the proper care, maintenance, utilization, accountability and security of
the personal property assigned to the custodial area. The Custodial Officer is responsible
for the property until formally relieved of his/her duties. The Custodial Officer reports to
the Property Management Officer for inventory reconciliation and completion, and to the
Accountable Officer for all other matters, including technical guidance and assistance.
Specific duties required to carry out the role are defined below:
1. Inform his/her immediate supervisor of changes affecting the status of personal
property in the custodial area: loss, theft, damage, modification and classification of
excess and unrepairable properly.
2. Report to the Accountable Officer and prepare documentation for all property
transactions in her/her custodial area: acquisition, transfer, disposal, adjustment
transactions (overage\shortage) and declaration of excess property. Anticipated actions to
convert, alter, modify or dismantle personal property must be reported to the Accountable
Officer by memorandum.
3. The physical inventories of the personal property within the custodial area as required
and directed by the Property Accountable Officer and the Property Management Officer.
Reconcile the inventories and certify the results. Initiate actions to resolve overages and
shortages.
4. Establish and maintain prescribed control records to include a current Integrated
Financial Management System (IFMS) printout.
NOTE: Having this responsibility does not mean that those in such positions will be held
liable for loss, damage or destruction of property under their jurisdiction; however, if there
is evidence of neglect or misconduct, they will be brought to account.
34
-------
EXHIBIT 6
Position Description Amendment
Custodial Officer
1. Serves as a liaison between immediate supervisor and Property Accountable Officer to
ensure the care and protection of personal property assigned to custodial area(s). Reports
the status of assigned duties and responsibilities to the Property Management Officer.
Informs supervisor of all administrative actions/directives associated with assigned
personal property. Performs all functions and responsibilities required within custodial
area as coordinated and directed by the Property Management Officer and/ or Property
Accountable Officer.
2. Prepares and processes required documentation for the input, transfer, declaration of
excess property, adjustment of records and/or disposal of personal property within
specified custodial areas(s).
3. Ensures proper utilization, care, security and maintenance of personal property for
which responsible. Conducts inventories as required/directed; reconciles and certifies
inventory results.
35
-------
EXHIBIT 7
Custodial Officer Guide
Performance Standard
PASS
Effectively manage and control all accountable government property charged to his/her
custodial area. Ensures that a physical property inventory is conducted and reconciled
annually.
FAIL
Does not manage or control accountable government property charged to his/her custodial
area. Does not conduct or reconcile the annual physical inventory.
36
-------
EXHIBIT 8
Personal Property Custody Card
la. Name fLast. First. Mil
b. Program/Mail Code
c. Custodial Area
2. Statement of Responsibility:
I accept responsibility for the equipment listed below. I will exercise reasonable care in protecting it. If the equipment is lost, damaged.
or destroyed because of my negligence. I understand that I may be required to reimburse EPA for part or all of the acquisition cost.
3a. Signature of User:
b. Telephone Number | c. Date Received
4. Property No.
5 Nomenclature
6. Mfr
7. P.O. No.
8. Serial & Model No. | 9. Acq. Cost
EPA Form 1740-21 (Rev. 8-85) Previous edition may be used until supply is exhausted.
•Ct U.S.G.PO.: 1989-619-918/00696
37
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Page Bo.
12721/91
CUSTODIAL ACCOUNT REPORT SORTED BY DBCAL DUMBER
TYPE DBCAL
NOMENCLATURE/
OSBR DESCRIPTION
MANUFACTURER/
MODEL UOHBBR7
SERIAL NUMBER
ACQ COST
PURCHASE ORE
VOUCBBR NO./
ACQUISITION DATE
IN? DATE/
LOCATION/
ROOM NO.
NIC f
*• CUSTODIAL ACCQUN
NC 906448 :::....
COPIER
*» Subtotal •*
*•• Total •••
u.,.. AA01 5H
PBCtAL INDOSTRT MACBINBRT
CANON
NP66SO II
NBJ16059
96010082
199
50927
10504.00 M05N)288NBLI
10S04.00
10504.00
19980108
BT 447
1600
00
X
to
>— <
H
vo
-------
EXHIBIT 10
MEMORANDUM
SUBJECT: Relief of Custodial Officer Responsibilities
FROM: (Designating Official)
Property Management Office
TO: Patrick P. Doe
Custodial Officer
Thank you for serving as Custodial Officer for Area 777. This memorandum
certifies that you are hereby formally relieved of all Custodial Officer responsibilities due
to the transfer and acceptance of duties by Jane Doe on September 13,1998.
cc: Program Accountable Officer
39
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EXHIBIT 11
SEPA
United Statai
Environmental Protection Agency
Washington, OC 20460
PROCUREMENT REQUEST/ORDER
1. Name of Onginator
Jane Doe
3. Mail Coda
4. Talaphona Number
202 260-2222
2. Data at Requisition
03/21/98
S. Data Item Required
04/30/98
S. Signature of Onginator
7. Racomnmndad Procurement Method
E Competitive I i Other than full and open I I
_ 1 ' competition | _ I
Sole lource small
purchase
8. Deliver To (Protect Officer!
Jane Doe
3. Address
401 M ST SW Washingon DC 20460
10. Mail Code
3304
11. Telephone Number
202 260-2222
12. Suggested Source (Name. Address. ZIP Code. Phone/Contact!
Ricoh Corporation 703-333-1111
3601 E. Ave. Suite 211
Alexandria, VA 22304
13. Amount of money committed
ia:
Increase Decrease
I X) Original [ | Cancellation
14. far Small Purchase* Only: Contracting Office is
authorized to exceed the amount ihown in Block 26
by 10% or 510O, whichever is leas.
