EPA Custodial Officer
Guide
Facilities Management and Services Division
200/
1988.2
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CUSTODIAL OFFICER TRAINING
COURSE OUTLINE
I. Introduction to Course
A. Administrative Matters
B. Introduction of Instructor and Students
C. Course Materials and Course Objectives
II. Overall Property Management at EPA
A. Basics for Property Management Vu-graph
1. Federal Property and Administrative Services Act
2. Federal Managers' Financial Integrity Act
3. Federal Property Management Regulations (FPMR)
4. EPA Property Management Regulations
5. GAO Manual
B. EPA Property Program
1. Organization
2. Intent of Property management Program in EPA
3. Definitions of Property
4. Property Management Principles and Standards
a. Identification and Marking
b. EPA Property Accounting
(1) PPAS - Computer Printout
(2) Memorandum Records
III. Custodial Officer Designation and Responsibilities
A. Designation of Custodial Office
1. Designation by Program Accountable Exhibits 3,
{ Officer 4, and 5
2. Certification of Custodial Officer Requirements
a. Designation
b. Training
c. Position Description ' Exhibit 7
d. Performance Standard Exhibit 8
B. Custodial Officer Responsibilities Exhibit 6
Exhibit 1
Vu-graphs
Vu-graph
Vu-graph
[Exhibit 2
Vu-graphs]
Co
SO
HEADQUARTERS LIBRARV
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COURSE OUTLINE (Continued)
Exhibits 4, 5
Exhibit 10
IV. Actions on Assuming Custodial Officer Responsibilities
A. Familiarization With Duties and Responsibilities Exhibit 6
B. Conduct Inventory of Custodial Area Property
1. Obtain PPAS Computer Printout of Accountable
Property Exhibit 9
2. Obtain and Prepare Custody Receipt Cards
3. Advise Personnel
4. Physical Inventory
5. Inventory Method
6. Discrepancy Resolution
7. Acceptance of Inventory
8. Assumption of Custodial Responsibilities
C. Advertise Assumption of Duties
D. Assign Subcustody Responsibility
1. Personal Property Custody Cards
2. Log Book
E. Establish Custodial Officer Records
1. Current PPAS Listing
2. Personal Property Custody cards
3. Transfer Documents (In and Out)
4. Documents Relieving of Responsibility
5. Property Pass Records
6. Designation Letter
7. Assumption of Custodial Officer Responsibilities
V. Transactions Affecting Custodial Officer Accounts
A. Introduction
B. Receipts of Personal Property
1. New Receipts - Purchase Order Exhibit 11
2. Transfer From Another Custodial Area -
EPA Form 1740-10 Exhibit 12
3. Transfer From Another Region - EPA Form 1700-7 Exhibit 13
4. Delivery Without Documentation
Practical Exercise - Establishing Subcustody
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COURSE OUTLINE (Continued)
C. Transfers
1. Types of Transfers and Documentation
a. Transfers to Another Custodial Area
b. Transfers to Another Region
c. Transfers to Excess
2. Use of the EPA 1740-10
a. Transfers to Other Custodial Areas
b. Turn-In as Unrequired or Unserviceable
Exhibit 14
Exhibit 15
Use of Labor Service Request - EPA 5100-2 Exhibit 16
3. Transfers to Another Region
- Use of Memorandum
Practical Exercise - Transfer to Another Custodial
Area
Practical Exercise - Turn-In of Uxirequired Property
VI. Loans
A. Types
1. Overnights
2. Temporary Loans to an Employee - Short Term
3. Loans of 45 days or More
B. Property Pass
1. Purpose
2. Preparation
C. Temporary Loan
1. Temporary Loan to Employee
2. Temporary Loan to Outside Organization
Practical Exercise - Overnight Lean
Vii-graph
Exhibit 17
Vu-graph
Exhibit 18
Exhibit 19
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COURSE OUTLINE (Continued)
VII. Physical Inventory Vu-graph
A. When Conducted
B. Purpose
C. Responsibility
D. Reconciliation
Practical Exercise - Conduct of an Inventory
VIII. Missing Property Vu-Graph
A.. Situation
B. What To Do
C. Follow On Action
D. Boards of Survey Exhibit 20
Practical Exercise - The Missing Typewriter
IX. Responsibilities of Individuals
X. Summary
XI. Course Evaluation
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TABLE OF CONTENTS
CUSTODIAL OFFICER GUIDE
Page
TOPICAL INDEX iv
INTRODUCTION 1
OVERALL PROPERTY MANAGEMENT AT EPA 2
Basis for Property Management 3
EPA PROPERTY PROGRAM 5
EPA Property Management Organization 6
Intent of Property Management Program in EPA 7
Definitions of Property 8
Property Management Principles and Standards 10
EPA Property Accounting 12
Personal Property Accounting System — Data Elements 13
CUSTODIAL OFFICER DESIGNATION AND RESPONSIBILITY 14
Designation of Custodial Officer 15
Certification of Custodial Officer 16
Actions To Take On Assuming Custodial Officer Responsibilities 17
Advertise Your Assumption of Duties 19
Assign Subcustody Responsibility 20
Records Custodial Officers Should Have or Maintain 21
TRANSACTIONS AFFECTING CUSTODIAL OFFICER ACCOUNTS 22
Transactions Affecting Custodial Officer Accounts 23
Receipt of Personal Property (Property Coming Into
Custodial Area) 24
Transfers (Property Leaving Custodial Area) 25
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Custodial Officer Guide
Table of Contents (Continued)
Page
EPA Form 1740-10 Property Action Request
Memorandum Receipt 26
How to Complete EPA Form 1740-10 - Used For Transfers to
Another Custodial Area 27
How to Complete EPA Form 1740-10 - For Property Turned
In As Unrequired or Unserviceable 28
Transfer to Another Region 29
LOANS 30
Loans of EPA Property 31
Property Pass 32
How to Complete EPA Form 1740-10 - For Temporary Loan
of Property to Employee for Official Use at Temporary
Duty Station 33
PHYSICAL INVENTORY 34
Physical Inventory 35
MISSING PROPERTY 37
Missing Property - (Lost - Stolen - Strayed) 38
Responsibilities of Individuals 41
EXHIBITS
1. EPA Organization for Property Management E-l
2. PPAS Detail Report by Decal Number E-2
N3. Designation as Custodial Officer E-3
4. Assumption of Custodial Responsibilities for New Area E-4
5. Assumption of Custodial Responsibilities
within an Existing Area (Redesignation of Custodian) E-5
6. Custodial Officer Responsibilities E-6
ii
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Custodial Officer Guide
Table of Contents (Continued)
EXHIBITS (Continued)
7. Position Description Amendment—Custodial Officer
8. Custodial Officer Performance Standard
9. Personal Property Accounting Systems
Printout—Custodial Officer
10. EPA Personal Property Custody Card
11. Example of Purchase Order as Receiving Document
12. EPA Form 1740-10—Transfer from Another
Custodial Area
13. EPA Form 1700-7—Transfer Between
Accountable Areas
14. EPA Form 1740-10—Transfer To Another
Custodial Area
15. EPA Form 1740-10 Used to Turn In Property as Excess
16. EPA Headquarters Form 5100-2—Labor
Service Request
17. Property Pass
18. EPA Form 1740-10 Used for Temporary Loans
19. EPA Form 1740-10 Loan to the Stase
20. EPA Form 1740-12 Report of Survey
Page
E-7
E-8
E-10
E-ll
E-12
E-13
E-14
E-15
E-16
E-17
E-18
E-19
E-20
E-22
iii
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TOPICAL INDEX
Page
Accountable Officer
Accountable Property
Accounting for Property
6,15
8
10
Custody Cards
Custodial Officer
Actions on Assuming Responsibilities
Assumption of Duties Memorandum
Certification
Custodial Area Computer Printout
Definition
Designation
Designation Letter (New Area)
Memorandum of Acceptance
Performance Standard
Position Description Amendment
Records
Responsibilities
20.E-11
17-19
E-10
16
E-10
6
15, E-3
E-4
E-5
E-8
E-7
21
E-6
Definitions
Accountable Property
Component Part
Expendable Property
Nonaccountable Property
Nonexpendable Property
Personal Property
Sensitive Items
Superfund Property
Delivery
With documentation
Without documentation
8
8
8
8
8
8
8
9
24
24
EPA Property Accounting
EPA Property Management
Organization
Program
Program Intent
Regulations
Excess Property Turn In
Expendable Property
12
E-l
6
7
4
28, E-16
8
iv
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Topical Index (Continued)
Page
Federal Managers' Financial Integrity Act 3
Federal Property and Administrative Services Act 3
Federal Property Management Regulations 3
Forms
EPA Form 1700-7, Property Receipt and
Transfer Document 24, E-14
EPA Form 1700-9, Property Pass 32
EPA Form 1740-10, Property Action Request and 26, 27, E-18
Memorandum Receipt E-13, E-15,
E-16, E-19
E-20
EPA Form 1740-21, Personal Property
Custody Card 12, E-ll
EPA Form 1740-12, Report of Survey E-22
EPA Form 1900-8, Purchase Order 24, E-12
EPA Form 5100-2, Labor Service Request 28, E-17
Standard Form 120, Report of Excess Property 28
GAO Manual 4
I
Identification of Property 10
Inventory 35
Labor Service Request 28, E-17
Laws Pertaining to Property Management 3
Loans of Property
45 Days or More 31
31
General 31
Overnights 31,32
Revocable License Agreement 31
Short Term 31
Temporary 31,33
To State 33, E-20
M
Marking of EPA Property 10
Maximum Use 11
Memorandum Records 12
Missing Property 38
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Topical Index (Continued)
Page
N
Nonaccountable Property 8
Nonexpendable Property 8
Official Use 11
Overnight Loans 31, 32
Personal Property 8
Personal Property Custody Cards E-ll
Personal Property Accounting System (PPAS)
Data Elements 13
Example E-2, E-10
General 12
Physical Inventory 35
Program Accountable Officer (PAO) 6
Property Accountable Officer (AO) 6
Property Accounting 12
Property Passes 32, E-18
Property
Leaving Custodial Area 25
Receipts 24
Transfer to Another Custodial Area 27, E-15
Transfer to a Region 29, E-14
Responsibilities of Individuals 41
Unrequired or Unserviceable 28, E-16
Property Management
Basis For 3
Principles and Standards 10
Property Management Officer (PMO) 6
Purchase Order 24, E-12
Receipts 24, E-12
Reporting Missing Property 38
Report of Survey 38, E-22
Responsibilities of Individuals 41
Revocable License Agreement 31
VI
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Topical Index (Continued)
Page
Sensitive Items
Definitions
Short Term Loans
Subcustody Responsibility
8
31
20
Temporary Loans
Transactions
Transfers
To Another Custodial Area
To Another Region
To Excess
31, E-19
E-20
23
25,27
25,29
25,28
vn
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INTRODUCTION
This guide is designed to provide EPA property custodians with guidance
on their responsibilities as custodial officeis.
This guide will:
- Provide a background on the rules and regulations which provide the
basis for property management.
- Discuss the property program within EPA.
- Focus on the functions of EPA property custodians.
- Emphasize Custodial Officer procedures.
While property management is the primary responsibility of personnel
assigned to property organizations, property is effectively managed and
controlled where it is used. It is for this reason that property custodians are
appointed in Government agencies.
This course will discuss the basis for property management, property
management in EPA, custodial officer responsibilities, and will illustrate
typical transactions affecting the custodial officer's account.
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OVERALL PROPERTY M/JYAGEMENT AT EPA
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BASIS 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.
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:
It 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; (c) the disposal of surplus property; and (d)
records management.
• The Federal Managers' Financial Integrity Act (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.
Regulations
The Federal Property Management Regulations (FPMR) 41 CFR101
The Federal Property Management Regulations (FPMR) are issued by
the Administrator of General Services under the authority of the
Property and Administrative Services Act. They provide policies and
procedures governing property management which apply to all Federal
agencies. They cover such major areas as acquisition, management,
use, excess, and disposal of Government property.
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• EPA Property Management Regulations
The EPA Property Management Regulations provide specific agency
guidance on the management of Government property from acquisition
through disposal. It is in the EPA regulations that the specific
regulations on custodial officer responsibilities are found.
• GAO Manual
The General Accounting Office prescribes principles and standards for
accounting for property in the GAO Manual and approves (or
disapproves) property accounting systems. Among principles
prescribed in the manual are:
- Periodic checks must be made of property and related records.
- Appropriate internal controls must be established over all assets,
particularly those sensitive items that are subject to theft.
- No assets are written off, written down, or disposed of without
proper authorization.
These statutes and regulations establish the requirement for
accountability and control of Government property. Custodial officers play an
essential role in this program.
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EPA PROPERTY PROGRAM
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EPA PROPERTY MANAGEMENT ORGANIZATION
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. The key players are:
Property Management Officer fPMOl - an employee responsible for the
planning and direction of the property management program to include
policy development and technical guidance to the field.
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 AO
at the Senior Budget Officer level or equivalent, designates custodial
officers within his or her organization and serves as the central point of
contact between the AO and the custodial officer to ensure the Custodial
Officer is certified and conducts annual inventory.
Custodial Officer - an employee formally designated as the responsible
official for the proper use, maintenance, care, and protection of personal
property charged to his custodial area.
Exhibit 1 which follows illustrates this flow down of responsibilities.
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to:
INTENT OF PROPERTY MANAGEMENT PROGRAM IN EPA
EPA has published the intent of its property management program. It is
• Conduct an effective program to prevent loss, waste, unauthorized
use, and unwarranted accumulation; of property.