D
Yes
D
No
15. Approval*
a. Sranen/ Office
Bob Johnes, Chief
Data
a. Property Management Officer/ Designee
Date
b. Division/ Office
Data
a. Other I Specify!
Date
Bob Bailey, Dir
c. Fund* lined in Block 26 and Block 14 (if any) are available and reserved
B. Jones
ISigratun ind pnone numoer of Certifying Offiamll\ Phone
Date
GSA Contract //GS-26F-1000B, Ricoh] 1
Ft7650 Copier, 50 copies per minulte
Automatic Reversing Dual Job
Feeder, Originals 8.5x5 up to
11 x 17, copier 8.5x5 up to 11 x 17
Book/Sheet copying, 20 bin sorter/
stapler/31 hole punch, 4 paper
drawers 2250
26. Financial and Accounting Data
OCN
(M«x II
Budoit/Frs
AoproprtaSon Cade
M« (I
•udgel Org/Code
(Max 7)
CMUx 91
ObtecTdaes
(M—41
SFO
RVT37S77
*S:
A
.•:•'•:";
SOOTY
ss
vVT
K
'•:•'•','•:•'.
Tv~r~ rv
m
Y-r*t-r
(Max 2)
Amount
Coat Ore/Code
(Max 71
-r-A r-orrn iaoo-« (Rev. 8-94) tiactronic and paper versions accaptaoia.
Previoua edltlona are obaolata.
40
OFr-CEr'
-------
EXHIBIT 12
Purchase Order Optional Form 347
U.S. torli
r_i riMi unit
401 * Straet, 8.M.
Washington, DC 20440
D.S.
living Officav
3300 fcatoud tearf
£andowav, NO. 207t5
. Piotaction Aflancy
Pitnry BOHVC Facsiad.1*
5580 fort tor»l M.
. Va. 2ilSl
Stow Nbilbw
6R3401M JAOD33 3H073J003 31M $2232.17 »1
M30112 IITOCH 3H3A3SMMO 2«04 $134X13 11
6430112 US0004 3W»3SA700 XO4 M37.14 11
M30112 US0005 3NMD3M700 2«04 572.03 tl
Q..a^~~
«i mm itimm, a*
D
r~i
1—f
T»3Sl
and Hail
I — I AAM.
LJ TAOtO
| — I
1_1
WOMEN
OWNtO
12 ^ O •- POINT
£1 5* iMMCTIM ANB AiSf rTAWCf
14. aOVKH
6/11/98
COUMT TtRMi
30
17
ITEM NO
IAI
I.
2.
3.
4.
5.
C1
•1th 1
I*"
sum.il* on scnvicu
m
Pitrwy Boi<»« ncxbl 9JOU Faoa
includlnq Inttallation and 1 Tuau CMtxi
DELIVER 1 IA TOi HoaaliMl Cmftmw Ofl-llOr
T»rri« Nocth»rn A-109 and Sootti*
RD-M9.
Pltnry BOMS -todBl 9300 I
1 additional Ptojft&grta of
and Toner Cartridge QILZVCK TOt Clalna
H7504JC.
Pltnay loata "todil 9:
Irwtallacion and 1
L*ae DtaoouHt tav Ttatfa fer Itan N». 3 of
PMafax JF-24X) PMitell* 9H:219042«0«.
Scottia Schaaffac (24tt) 2*0-7311
"•intananoa torn 9300 Pacafa^ila Maohim
Roaalind Cwtaw (208) 24W-C7C2 OB-110 9/9 f9/30/»
(•340107 C3X102 3CA224C040 3109 $2203.00 »
M34010« EZ0004 3BJt3»OMI 3130 $2403.00 I
M340107 23X0*7 3CA32C2040 3109 $2103.00 I I
"Itti 1
TOt
UNIT
III
92203.
$2*03.
57203.
-5100.
$29.17
AMOUNT
(Fl
$«409.0fl
$2603.00
$2203.0)
$-100.0)
S29.17
QUANTITY
ACCEPTED
ICI
III ULL*rl
txiTtucriOHi
o*
HI v turn
H a»PU ii4liaiiai aiiuii
H. »V*J«<»
ftottttlon Vovncy, Wv. of Pinan.
(m-22€), 401 M Stfwt, S.W.. V^ahington
DC
, Acctg.
204*0
Sll.344.1
17111
OHANO
TOTAL
41
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EXHIBIT 13
EPA Property Decals
This barcode decal identifies accountable property.
PROPERTY OF U.S. EPA
.978327.
This "Property of US EPA" decal identifies nonaccountable property.
This "Superfund" decal identifies property purchased with Superfund money.
Property of
U.S. EPA
Superfund
This alphanumeric decal identifies Leased property.
LEASED BY U.S.9A
L08260
I
This alpha/numeric barcode decal identifies accountable property.
PROPERTY OF U.S. EPA
A15067
42
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EXHIBIT 14
REPORT OF SURVEY
• aFOQPTINC ACTIVITY (Unrt Nwm «nd Addrml
'"^ r!PA ffeaoqiv?rtfliT9
;;: M. street, s.w.
•.visr.incton, D.C. 20460
'._VdE» c.
i o • QUAN-
- . ••jpo^pfRTY TITY
1 6Z7302 ! 1
!
62-5445 1
2
I
i
d.