• Provide effective planning and scheduling requirements to ensure
supplies, equipment and space arc; available to serve operations and
keep operating costs and inventory levels at a minimum.
• Provide ensurance that
- Maximum use of property is obtained.
- Property is used for official purposes only.
- Adequate inventory controls and accountability records are
maintained.
- Property is properly cared for (preservation, preventive
maintenance, proper handling, and storage).
- Property is made available for reassignment when no longer
required for present or approved projects or programs.
- Newly acquired property is adequately inspected for condition 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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DEFINITIONS OF PROPERTY
For purposes of custodial officer responsibilities property is defined in the
following categories or classifications. The way an item of property is
classified determines how it is accounted for, managed and controlled, and
ultimately, disposed of.
PERSONAL PROPERTY - is anything that is not real property (buildings,
grounds, utility systems, etc.)* Personal property is the area of concern
to the custodial officer.
Personal property is divided into the following classifications:
EXPENDABLE PROPERTY - materials and supplies which are consumed
in use and are not accounted for after issue for use.
NONEXPENDABLE PROPERTY - this is property which has a useful life
of two years or more, retains its identity and is not incorporated into
another item.
Within EPA nonexpendable property is classified as follows:
• ACCOUNTABLE PROPERTY - property for which controls and
official property records are maintained in the Personal Property
Accounting System (PPAS) and physical inventories are required,
includes all property with an acquisition cost of $1,000 or more and
sensitive items with an acquisition cost of $300 and more.
• SENSITIVE ITEMS - personal property because of its nature and
portability are particularly susceptible to misappropriation. Sensitive
items must be recorded, controlled and protected at all times.
- Sensitive items of $300 or more are accountable and entered into
the PPAS.
• NONACCOUNTABLE PROPERTY - property that costs less than
$1,000, or is nonsensitive in nature. No formal accountability will be
maintained after issue, but the replacement will be regulated by the
supervisor to ensure that requests for replacement item are essential
for the mission of the organization.
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SUPERFUND PROPERTY - property acquired in whole or part with
Superfund monies. Requires identification as Superfund Property.
When transferred or disposed of outside of Superfund activities,
requires reimbursement to the Superfund Trust Fund.
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PROPERTY MANAGEMENT PRINCIPLES AND STANDARDS
There are certain basic principles and standards which must be observed
in an effective property management system. Custodial Officers play major
roles in most of these areas.
Identification and Marking
Government property should be identified as U.S. Government property.
Marking is accomplished by use of decals or other means appropriate to the
type of property. Property numbers may be assigned for control purposes.
AccountfngJor: Property
Government property must be accounted for from receipt to disposal.
Formal accounting records, memorandum records, and other reporting and
control systems are established to account for Government property.
Protection
Government property must be physically protected as necessary to
prevent loss, theft or unauthorized movements of property from the premises
on which the property is located. Controls such as property pass systems,
memorandum records, gate checks, etc. must be established as necessary.
Preservation
Government property must be preserved from damage, deterioration, or
destruction from the elements, careless handling, and other similar conditions.
Maintenance
Government property should be maintained to assure its availability for
the use for which acquired. Cleaning, adjustment, calibration, repair, and
preventive maintenance programs are employed, as appropriate.
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Official Use
Government property shall be used only in the performance of official
work of the United States Government, except as otherwise authorized by law
or regulation. Use of Government property for personal purposes is prohibited.
Maximum Use
The best possible use should be made of Government property. Equipment
should be limited to essential items. When no longer required, property should
be made available for use elsewhere by redeployment to other organizations or
by excising.
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EPA PROPERTY ACCOUNTING
EPA Property is accounted for through the following two methods:
1. Entry into the Personal Property Accounting System (PPAS) and
2. Memorandum Records.
The PPAS is an automated system which contains a record of each owned
or leased item of property of $1,000 or more, each sensitive item valued at
$300 or more, or of furniture, furnishings or equipment valued at $300 or more.
Memorandum records are maintained on hand receipts, such as the
Personal Property Custody Card (EPA Form 1740-21}. used as a custody or
subcustody record. Custody cards are recommended when an item is issued for
the exclusive use of an individual, such as a camera or lap-top computer.
The PPAS contains data on each item as shown in Exhibit 2. Listings may
be obtained in several formats depending on the use desired.
- Listing by Custodial Area.
- Listing by Type of Equipment.
- Listing by Accountable Area, Custodial Area, etc.
- Listing by Manufacturer.
- Listing by Property Number
The PPAS printout is an important tool for the custodial officer. A
printout of property charged to the custodial area can be obtained at anv
time. The elements of data which are entered in the system are shown in the
following page.
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PERSONAL PROPERTY ACCOUNTING SYSTEM
DATA ELEIVCENTS
• Account/Custodial Area No.
• Decal No.
• Nomenclature
• National Stock Number
• Serial No.
• Model No.
• Acquisition Cost
• Voucher #
• Cost Account #
• Purchase Order #
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CUSTODIAL OFFICER
DESIGNATION
AND
RESPONSIBILITIES
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DESIGNATION OF CUSTODIAL OFFICER
Every custodial area established must have a certified property custodial
officer.
The director or chief of the organizational unit nominates a responsible
employee.
The Program Accountable Officer designates the custodial officer by a
memorandum to the Accountable Officer (Exhibit 3).
When you are nominated by the Program Accountable Officer, the
accountable officer sends you a letter designating you as property custodial
officer for a specific custodial area. This letter will contain two attachments:
1. A memorandum to be signed by you assuming custodial responsibilities:
• Exhibit 4 is for a newly established custodial area, or
» Exhibit 5 is the redesignation of a custodial officer within an
existing area.
2. A copy of custodial officer's responsibilities. (Exhibit 6 ).
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CERTIFICATION OF CUSTODIAL OFFICER
A Custodial Officer will be certified by the Director of the Facilities
Management and Services Division after the custodial officer has:
• Been designated by the Program Accountable Officer
• Attended the Custodial Officer Training Course
• Had his or her Position Description amended to include custodial
officer duties and incorporate property management as a Performance
Standard (see Exhibits 7 and 8).
• Conducted physical inventory
* , Signed Assumption of Duties Memorandum
An interim certification will be granted to authorize a newly appointed
Custodial Officer to sign property passes and transfer documents.
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ACTIONS TO TAKE ON ASSUMING
CUSTODIAL OFFICER RESPONSIBILITIES
Upon being designated as Property Custodial Officer you should take the
following actions.
1. Familiarize yourself with the duties and responsibilities of the
custodial officer. (Exhibit 6). Your primary responsibility is the
control and protection of Government property assigned to your
custodial area.
2. Conduct an inventory of all property assigned to your custodial area.
a. Obtain a computer printout on all property assigned to your area.