DESCRIPTION
Printer Letter Quality used w/2550 Systan
MFC 551405
Model No: 3158
Plotter Color
5N: 000013113
VFC: IBM
MDdel No: 5219
Sernoulli Box
fC: lareiega Bernaulli
3i: unknown
todel No: 8927
DATE
9/10/1998
I. ACCOUNTABLE 01
b. CUSTODIAL ')(",.;
B.
Acquntition
Co it
$9,589
59,978
59,997
i.
Acquisition
r>»c (.'»Mli'
in/oi/i1^)?
04/04/D97 7
I
r
04/09/1997 | 4
1
* TO: 53 BOAHO M SUAVIY Q SURVEY OPPICtM .
. a-- requested to survey rtw above-lifted proptny and to mak« recommendation! 11 to the disposition of that pmtK.>tt\ m,< •
L.O-' > ncmgs and recommcndctions regarding p*rx>nal liability for lou, theft, or darruKp.
5- CIRCU»k«TANCE»:
frr", the Belts VL.
•o RECOMMENDATION
-.-i . _, -;Ljei t_\
' -• -._-.-!- -?r.t: Msnc
(To inchjdt narvnwnt r*f«rding ixin»nc*/non
Lie Laboratory during a study being conducted by EPA and DOE on radiation
s Request authority be granted to renove the property fron account i: n:v
//fiscal records be adjusted accordingly.
:randun fron Analytical Chemistry Custodial Officer.
\AT^flE OF ACCOUNTABLE OFFICER
>" :•->.-..< Sheffield
\2.TiON SHOULD BE CODED 8Y ACCOUNTABLE OFFICER AS FOLLOWS:
i j-'use-d-oood ^ U«id-flood 7 Repairs rffquirM; undvr 9 Repeirj rp*ju.fmj
2 _-jseo-(»ir 5 U«ad-f*ir 20% of »/c 41-66% of J/c '
! .-^sfO-ooor 6 U»«d-poor 8 Rtp»iri r*quir«d: X Salvage
21-40%of»/c S Scr»p
174012IH»». 12-82) Pr«vkJu« «cil*jn h oo«ol««.
43
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EXHIBIT 15
MEMORANDUM
SUBJECT: EPA Property Stolen from the Beltsville Laboratory
FROM: Milton J. Doe
Custodial Officer
TO: Frank S.P. Doe
Property Accountable Officer
Between August 12 and September 3,1998, a number of items were stolen from the
laboratory. However, there was no visible sign of forced entry since the laboratory locks
and doors are still intact and unmarred. It is our supposition that the doors, which are of
the sliding tract type, were pulled out from the wall at the bottom to allow a person or
persons to crawl through the gap.
The following items were removed:
1. Printer Letter Quality used W/2550 System
MFC: Prime Computer INC
SN: 5511405
Model No: 3158
Property No: 627802
ACQ. Cost: 533,589
ACQ. Date: 10/01/97
2. Plotter Color
MFC: IBM
SN: 000013113
Model No: 6224445
ACQ. Cost: S3,978
ACQ. Date: 04/04/97
3. Bernoulli Box
MFC: Omega Bernoulli
44
-------
SN: Unknown
Model No: 8927
Property No: 624805
ACQ. Cost: S2,997
ACQ. Date: 04/09/97
When we discovered that these items were missing September 3, 1998, we returned
to the office to list the items and obtain serial and EPA decal numbers.
On September 4,1998, we took our list, along with pictures and manual description
of the items to the Prince George County Police Department. We spoke with Lt. ,
Deputy Chief of Police (Mailing Address: 321 Shadow Grove Lane, Beltsville, Maryland
29201; Telephone (301) 630-0000). Lt. advised us that our list of missing
items would be turned over to a department detective for investigation. The items were
also to be entered into a nationwide computer network of stolen items. We were told by Lt.
that the Beltsville site will be added to a list of areas that are patrolled daily.
45
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V
www.computers.fed.gov
Our economy is at a crucial turning point. By the year 2000, an estimated 60 percent of new jobs in America
will require advanced technological skills and computer know-how. Computers for Learning will place
hundreds of thousands of computers in our Nation's classrooms and prepare our children to contribute and
compete in the 21st century. It is designed to streamline the transfer of surplus Federal computer equipment to
schools and nonprofit educational organizations, giving special consideration to those with the greatest need.
WHO IS ELIGIBLE TO PARTICIPATE?
A school is eligible to receive donations through the Computers for Learning program if it is a public, private,
parochial, or home school serving pre-kindergarten through grade 12 students. An educational nonprofit is eligible if
it is classified as tax-exempt under section 501(c) of the tax code and serves pre-kindergarten through grade 12
students.
Special consideration for computer donations will be given to schools and educational nonprofits in Federal
empowerment zones and enterprise communities. Established by law in 1993, empowerment zones and enterprise
communities were designed to create self-sustaining, long-term economic
development in areas of pervasive poverty and unemployment. You can determine
whether your school or educational nonprofit is located within an empowerment
zone or enterpnse community through the Federal government website at
www.ezec.gov.
President Clinton def irted the
mission of Computers for Learning
in Executive Order 12999,
"Educational Technology: Ensuring
Opportunity far All Children in the
^NextCentury." which states his
goal—"to ensure that American
children have the skills they need
to succeed in the information-
intensive 21st century."