This should include all accountable property, including sensitive
items over $300. (See Exhibit 9 for an example of a custodial area
computer printout.)
b. Obtain and prepare custody receipt cards.
c. Send out memo letting personnel know you will be conducting an
inventory on (date) and have property available for
inventory.
d. Physically inventory all property assigned to your area in company
of
- outgoing custodial officer
- Representative of Property Staff.
e. Check off property list and plr/sically verify existence of assigned
property.
- sight the item of property
- verify the decal number
- annotate location of the item
- put a check mark on your property readout to indicate you have
physically inventoried the item
- add items found in the area which are not on the printout
- annotate next to items that cannot be found any information
you have available (e.g. stolen, excessed, on loan)
f. Assure that any discrepancies are resolved by your predecessor
and/or the accountable officer.
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g. Obtain an updated copy of the property list of property you are
charged with after adjustments. Annotate "Verified and
Accepted," date, and sign the inventory readout.
h. Satisfy yourself that the property you are to be responsible for can
be accounted for at the time you assume responsibility.
i. Sign letter assuming custodial responsibilities. (Exhibit 4 or 5).
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ADVERTISE YOUR ASSUMPTION OF DUTIES
Let all personnel in your custodial area know you are the custodial
officer. Send them a memo.
This is important if you are to be effective.
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ASSIGN SUBCUSTODY RESPONSIBILITY
For items assigned for the exclusive use of an individual. The following
may be used:
1. Personal Property Custody Cards (see Exhibit 10)
• Documents who has use of the property and records user's
signature.
• Establishes record to share the responsibility for the property. It
does not remove the responsibility from the Custodial Officer.
• Creates an audit trail which is useful inventory reconciliation.
2. For check out - check in items (e.g. transcribers, cameras), use a book
and obtain signatures when the item is issued out.
You will need your supervisor's support to get subcustody receipts. Get
it. Property Management is an "All Hands" program.
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RECORDS CUSTODIAL OFFICERS
SHOULD HAVE OK MAINTAIN
Custodial officers should maintain the following records:
• A current listing of property assigned to the custodian's account in the
PPAS.
• Personal Property Custody Cards (KPA Form 1740-21)
• Transfer Documents (In or Out)
- Transfers Between Custodial Areas
- Receipt Documents
- Memorandums
• Documents relieving custodial officer of responsibility
- Copy of Report of Survey
• Property pass records
• Designation Letter
• Assumption of custodial officer responsibilities letter
These records or documents will be discussed later in the course
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TRANSACTIONS jUTECTING
CUSTODIAL OFFICER ACCOUNTS
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TRANSACTIONS AFFECTING CUSTODIAL
OFFICER ACCOUNTS
Introduction
Custodial Officers are responsible for personal property assigned to their
custodial areas. Responsibility include!: the proper care, maintenance,
utilization, accountability and security of property assigned upon designation
as the custodial officer as well as any additions made to the custodial area and
transfers from it.
Transactions which will affect the Custodial Officer's Account will
include:
• Receipts from purchase or transfer
* Transfers to other Custodial or Accountable Areas
» Transfers to Excess
• Losses due to theft, damage, etc.
These typical transactions will add to or reduce the personal property
assigned to the custodial officer's account. Proper reporting and recording are
necessary to keep the data in the account current and correct.
The transactions will be discussed in greater detail in the following
sections.
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RECEIPT OF PERSONAL PROPERTY
(PROPERTY COMING INTO CUSTODIAL AREA)
Delivery With Documentation
Property is assigned to a custodial area based on either new receipts, by
transfer from another custodial area, or accountable transfer from a region or
field location.
In all cases it is necessary to have a record of the receipt for your
custodial file.
Documents include:
• New receipts-copy of Purchase Order (See Exhibit 11)
• Transfer from another Custodial Area - (See Exhibit 12).
• EPA Form 1740-10 Property Action Request and Memorandum Receipt
Review to verify item description, decal #, and serial #, sign
acceptance in block 3 as Receiving Officer. Return all copies to the
Property Office. Retain a copy for custodial area records.
• Transfer from another region (See Exhibit 13) EPA Form 1700-7
Review to verify item description, decal # and serial #, sign
acceptance in Block 5E. Retain copy for custodial area records.
In addition to the document which reflects your accountability, you should
prepare a personal property custody card to establish subcustody responsibility
for the individual assigned the item.
Direct Delivery Without Documentation
At times you may receive a piece of equipment directly from a vendor
without documentation. If this occurs, call the Property Accountable Officer
who can track down the documentation and assure the equipment is entered
into the Personal Property Accounting System.
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TRANSFERS
(PROPERTY LEAVING CUSTODIAL AREA)
Property must not leave the custodial area without documentation. The
following forms are used to document the transaction:
• Transfer to another custodial area
Use EPA 1740-10
• Transfer to another region
Memorandum
• Transfer to Excess
Use EPA 1740-10 and Labor Services Request - EPA 1500-2
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EPA FORM 174(MO PROPERTY ACTION REQUEST
AND MEMORANDUM RECEIPT
The 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 officers.
• Temporary loans to employee for official use at temporary duty
station.
• Property turned in to property management as unrequired or
unserviceable.
• Temporary loan to entities outside EPA (less than 45 days).
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HOW TO COMPLETE
EPA FORM 1740-10
USED FOR TRANSFERS TO
ANOTHER CUSTODIAL AREA
(SEE EXHDHT 14)
When used for this purpose, the 1740-}.0 is:
- The Custodial Officer transferrinf; the property initiates the form and
signs in Block 3 as issuing officer.
- A copy is maintained in a suspense file.
- The receiving officer verifies the item description, EPA decal #, and
serial #, and signs in Block 3 as receiving officer.
- Sends to Property Accountable Officer (AO) for signature and posting
to official records.
- Original is kept by the Property Office.
- Copies are sent to both custodial officers for their files. The code
"Doc done and date" in the left margin indicates that the transaction
has been completed.
-27-
,
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HOW TO COMPLETE
EPA FORM 1740-10
FOR PROPERTY TURNED IN AS
UNREQUIRED OR UNSERVICEABLE
This form is prepared by the Custodial Officer for property to be turned
in as unrequired or unserviceable property. It is important to note:
• Excess:
As a Custodial Officer it is always important to make sure that all
equipment is receiving optimum use in your area. If not, please turn in
as excess indicating condition so the Property Office Utilization
Officer can re-issue to another program office that is in need of this
type of equipment. This important step does two things:
(1) Saves the Government money in lieu of new acquisition.
(2) Program needs are filled immediately.
This is accomplished by:
(1) Preparing a Property Action Request and Memorandum Receipt
(EPA Form 1740-10) and leaving the form attached to equipment.
(Exhibit 15)
(2) A Labor Service Request (EPA Form 5100-2) for pick up of the
item is sent to the Property Office. (Exhibit 16)
When EPA Headquarters has no further use for excess equipment, our
Utilization Officer prepares a SF Form 120-Report of Excess Property to be
Circulated throughout our agency. If EPA has no use for the equipment, the
report is forwarded to GSA for proper disposition.