WEBSITE AND TOLL-FREE HOTLINE MAKE PAFTTICIPATION EASY
The Computers for Learning website allows schools and educational nonprofits to
quickly and easily register to request surplus Federal computer equipment. A
technology tutorial is provided that includes examples of how to create an overall
plan for addressing computer needs and how to assess the suitability of available
computer equipment based upon school or organization needs. The website also
includes information on how to find assistance if computers require upgrading and
how to contact volunteers with technical computer knowledge. If a school or educational nonprofit does not have the
ability to register on the website, it can register by calling the toll-free hotline at (888) 362-7870.
Federal agencies will use the website to donate computers based upon indications of need, including whether a
school or educational nonprofit is located within an empowerment zone or enterprise community; its computer-to-
student ratio; the number of computers already connected to the Internet; and the percentage of students receiving
subsidized lunch assistance.
HOW TO PARTICIPATE
Eligible schools and educational nonprofits can receive surplus Federal computer equipment by following four simple
steps:
1. Register Register your school or educational nonprofit on the Computers for Learning website located at
www.computers.fed.gov. If you co not have access to the Internet, you may designate an individual who does to
register on your behalf and act as your official point of contact. This person could be a teacher who has Internet
access at home, a member of your PTA, a board member, or any other individual you select. If you cannot find a
person to register your school or educational nonprofit on the website, you can register by calling the toll-free
hotline at (888) 362-7870.
46
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2. Receive Notification: When a Federal agency selects your school or educational nonprofit to receive a computer donation, that
agency will notify your official point of contact by e-mail or letter. Because selection is based on need, notification times may
vary.
3. Accent the Donation: Accept the donation by signing and dating the bottom of the notification and returning it with a letter of
acceptance wntten on your school or organization letterhead and signed by your Principal or Director. Educational nonprofits
may be asked for further proof of eligibility.
4. Pick up or Ship the Computers: You can pick up the computers from the donating agency yourself, or contact a member of
the Computers for Learning Partnership to make arrangements for shipping.
TRANSPORTATION SYSTEMS AND MOVERS OFFER FREE SHIPPING
A number of transportation systems and movers have formed the Computers for Learning Partnership to transport donated
Federal computers free of charge from Federal agencies to classrooms. The Partnership members are committed to donating their
time, resources, and available space to enhance our cniidrens' educational opportunities and prepare them for the 21st century.
Schools and educational nonprofits can arrange for free shipping by contacting a member of the Computers for Learning
Partnership. Contact information is available at www.hhgfaa.org/partnership or by calling (888) 362-7870. The Partnership
includes:
Allied Van Lines «
Atlas Van Lines
Bekins Van Lines
Global Van Lines
Mayflower Transit Incorporated
North American Van Lines
United Van Lines
Wheaton World Wide Moving
Several small moving companies
U.S. Department of Defense
More detailed instructions for participating.in Computers for Learning are provided in a User's Guide available on the website, or
by calling the toll-free hotline, or by writing to:
Computers for Learning
P.O. Box 441QO
Washington, DC 20025-4100
The Computers for Learning program was estapiished by Vice President Al Gore. It is funded by the Department of Energy. The
agencies that supported the Office of the Vice President in developing the program include: the Office of Management and Budget,
the Office of Science and Technology Policy, and the General Services Administration.
The following agencies contnbuted to the website design: the Department of
Agnculture. the Department of Defense, the Department of Energy, the
Department of Health and Human Services, the Department of Justice, the
Department of Treasury, and the National Aeronautics and Space
Administration.
TnC. CU/iJ^JUrt£n& fd^ Lffdi 7WK^ ^u u^i uiu
represents'on important contribution to
President Clinton's Education Technology
Initiative, which includes making modern
cuiiiuutsr'technology an integral purr of
every classroom, connecting dassroarns 1"o
the. national information infrastructure,
providing teachers with the professional
development they need ta use new
technologies effectively, and encouraging the
creation of innovative. c*™t ntmmil software.
Participation in the Computers for Learning program is open to all
Federal agencies.
47
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EXHIBIT
PROPERTY ACTION REQUEST AND MEMORANDUM RECEIPT
instructions on
06/01/98
NATURE OF ACTION (Check one i
- o A-• 5 e E » ~ O ANOTHER CUSTODIAL ARE*
INVENTORY ADJUSTMENT PETWEEN
D A3 EXCESS
REQUEST FOR PROPERTY I Qthfr thin purc/1 air
2 A3 UNUSABLE
O TH ER (SP E Cl FY I
LOAM BETWEEN CUSTODIAL OFFICERS
"EC3BO OF PERSONAL ISSUES
CUSTODIAL AREA ACTION
INITIATING
RECEIVING
AB£A INITIATING REQUEST
CA 202 Budget Division
AREA RECEIVING PROPERTY
CA 234 Excess or CA 900 Surplus
ISSUING OFFICER
SIGNATURE OF RECEIVING OFFICER
PROPERTY IDENTIFICATION
'EM NO.
DESCRIPTION OF PROPERTY
QUANTITY
UNIT
UNIT
COST
TOTAL
AMOUN T
Large File & Print Ser\er SYS W/ADD 300+MD Cablfc
MFC: IHi
Model: 95XP 486
Serial: 23A0207
Condition Code: 7
Memory problsn
ea
14,374
FOR USE BY PROPERTY MANAGEMENT OFFICER TO DOCUMENT AND RECORD TRANSFERS
fhe custodial records of ____^
debited J credited on.
'^COUNTABLE AREANO.
SIGNATURE OF PROPERTY MANAGEMENT OFFICER
MEMORANDUM RECEIPT FOR ISSUES OF PERSONAL CUSTODY PROPERTY
In accepting custody of the property identified in block 4 above, it is understood that I am personally responsible for it's return in
the condition tn which received, normal wear and tear excepted. In the event a Board of Survey finds that, because of my ne^U-
ffnce, the property has been lost, damaged or destroyed, EPA ic hereby authorized to withhold any salary due me until full restitu
tion is made.
SI 3NATURE
DATE
PROPERTY RETURNED
DATE
SIGNATURE OF CUSTODIAL OFFICER
EPA Form 1740- 10 (8-72)
REPLACES EPA FORM 1770-13 (10-711 WHICH MAY BE USED UNTIL SUPPLY IS EXHAUSTED.
48
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FAHIUIT IS
v*EPA
United Stales Envnronmenta =rotocoon Agency
Wasnmgton DC 20460
Facilities Services Request
September 9, 1953
Requestor
FMSD Agency I D No
Marilvn Williams
Office:
OHEM
i Boidirta
! Mall
Room. Program Transaction
Phone
260-0248
Mailcode
3204
E Mail:
(William M
i Custodial Area
215
Q] BuilcSng Modifcaoon . Q Labor Services QLockwork
I I Bulletin Board /Directory Changes Q Carpel Cleaning/Removal/Repair
D Other (Specify)
r~J Secunty Systems FH Signage
IJ Drapery AlteraBons/Cleaning/Removal insiallaDons
Descnpoon:
Decal
727456
746536
Item
Computer
Computer
Manufacturer
IBM
E^son
Model
XT
Equity III
Condition Code
7
7
Justifies Don
Equipment obsolete and is no longer needed by OHRM.
C«rtl flection
I certify ttvat the statements I have made on this lorm and all attachments thereto are true, accurate, and complete I ncknowlodgc
tnat any knowingly false or misleading statement may be punishable by fine or impnsonment or both under applicable law
j Signature of Commitment Clerk i Telephone No
/ certify that funds are available
Appropriation
iDCN
Account No:
Obfect Class:
! Dollar Amount
Action Taken
Acson
Date
Time
Action
Date
Time
Laborers Dispatched:
Amved on Job
Laborers Returned
Jot) Completion
: Customer's Signature:
/ certify that the work was satisfactorily completed
EPA f-orm 5lOO-« (6-90)
R»p!»c»« EPA Form
c.-rT, 51 n/)?
"f
49
Cnov Disirlhntion:
wrigfn«ioi, iub,.,,,
-------
FXH1BIT
PROPERTY ACTION REQUEST AND MEMORANDUM RECEIPT
/ ^ c i' ; n i;.' r u r.' i n n S < • n *r\ (•r s c >
DAT-
08/oi/.r th/wi ^u^'f\
D AS UNUSABLE
OTHER i SPEC!'
_3AN BETWEEN CUSTODIAL OFFICERS
ECOOC- OF P£PSONAL ISSUES
CUSTODIAL AREA ACTION
INITI ATING
RECEIVING
.•ING REOAJ EST
AREA RECEIVING PROPERTY
CA 109 Cooperative DivLrorment Management
CA 104 Office of Executive Support
- ^ » E C F ISSUING OFCICER
SIGNA TURE OF RECEIVING OFFICE*
PROPERTY IDENTIFICATION
MO.
DESCRIPTION OF PROPERTY
QUANTITY
UNIT
UN! T
COST
TO'AL
AMOUN1
1.
2.
Printer
MPG: Tektronics
Model: Phaser III PXI
Serial: B102141
Property Number: 946540
Snail File & Printer Ser-rer Sys W/LG 'Kipe Backup 1
MFC: IBM
Model: 80
Serial: 23G2129
Property Nunber: 946355
ea
$8,791
ea
$12,145
rOR USE BY PROPERTY MANAGEMENT OFFICER TO DOCUMENT AND. RECORD TRANSFERS
!:«' ••-• curds o
f 109
credited on
1Q4
' - S_E * = E * NO.
SIGNATURE OF PROPERTY MANAGEMENT OFFICER
MEMORANDUM RECEIPT FOR ISSUES OF PERSONAL CUSTODY PROPERTY
IM.-.^ r-js;odv of the property identified in block 4 above, it is understood that I am personally responsible for it s return in
jiti n in 'A'hich received, normal wear and tear excepred. In the event 3 Board of Survov finds that, because of my nerli-
•"L' p- TJOrT',- has bff-n lost, damaged or destroyed. EPA is hereby authorized to withhold ;tny salary due me until !t:ll r'-.iitu
DATE
DATE
SIGNATURE OF CUSTOOIA^ O F ^ . c E
EPA Fo,m 1740- 10 18-72)
REPLACES
-ORM 1770-13 (10-71) WHICH M A y BE USED UNTIL SUPPLV IS Cx«Ai!STED.
50
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EXHIBIT 20
PROPERTY ACTION REQUEST AND MEMORANDUM RECEIPT
( V c c i n s
vrj
9/23/19-S
NATURE Of ACTION (Checf. oncj
TC AfvO'MER CUSTODIAL. A » L
cr AS EXCESS
^N C'JSTOD'AL OFFICERS
-=^-r,AL .ssues Less than 45~"days"
IN / r N TO R '• ADJUSfMCN* LJE T M .. N C u ^
REQUEST FOR PROPERTY fOfhor(h.»i
:u;;TOC'Ai_ AREA ACTION
: N I TI A TI H G
. A • i -. J P L ;wL, E C T
CA 300 Office of General Counsel
I Marilyn D. Doe
o OK F: c ER
n i:,.: -: i v i
ARE* HtCEIVINi
SIGNATURE; OF
PROPERTY IDENTIFICATION
DESCRIPTION OF PROPERTY
1.