-28-
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TRANSFER TO ANOTHER REGION
Submit a memorandum to the Property Accountable Office with
information to include: item description, EPA decal number, serial
number, model number, manufacturer, individual shipped to, Region
and Custodial Area number.
Contact the Property Accountable Officer for instructions on packing
and shipping.
-29-
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LOAN!>
-30-
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LOANS OF EPA PROPERTY
Loans of property is a particularly sersitive area. No property shall leave
the Government's premises without proper authorization.
The situations you will find as a custodial officer include:
1. The employee wanting to take the item home for work overnight:
- If authorized, this is handled bv the use of a property pass, EPA
Form 1700-9
2. The temporary loan to an employee for use on an outside project and
loans to outside organizations.
- If authorized, this is handled-by the use of the EPA 1740-10,
Property Action Request and Memorandum Receipt.
These loans are handled as:
a. Short term loans - less than 45 clays
- Use Form 1740-10.
b. Loans of 45 days or more
- Use Revocable License Agreement
Note:
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.
These loan transactions are controlled as transfers into a different
custodial/accountable area.
Remember property which is excess to the requirements of EPA cannot be
loaned out. It must be excessed.
-31-
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PROPERTY PASS
See Exhibit 17
The property pass, EPA Form 1700-9 is used:
• To take property out of the building
• To take property between floors
• To take property home for work overnight
The property pass gives the authority to borrow the property pyernight
only. For a more extensive loan use the EPA Form 1740-10, Property Action
Request and Memorandum Receipt.
The Custodial Officer prepares the property pass. The original is given to
the individual borrowing the property and the remaining three copies are
retained by the Custodial Officer.
The original is turned into the security guard when the property is taken
out of the building.
When the property is returned, the shaded area of the form is filled out.
Copy four is given to the individual. Copy two is retained in the Custodial
Officer's file and copy three is forwarded to the Property Office.
-32-
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HOW TO COMPLETE
EPA FORM 1740-10
FOR TEMPORARY LOAN OF PROPERTY TO
FOR OFFICIAL USE AT TEMPORARY DUTY STATION
OR
TEMPORARY LOAN TO AN OUTSIDE ORGANIZATION
When used to document a temporary loan to employee (see Exhibit 18):
- Prepared by the requesting official with concurrence by employee's
division director or higher
- Signed by Custodial Officer, PAO, and employee
- Original retained by PMO, copy in custodial files, copy to employee
When used to document a temporary loan to an outside organization (see
Exhibit 19):
- Prepared by the Custodial Officer in the organization loaning the
property with concurrence by the organization's division director or
higher
- Signed by the Custodial Officer, Property Accountable Officer, and a
representative of the organization receiving the loan
- Original retained by the PAO, copy in Custodial Officer files, copy to
the outside organization
-33-
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PHYSICAL IWENTORY
-34-
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PHYSICAL INVENTORY
Custodial Officers are involved in the conduct of physical inventories
under the following circumstances:
- Upon being designated Custodial Officer,
- Upon being relieved as a Custodial Officer, and
- During the conduct of the activity's annual inventory of accountable
property.
Purpose. 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 property
actually on hand
• Assist in identifying
- Idle or excess equipment
- Procedural weaknesses in routing and posting documentation
- Need for safeguards to prevent misuse, theft or other losses
- Need for preventative maintenance programs to assure proper care
of property
- Need for replacement actions
Responsibility: The responsibility for various aspects of the inventory are
as follows:
• Conduct of the Inventory. The conduct of the inventory is the
responsibility of the Custodial Officer.
-35-
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Method. Manual inspection consisting of actual sighting, recording and
verifying information. These procedures are the same as those used when
the Custodial Officer conducts the initial inventory of his or her custodial
area. See page 30.
• 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
- Upon receipt of the "verified and accepted" copy of the inventory
printout from the Custodial Officer, the Property Accountable Officer
will check all annotations.
- Original receipt documentation will be pulled for items that were not
located.
- A list will be made of Procurement Request originators; the date of
receipt; and the individual who signed for the item.
- The list will be provided to Custodial Officers to aid in further search
for the items.
- Final reports from the Custodial Officer will be reviewed to determine
course of action in final reconciliation.
Custodial Officer. Upon receipt of the results from the Property Office,
the Custodial Officer is responsible to:
- Follow-up on items that cannot be located using the name of the
originator and the individual who received the property.
-36-
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MISSING PROPERTY
-37-
J
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\
MISSING PROPERTY - (LOST - STOLEN - STRAYED)
Situation: Property may be reported lost, stolen or damaged, or may be
discovered to be missing when the inventory is conducted.
What to do. 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 the item is
missing. Provide a memorandum report giving the facts as you
know them.
Follpw on action. If the property cannot be located, it is necessary to
drop it from the records. This is normally done as the result of Report of
Survey which authorizes the Property Accountable Officer to adjust the
record (see Exhibit 20).
Boards of Survey. Property Boards of Jiurvey are required to be appointed
for each accountable area, consisting of one to three professional
members of the staff to serve on the Board.
The following people cannot serve on the board:
• The Property Accountable Officer (but may be an advisor to the
Board)
• Custodial officers
• Members of the Property Management Office
• Report of Survey reviewing officials
• Anyone involved in the case being considered.
-38-
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Purpose. The Board of Survey is a. fact-finding a body designated to
investigate every incident with respect to the circumstances and
conditions of the loss, shortage, or damage or destruction of Government
property.
Procedures
• The Board must:
- conduct a full investigation of the facts and make findings and
recommendations arising out of the facts
- if there is suspected theft or violation of criminal statutes, they
should recommend to the approving authority that a criminal
investigation be undertaken.
• 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 of 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
- a finding of financial liability
- insufficient evidence to support a charge or liability
* Financial liability determination:
- If financial liability is recommended by the Board, it must be
predicated upon a preponderance of evidence showing intent,
neglect or carelessness. NO ONE shall be held liable for
performing or failure to perform an action because of a reasonable
error of judgment or a physical limitation.
• Approving Official. ..
The approving official reviews the Board's findings and
recommendations and approves or disapproves, stating the reasons and
requesting recommendation by the Hoard.
-39-
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• Employee's Right of Review.
Any employee charged with an adverse finding has the right to be
reviewed by higher authority. A written request to the reviewing
authority is necessary. At that point, the entire record is forwarded
to the Director, Facilities Management and Services Division
Headquarters for final decision.
-40-
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RESPONSIBILITIES OJ: INDIVIDUALS
Individuals in EPA have the following responsibilities with respect to
Government property:
• Care for and protect Government property
• Accept property only when it has been properly assigned to his custody
and control by a property Custodial Officer or Property Accountable
Officer
• Not appropriating for personal use any article of property, including
property designated as abandoned or destroyed
• If charged with responsibility for custody or use of personal property
which is lost, stolen, destroyed, or damaged beyond repair or salvage,
immediately forward to the Property Custodial Officer a memorandum
of certification showing:
- A description of the property, including manufacturer, model,
serial, and property decal numbers
- The facts and circumstances of the loss, damage, etc.