Conputer, Portable Laptop
MFC: IBM
SN: 10F493
Model No: PS 2/386
Property No: 936578
ACQ Date: 04/09/1998
Condition Code: "4" Usable
Nane of employee: Ken J. Doe
Purpose: Use at hone in preparing EPA traininc
Period of Loan: 09/30/1998 -10/30/191
Concurrence:
Paul Z. Doe, Branch Chief
Office of General Coursel
QUANTITY
packets
UNIT
ea
UNI r
COST
S2.96'
FOR USE BY PROPERTY MANAGEMENT OFFICER TO DOCUMENT AND RECORD TRANSFERS
I"he custodial records of
debited
credited on.
"CC2JN TABLE AREA NO.
AA01
SIGNATURE OF PROPERTY MANAGEMENT OFFICER
Program Accountable Officer Signature: Margaret Y. Doe
MEMORANDUM RECEIPT FOR ISSUES OF PERSONAL CUSTODY PROPERTY
In accepting custody of the property identified in block 4 above, it is understood that I am personally responsible for it's return in
the condition in which received, normal wear and tear excepted. In the event a Board of Survey finds that, because of mv nc^li-
«;er.ce. the property has been lost, damaged or destroyed, EPA is hereby authorized to withhold any salary due mi- until full ""^titu
tion is made.
SI 3N AT J RE
DATE
PROPERTY RETURNED
DATE
SIGNATURE OF CUSTODIAL OFFICER
EPA Form 1740- 10 (8-72)
REPLACES EPA FORM 1770-13 (10-71) WHICH MAY BE USED UNTIL SljPPL.V 15 EXHAUSTED.
51-
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EXHIBIT 21
PROPERTY ACTION REQUEST AND MEMORANDUM RECEIPT
instructmns on
9/23/1998
NATURE OF ACTION (Check one!
TO ANOTHER CUSTODIAL ARE*
INVENTORY ADJUSTMENT BETWEEN CUSTODIAL.
=E~URNED A3 EXCESS
REQUEST FOR PROPERTY (Othfr thffl purcfitf.te
RETURNED AS UNUSABLE
OTHER (SPECI FY)
BETWEEN CUSTODIAL OFFICERS
RECORD OF PERSONAL ISSUES
Short-Term Loan (less than 45 davs)
CUSTODIAL AREA ACTION
INITIATING
RECEIVING
ITIATING REQUEST
AREA RECEIVING PROPERTY
CA 252 Progrgn E\aluation Division
.JNATuRECJF ISSUING OFFICER
Aurelia X. Doe
SIGNATURE OF RECEIVING OFFICER
PROPERTY IDENTIFICATION
ITEM NO.
DESCRIPTION OF PROPERTY
QUANTITY
UNIT
UNIT
COST
TOTAL
AMOUN T
1.
Computer, Personal W/Keyboard and Monitor.
MFC: IBM SN: 60589FLO
Model No: PS3/M70 Property No: 726698
AOQ. Date 02/06/1998
Condition Code: "4" Usable
Loan To:
ea
$4,790
Purpose:
Doe
Department of Business Managanent
College of Business Administration
Uni \ersity of _ Cincinnati
Cincinnati, OHIO 45221
(513) 459-0138
To Complete an ADP project in conjunction witfi
ADP project will be conpleted in time to meet
reponsible for transportation: UC will pick
the EPA/ UC
milestones for
up the computer
Graduate
Seminar
Party
system
Period of Loan 9/30/1998 -11/10/98
Concurrence:
Roger
Director
A. Doe,
Hate
FOR USE BY PROPERTY MANAGEMENT OFFICER TO DOCUMENT AND RECORD TRANSFERS
The Custodial records of
credited on.
AA01
-E AREANO.
SIGNATURE OF PROPERTY MANAGEMENT OFFICER
Frank S. P. Doe
MEMORANDUM RECEIPT FOR ISSUES OF PERSONAL CUSTODY PROPERTY
.'- accepting custody of the property identified in block 4 above, it is understood that I am personally responsible fur it'< return in
:he condition in which received, normal wear and tear excepted. In the event a Board of Survey finds that, because of my neuli-
gence. the property has been lost, damaged or destroyed, EPA is hereby authorized to withhold any salary due mr until full restitu-
tion is made.
DATE
PROPERTY RETURNED
DATE
SIGNATURE OF CUSTODIAL OFFICER
EPA Form 17*0- 10 (»-72)
REPLACES EPA FORM 1770- 19 (10-71) WHICH MAY BE USED UNTIL SUPPLY 15 EXHAUSTED.
52
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EXHIBIT 22
PROPERTY RECEIPT AND TRANSFER DOCUMENT : ' D-
,'S-e mstrurfion-s on reverse' ' 98 -01 -^ 21 4
Transfer Property fron AA01 to AA30
Contract # 68-01-7352
4 DISPOSING
01 E* '"
CHOPPED
Z~S~ZZ A_ AREA TO BE CREO TEC
CA 401 Enforcement Division
£ 5 i^A-jfiE 2- C~S-GD'Ai_ OFFICER
Lori I. Doe
- . S ;> A -_ « E C F PROPERTY MANAGEMENT OFFICER
"rank S. P. Doe
- r__';~-A;-. INC. B. DATE
; ,-iSR'ER _ = ^£~~oc c =• SHIPMENT
•- ~ . „ c - -. .* s
E. POSTAGE F. TOTAL WEIGHT
US EPA Headquarters
401 M. Street, S.W. /PM-215
Washington, D.C. ' 20460
5. RECEIVING
AR^O.
CA 748 WIC
E. SIGNATURE OF CUSTODIAL OFFICE"
PeKjtjy-M. DOP
F. SIGNATURE OF PROPERTY MANAGEMKN" ^ ~ ^ • r ^ i.
Carl Q. Doe
7. RECEIVING DATA
A. CHECK ONE AND EXPLAIN ON REVERSE
! REJECTED ' 5HOR- .C-HEP
B.
1 1 < 1 «
1 | ACCEPTED . | PARTIAL DELIVER^
C. RECEIVED BY
D. DATE
s PROPERTY OR SERVICE
_ N E C R
S " C « N C.
A .
1.
2.
DESCRIPTION OF PROPERTY OR SERVICE
(Sho*f property number* where eppropnmte)
B.
Computer, IBM
MFC: IBM
SN: 1F390
Model NO: PS/2 30 286
Property No: 923710
Printer, Laser Jet
MFC: Epson
SN: 9081
Model No: IP
Property No: 923711
QU AN Tl T Y
C.
1
1
UNIT
D.
ea
ea
5 •>. S 3NAT^BE OF PROPERTY MANAGEMENT OFFICER
Frank S. P. Doe
UN 1 T
COST
£.
F .
$3,897
$1,987
B. DATE
"- ACKNOWLEDGMENT OF RECEIPT OUTSIDE EPA
«5E5S oc TRANSFEREE A a EN C Y . PURCHASER.
B. SIGNATURE OF CONSIGNEE Op AGENCY
C. T' TLE
; . r .-. - F
POSTING DATA (Jjac il *pplic*ble>
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FXHIBIT23
PROPERTY RECEIPT AND TRANSFER DOCUMENT
(See instructions on rrversc)
; ".ATJRE OF. AND AUTHORITY FOR. ACTION
Transfer Property fron AA01 to AA30
Contract # 68-01-7352
A. DISPOSING
A. ACCOUNTABLE]
« RE A NC.
m
B. DATE INVOICED AND
DROPPED
C. PROP. DOC. NO.
Z- C-'STODiA- AREA TO BE CREDITED
CA 401 Enforcement Division
E . SIGNATURE OF CUSTODIAL OFFICER
" ' E
6. SHIPPING DATA
i. a - _ OF _ A DIN C NO.
^. CARRIER OR METHOD OF SHIPM
r. % c. c F PKCS
B. DATE
EN T
E. POSTAGE
e.
_ V E 3R
A .
1.
2.
3.
DESCRIPTION OF
fS/low property nu
F. TOTAL WEIGHT
98 -01 -i 204
3. NAME AND ADDRESS OF ISSUING STATION
US EPA Headquarters
401 M. Street, S.W. /PM-215
Washinoton. D.C. 20460
5. RECEIVING
A. ACCOUN T ABL E B.DATE RECEIVED
AREA NO .
AA30
D. CUSTODIAL AREA TO BE CHARGED
ZA 220 Contract f 68 -01 -7352 T,it-h*t- -Apripr^n
E. SIGNATURE OF CUSTODIAL OFFICER
F. SIGNATURE OF PROF-CRTY MANAGEMENT OFFICER
7. RECEIVING DATA
A. CHECK ONE AND EXPLAIN ON REVERSE
1 (REJECTED | [SHORT ' iQTHER
B.
| (ACCEPTED [ (PARTIAL DELIVERY
C. RECEIVED BY
D. DATE
PROPERTY OR SERVICE
PROPERTY OR SERVICE
B.
Word Processor, 5x10 "Screen, 5.25
MFC: Lexitron r
SN: 21094
Model No: VT 1303
Property NO: 193589
Printer, 55 Char, Dual Pitch, W/Feeder
MFC: Lexitron
SN: 21907
Model NO: VT 1324
Property NO: 193487
Light Kit, Speedation, Port, W/Case
MFC: Perm Canera Exchange
SN: Unknown
Model NO: DM1202
Property NO: 193408
QU AN Tl T Y
C.
1
1
1
UNIT
D.
ea
ea
ea
Frank S. P. Doe
UN 1 T
COST
E.
TO T AL AMOUN T
F.
$5,345
$3,424
$1,197
8. DATE
- ACKNOWLEDGMENT OF RECEIPT OUTSIDE EPA
_• 7 s E E . c - - .
EREE AGENCY. PURCHASER.
B. SIGNATURE OF CONSIONEE OR AGENCY
C. T! TLE
0. O A ' E
POSTING DATA (Ve ,1 *pplirablt)
•IEMO ASSET ACCOUNT
COST ACCOUNTING
E PA Form 1700-7 (10-74)
REPLACES EPA FORM 1770-17 : I - 72 > WHICH MAY BE USEDUNTI
SUPPLY IS EXHAUSTED
Cf P'GES
54
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EXHIBIT 24
MEMORANDUM
SUBJECT: Use of Government Owned Property in Non-Government Facilities
FROM: Kathy Doe
Office of Acid Rain
THRU: Brian R. Doe, Director
Office of Acid Rain
TO: Frank S.P. Doe
Property Accountable Officer
I request your approval to use a government-owned IBM 386 PC at my home. The
following information relates to this request:
Name: Kathy Doe
Address: 123-00 Gilbert Street
Alexandria, Virginia 22222
Work: (202) 260-0000
Home: (703) 751-0000
Equipment:
Description: IBM Computer Personal
Property Number: 950079
Serial Number: B7203925
Model Number: IBM PS/2 386
Monitor, Color
Serial Number: 123846N3
Model Number: 8513001
Keyboard
Serial Number: 6271478
55
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Model Number: M
The IBM computer will be used for work-related purposes during Fiscal Year 1994. I
frequently work on significant environmental issues necessitating extra hours of work
during critical time frames. The equipment at home is compatible with equipment at work
allowing the composition and editing of documents at home.