- The action taken to recover it, if lost or stolen
• Accounting for all personal property when leaving the jurisdiction of
any custodial/accountable area.
-41-
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EXHIBITS
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EXHIBIT 1
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EXHIBIT 3
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
Date:
Subject: Designation as Custodial Officer for Area
Accountable Area
From: (Designating Official)
To:
You have been nominated to serve as an EPA Custodial Officer for
Area • by . Your designation as Custodial
Officer is subject to the completion of the Certification Program and the
execution of the attached memorandum of assumption. When this
memorandum has been signed by you end dated, please return it to the
Property Management Office, ] ,
for their files.
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 proper authority.
Upon acceptance of formal transfer documents, you will be accountable
to the Property Accountable Officer or hi> successor for all personal property
in you custodial area for which accountability is prescribed in regulations and
instructions. You can be relieved of that accountability only by formal
notification following the transfer to ami acceptance of accountability by
another; or other specific official acts as specified by the Property
Accountable Officer.
2 Enclosures
cc: Property Accountable Officer
E-3
A
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EXHIBIT 4
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
Date:
Subject:
From:
To:
Assumption of Custodial Responsibilities for a New Area
Custodial Area
Property Accountable Officer
EPA Accountable Area
I hereby agree to discharge all of the duties and responsibilities prescribed
for a Custodial Officer and, upon acceptance of formal transfer documents,
will accept the responsibility for all of the accountable personal property in
the area assigned to me by a letter of designation,
dated , and will be accountable to the Property
Accountable Officer or his successor.
I certify that I have taken an inventory of, or otherwise verify, the
custodial account to my satisfaction.
1 also agree to take a joint inventory of, or otherwise verify, the custodial
account to the satisfaction of my successor and, together with the Property
Accountable Officer, or his designee, will adjust any differences as may be
discovered in the manner prescribed by regulation.
Signature
Date
E-4
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EXHIBIT 5
MEMORANDUM OF ACCEPTANCE BY CUSTODIAL OFFICERS
(Redesignaiion)
SUBJECT: Assumption of Custodial Responsibilities
FROM:
TO: Property Accountable Officer
EPA Accountable Area •
I hereby agree to discharge all duties ;md responsibilities prescribed for a
Custodial Officer and, upon acceptance of formal transfer documents, will
accept the responsibility for all of the accountable personal property in the
area assigned to me by (name of designated official) in a letter of designation,
dated ; for which I will be accountable to (name of
Property Accountable Officer) or his successor.
I also certify that I have, jointly with (name of individual being relieved).
whom I am relieving, the Property Accountable Officer or his designee, taken
an inventory to verify the custodial accoun t to my satisfaction.
I also agree to take a joint inventory or otherwise verify the custodial
account to the satisfaction of my successor, and, together with the Property
Accountable Officer, will adjust such differences as may be discovered in the
manner prescribed by regulation.
Signature
Date
Custodial Officer, Custodial Area No.
E-5
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EXHIBIT 6
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 Program
Accountable Officer for inventory reconciliation and completion, and to the
Accountable Officer for all other matters, including technical guidance,
direction 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 property.
2. Report to the Accountable Officer and prepare documentation for all
property transactions in his/her custodial area: transfer, disposal,
adjustment transactions (overage or shortage) and declaration of
excess. Anticipated actions to convert, alter, modify or dismantle
personal property must be reported to the Accountable Officer by
memorandum.
3. Take physical inventories of the personal property within the custodial
area as required and directed by the Property Accountable Officer and
the Program Accountable Officer. Reconcile the inventories and
certify the results. Initiate actions to resolve overages or shortages.
4. Establish and maintain prescribed control records to include a current
Personal Property Accounting System (PPAS) inventory printout.
E-6
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EXHIBIT 7
POSITION DESCRIPTION AMENDMENT
CUSTODIAL OFFICER
Serves as 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 Program Accountable 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 Program Accountable
Officer and/or Property Accountable Officer. .
Prepares and processes required documentation for the transfer,
declaration of excess, adjustment of records and/or disposal of personal
property within specified custodial areii(s).
Ensures proper utilization, care, security and maintenance of personal
property for which responsible. Conducts inventories as
required/directed; reconciling and certifying inventory results.
E-7
A
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EXHIBIT 8
RECOMMENDED PERFORMANCE STANDARD
Rating to be established at 5% - 10% (or as otherwise established)
Obiective; To effectively manage and control all accountable government
property charged to a designated custodial area.
Outstanding:
• Serves as focal point through written communications to each
employee in the designated custodial area to establish employee
awareness of the responsibilities and procedures involved in the proper
utilization, care and protection of equipment.
• Inventory is reconciled and results certified by the Custodial Officer,
supervisors, Program Accountable Officer and the Property
Accountable Officer (PAO) before the due date set by the PAO.
• All unused .property is excessed through proper documentation as soon
as optimal use is not being achieved within that custodial area.
• Files are established and maintained on all acquisitions, transfers and
disposals within the custodial area and further requests are made for a
new inventory printout to ensure that all transactions have been
entered in the PPAS.
Fullv Successful;
• Conducts annual physical property inventory.
• All property assigned to the custodial area is sighted and/or properly
accounted for (missing and unreported items are reported, researched
and documented).
• Inventory is reconciled and results certified by the Custodial Officer,
Supervisor, Program Accountable Officer and the PAO by the due date
set by the PAO.
• Files are established and maintained on all acquisitions, transfers and
disposals within the custodial area.
• All unused property is excessed annually (as a result of the inventory).
E-8
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EXHIBIT 8 (Continued)
Unsatisfactory
• Inventory is not reconciled.
• Inventory is submitted after the due date.
• Property assigned to the area is not sighted or properly accounted for
(missing items, unreported items are not reported and/or researched
and documented).
• Unused property is not excessed.
• No property files are maintained except for the inventory list provided
bythePAO.
E-9
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EXHIBIT 9
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E-10
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EXHIBIT 10
oEPA
Personal Propeity Custody Card
1*. NameO.**!. first. Ml)
Smith, Mary S.
b. Program/Miiil Code
Office of Ground-Water
Protection
e. Custodial Area
415
2. Statement of Responsibility:
t accept responsibility tor the equipment listed below I will exercise reasc neble ore 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 tne acQuisition cast.
3a. Signature of User:
/ ;/:
b. Telephone Number
382-1234
c. Date Received
8/12/88
. Pfooenv No
/.' S. Nomaoclature
6, Mtr.
7. P.O. No.
8. Serial & Model No.
9. Aco. Cost
204657
Laptop Computer
Zenith
GI500F0620
ZLP098764/
2183
$1900.00
EPA Form 1740-21 (Bwv. 8-85) Previous edition may be used until supply '* exhausted.
-E-ll
j
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EXHIBIT 11
PURCHASE ORDER
ORDER FOR SUPPLIES OR SERVICES
IMPORTANT: Mark ill package* and papan with contract and/or enter numbert.
RENC
1. DATE OF ORDER
March 26, 1988
2. CONTRACT NO. (If toy)
GSOOF0619
3. ORDER NO.
FH 4280 NBSA
4. REQUISITION/REFERENCE NO.
IK6068
9. ISSUINO OFFICE (Adorn* eon
I to)
U.S. Environmental Protection Agency
Small Purchase Unit (PM-214-F)
410 M. Street, S.W.
Washington. DC 20460
Washington. DC 20461
ro: CONTRACTOR (Norn*. tMmt
U.S.Environmental Protection Agency
Receiving Ocficer
2009 Beaver Road
SHIP VIA* Landover, Md. 20785
and ZIP Cod*)
Swintec c/o Federal Marketing Office
3419 M Street, NW
Washington, DC 20007
>. TYPE OF ORDER
uote""? auY^len"** 3>-r22=
quot<
PIMM I
furnish tin following en IIM t*rm>*nd condi-
tlom «p«clf tad en ootn iid« of tnu oretr «no en «n»
•ttacnM fftMtt, if any. Including dMIwry it mat.
and. TIM purcnm It MaetUtttf unO«r authority of;
12
on UM
B. DELIVERY — Except tor bltllng Innnietlent
M nwtt. tnlt d*ll««ry erdtr It wblwt to In-
ttruetioni conMlnwl on Info iMM only or tnlt form
•na It InuM wbjoet to IIM Mrmi «nd conditions of
tn« •bow4iumD«r*d contract.
9. ACCOUNTING AND APPROPRIATION DATA
6880200 TK0068 SAPC28P002 3103 $430.00
10. REQUISITIONING OFFICE
Darlene Luck 475-9719 WR-562A
11. BUSINESS CLASSIFICATION (Clttek approprlat* box<*t»
I SMALL
OTHER
THAN
SMALL
DAOVAN.
TAPED
(—I WOM6N-
LJ OWNED
12. F.O.B. POINT
Pest.
is. PLACE OF INSPECTION AND ACCEPTANCE
14. BOVERNMEN
B/L NO.
4-22-88
1«. DISCOUNT TERMS
Net 30
17. SCHEDULE »r»
tor Kfltetiota)
ITEM NO.
(A)
SUPPLIES OR SERVICES
(B)
QUANTITY
ORDERED
(0
UNIT
(D)
UNIT
PRICE
(E)
AMOUNT
IF)
QUANTITY
ACCEPTED
(G)
1.
Swintec Typewriter Model 8014S
RECEIVED BY/i
DATE
ea
$215.0(
$430.00
o
o
PROPERrY COPY
RECEIVED
4-25-99
For Information Contact
Gerald Alston - 202-382-2361
It. SHIPPING POINT
SXX BILLING
INSTRUCTIONS
ON
RSVSRSE
II. DROSS SHIPPING WEIGHT
20. INVOICE NO.
21. MAIL INVOICE TOt llncludiZIr
Environmental Protection Agency, Div. of Finan. Mgmt.
Acctg. Coor. (PM-226), 401 M Street. S.W. Wash.DC 2046
$430.00
17(1).
GRAND
TOTAL
22. UNITED STATES OF AMERICA ;
BY
. NAME (TypM/
Carolyn Williams
TITLE. CONTRACTINO/ORDEIttNa OFFICER
MS47-W1
OPTIONAL FORM 3*7 U041)
PmcrlDM by QSA
FAR (4» CFR) S3.213I*)
E-12
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EXHIBIT 12
PROPERTY ACTION REQUEST AMD MEMO RAN DUM RECEIPT
f $(•».• instructions on rcv*r&e}
I. DATE
April 19, 1988
z.
NATURE OF ACTION (Catck oat)
X TKAMSFE* TO ANOTHER CUSTODIAL. AHEA
INVENTORY ADJUSTMENT BETWEEN CUSTODIAL
RETURNED At EXCESS
BEQUEST FOB P*0»g«T< fOlh,r «,,«!
•ETURNeO AS UNUSABLE
OTHER (SPECIFY)
LOAN BETWEEN CUSTODIAL OFFICERS
RECORD OP PERSONAL ISSUES
CUSTODIAL ABE* ACTION
INITIATING
AREA INITIATINC REQUEST
§415
Office of Ground-Water Protection
A ie* DECEIVING PROPERTY H~ Tl (/?
C iff ice of Marine and Estuaarine Protection
SIONATUNE OF ISSUING OFFICER
4.
PROPERTY IDENTIFICATION
ITEM NO.
1.
2.
3.
4.
5.
6.
7.
DESCRIPTION OF PROPERTY
Tatung 1223 G Green Screen Monitor
Serial #70653144 Property #633974
Tatung 1223 G Green Screen Monitor
Serial #70653186 Property #633915
Tatung 1223 G Green Screen Monitor
Serial #70654481 Property #633917
Tatung 1223 G Green Screen Monitor
Serial #06928806 Property #813665
Tatung 1223 G Green Screen Monitor
Serial #06725851 Property #634975
Tatung 1223 G Green Screen Monitor
Serial #06725911 Property #634964
Tatung 1223 G Green Screen Monitor
Serial #15009535 Property #634598
QUANTITY
UNIT
ea.
ea.
ea.
ea.
ea.
ea.
ea.
UNIT
COST
$149.01
149.01
149.0(
149.Of
149.OC
149.OC
149.00
TOTAt
AMOUNT
$149.00
149.00
149.00
149.00
149.00
149.00
149.00
s.
FOR USE BY PROPERTY MANAGEMENT OFFICER TO DOCUMENT ANO RECORD TRANSFERS
The custodial records of
MEMORANDUM RECEIPT FOR
in •ccepting custody of the property identified in block 4. above, it is understood that I «n personally responsible for it • return in
the condition in which received, normal wear and tear exeepted. In 'die event a Board of Survey finds that, because of ny negli-
gence, the property has b«en lost, damaged or destroyed, EPA is he.:eby authorized to withhold any aatary due me until full restitu-
tion is made.
SIGNATURE
DATE
PROPERTY RETURNED
DATE
SIGNATURE OF CUSTODIAL OFFICER
EPA FOTI 1740.10
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EXHIBIT 13
PROPERTY RECEIPT AND TRANSFER DOCUMENT ......
(Sff instruction* on nr*n») 4/26/88
i. NATURE OF. AND AUTHORITY FOR. ACTION
Transfer between accountable areas
*. DISPOSING
A. ACCOUNT A«L I
AREA NO.