The above property is located in custodial Area 562.
The Custodial Officer is Cherie Doe, 260-0000.
Notes: It is important to understand that custodial officers are not authorized to approve
loans to outside contractors, universities, states, etc. These are approved by the Property
Accountable Officer.
Excess property cannot be loaned out. It must be reported as excess.
56
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EXHIBIT 25
MEMORANDUM
SUBJECT: Use of Government-Owned Property in Non-Government Facilities
FROM: Frank S.P. Doe, (Mail Code 3204)
Property Accountable Officer
THRU: Brian R. Doe, Director
Acid Rain Division
TO: Kathy Doe
Acid Rain Division
Your request to use government owned property in a non-government facility has
been approved. Consistent with provision of the Personal Property Management Policy
Manual, 4831, Section 6.1.5, the government shall retain ownership of all equipment,
peripherals, and software taken off-site. All files, records, papers, or machine readable
materials created using government owned property are the property of the government.
As required by Section 6.1.5.2, the employee's responsibilities are to:
Take all reasonable steps to protect the property' from loss, theft, and damage.
Make available, upon request, property for inspection and inventory by the
property management officer or his/her designee.
Ensure that the property is used for government business only.
Notify the property management officer when the property has been returned and
make the property available for inspection by the property management officer or
his/her designee before the record of receipt is cleared.
57
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Acceptance of responsibilirv for government owned property in non-government facilities
I hereby acknowledge receipt of the property listed below and accept responsibilirv'
for its care and use consistent with the previously stated provisions.
DECAL - DESCRIPTION
MODEL
950079 IBM 386 IBM PS/2 386
Computer Personal
Monitor, Color 8513001
Keyboard M
SERIAL #
B72203925
123846N39
6271478
Kathy Doe
(202) 260-0000
Frank S.P. Doe
Property Accountable Officer
Date
Date
Property Returned:
Frank S.P. Doe
Property Accountable Officer
Date
Custodial Area: 562
Custodial Officer: Cherie Doe
Telephone Number: 260-0000
Office: Office of Acid Rain
Off-site: Kathy Doe
123 Gilbert Street
Alexandria, Virginia 22222
Work Phone No: (202) 260-0000
Home Phone No: (703) 751-0000
58
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EXHIBIT 26
U* EHVmONMOfTAL PROTECTION AOEMCr
WASHINGTON. DC 20440
PROPERTY PASS
01- 75861
MMrmuCTKMM: UK Ms I
t,2,3,«M4. OrtitMIti tar •»
NOTt:lna
-------
List of Exhibits
Page No.
Exhibit 1: EPA Property Management Organization, Headquarters 29
Exhibit 2: EPA Property Management Organization, Regions 30
Exhibit 3: Memorandum: Request for Appointment of New Custodial Officer for
Accountable Area 777. 31
Exhibit 4: Memorandum: Designation as Custodial Officer for Accountable
Area 777. 32
Memorandum: Assumption of Custodial Responsibilities 33
Exhibit 5: Custodial Officer Responsibilities. 34
Exhibit 6: Position Description Amendment 35
Exhibit 7: Performance Standards 36
Exhibit 8: Personal Property Custody Card, EPA Form 1740-21 37
Exhibit 9: Sample of IFMS printout by decal number 38
Exhibit 10: Memorandum: Relief of Custodial Officer Responsibilities 39
Exhibit 11: Procurement Request/Order, EPA Form 1900-8 40
Exhibit 12: Purchase Order Optional Form 347 41
Exhibit 13: EPA Property Decals. 42
Exhibit 14: Report of Survey, EPA Form 1740-12 43
Exhibit 15: Memorandum: Sample of reporting stolen property. 44
Exhibit 16: Computers For Learning Fact Sheet 46
Exhibit 17: Property Action Request and Memorandum Receipt, EPA Form 1740-10,
(returned as excess) 48
Exhibit 18: Facilities Service Request, EPA Form 5100-& 49
Exhibit 19: Property Action Request and Memorandum Receipt, EPA Form 1740-10,
(Transfer to another custodial area) 50
Exhibit 20: Property Action Request and Memorandum Receipt, EPA Form 1740-10,
(Record of personal issues - less than 45 days) 51
Exhibit 21: Property Action Request and Memorandum Receipt, EPA Form 1740-10,
(short term loan) 52
Exhibit 22: Property Receipt and Transfer Document, EPA Form 1700-7, (account-
able area to another) 53
Exhibit 23: Property Receipt and Transfer Document, EPA Form 1700-7, (account-
able area to a contractor) 54
Exhibit 24: Memorandum: Use of Government owned Property in Nongovernment
Facilities (Request to use at home) 55
Exhibit 25: Memorandum: Use of Government owned Property in Nongovernment
Facilities (Approval) 57
Exhibit 26: EPA Property Pass, EPA Form 1700-9. 59
60
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61
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