32
•. BATE INVOICED AND
DROPPED
O. CUITODIAL AREA TO »E CREDITED
iabat-Anderson 68-01-7352 CA 292
C. (ISNATURE OF CU1TOOIAL OFFICER
F.SIONATUME OF PROPERTY MAN A4EUEM tjP*5'CfJ'
«. SNIPPtaC
A. *»LL OF LADING NO.
. OJ*TA
B. DATE
O. NO. OF P*G9
E. VQ1TA9E
t.
1TOCK NO.
A.
332415
F. TOTAL WEI OH T
8-32-1134
1. NAME AND ADDRESS OF ISSUING STATION
US EPA Contract Property Adninistrat
401 K St., SW (PK-215)
(Ja«!hincton. DC 20460
S. RECEIVING
ARIA NO.
01
C '$%'%$
CA 213
.
7.' /* ^ RECEIVING MTTA V I'
A. CHECK PME AND EXPLAIN ON REVERSE
r~lREjECTeD !~~1«MORT i|eTHEK
B.
C. RECEIVED BY
0. DATE
PROPERTY OR SERVICE
OEICMIPT1ON O' PROPERTY OR IERVICK
Word Processor
Mfg: Lexitron
*NOTE: Iten was phyiscall
to room 6-030 on Thursday
(Also a printer was also
the Lexitron, decal 4231
t. A. SIGNATURE of PROPERTY MANAGEMENT
10.
DON El. ETC.
11.
*" STOCK *
CONTROL
y relo
4/21/
Doved
QUANTITY
e.
1
:ated
(8.
rith
UNIT
O.
EA
OFFICE*
COIT
E.
10650
TOTAL AMOUNT
9.
10,650.00
8. DATE
ACKNOWLEDGMENT or RECEIPT OUTSIDE EPA
•. UONATURE OF CON1I8NEE BR A8ENCY
C. TITLE
O. DATE
POSTING DATA (•[/•• II *ppltc*t>l*>
*EMO ASSET ACCOUNT
COST ACCOUNTING
on
CPA fern 1700-7 (10-74) MBPLACEI e»» FOP-< TTT«.«T -i.Ta> WHICH M»Y «E uiEO UNTIL
CXMAU1TKD
PAGE OF
E-14
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EXHIBIT 14
PROPERTY ACTION REQUEST AND MEMORANDUM RECEIPT
April 19, 1988
z.
NATURE OF ACTION (Catfk eat)
Y T«A»»rER TO ANOTHER CUtTOOIAi. AREA
IN TOUT .QJU»TM»MT BETHrEE" CUSTODIAL. AKE*(
• (TURNED Al EXCESS
RECUE3T >OH PROPERTY
tion is made.
SIGNATURE
DATE
PROPERTY RETURNED
SIGNATURE OF CUSTODIAL OFFICER
E*A Pern 1740-10 (8-72)
REPLACES IPA FORM I 77O-III (10-711 HHICx MAT OC UIEO MM r«u SU»PCV IS CIMAUt
E-15
,
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PROPERTY ACTION REQUEST AND MEMORANDUM RECEIPT
(Set iiirrucfioBJ on
1. DATE
3/22/88
NATURE OF ACTION 'Creek
TO AMOTMCn CUSTODIAL A»S»
ADJUSTMENT
CUSTO3I4L
•STUMMED AS S*CE»»
»OR"«o»E*Tv
man pt»reftai« «etio»>J
OTHK* I1PEC1FV1
«» CUSTOSIAU OFFICERS
RECORD or PERSONAL issues
CUSTODIAL AREA ACTION
INITIATING
RECEIVING
IMITIATIMC RCOUCST
Area f 601 - Office of Health Research
ARCA RCCKIVINC
SI CM A TURK OP ISSU
Pamela Pentz
IDENTIFICATION
ITEM NO.
DESCRIPTION OF PROPERTY
QUANTITY
UNIT
UNIT
COST
TOTAL
AMOUN T
1.
2.
3.
EPA PROPERTY NUMBER; 645005 (309217);
(two property decals on equipment)
VENTEL Communications Modem
EPA PROPERTY NUMBER; No Number Listed
Anderson-Jacobson Communications Modem
Model: AJ 1212-AD- Ser No.: A009
EPA PROPERTY NUMBER; 003752
IBM Selectric 15" Typewriter
MFC SER/MODEL: 9395098, 715
EPA PROPERTY NUMBER; 311623 (637251);
(two property decals on equipment)
Anderson-Jacobson Communications Modem
8/72
ea.
ea.
ea.
ea.
486.00
FOR USE BY PROPERTY MANAGEMENT OFFICER TO DOCUMENT AND RECORD TRANSFERS
The custodial racofds of
debited F~] credited on.
ACCOUNTABLE AREA MO.
SIGNATURE OF PROPERTY
OFFICER
6.
MEMORANDUM RECEIPT FOR ISSUES^OF PERSONAL CUSTODY PBOPERTY
In acceptinc cnstodr of the yiu|«eit| ideatified ia block 4 •beve, it it understood th«t I am persooaUy responsible (or it * return in
the condition ID which received, oonnal wen and tesr excepted. la the event • Board of Surrey finds th*t. because of my necli
gence, the property has been lest, daaaffed or destroyed. EPA i* hereby authorized to withhold any salary due ne until full restitu.
tion is
SIGNATURE
DATE
PROPERTY RETURNED
DATE
SIGNATURE or CUSTODIAL OFFICER
Er>A Fen- 1740.10 (*72)
REPLACES CPA WO»M 1TTO-I1 110-TH WMICM MAY OK USED UNTIL SUPPLY IS CXHAUSTBD.
E-16
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EXHIBIT 16
LABOR SERVICES REQUEST
(NOTE: Your Adminittntirt Otfieff mint agn this mgumt wtmn indicmd tofa fitembt pnxftud.)
AGENCY I.e. NUMBER lOfflCIOi IMC
*MC OF REQUESTOR
Pamela Pentz
BUH.IJINC
WSM
ROOM NO.
3100B
TELEPHONE NO.
382-5891
RD-683
OFflCt
Office of Health Research
'3/22/88
SERVICE REQUES11O
QDKUVBRY l~lMev» (Attack nlocgtio
COMPkCTC DESCRIPTION OP LABOK UMVICM TO •• ACCOMPU»HBB
Please pick up the following items as excess from the Office of Health
Research , 3rd floor, room 3100B:
Ventel Communications Modem, EPA #645005
Anderson-Jacobson Communications Modem, SN: 4009
IBM Selectric 15" Typewriter, EPA #003752
Anderson-Jacobsen Communications Modem, EPA #311623
Ami OVAL SIGNATURES
PROGRAM AOMINKTRATIVE OPPICKR
PROP1HTY MANABEMCNT
FUND CERTIFICATION FOR MOVES
APPffOFR I ATI OM
ACCOUNT NUMBER
OOI.I.AII AMOUNT
2526
/ certify that funds are available.
SI8NATU.RC OP COMMITMENT
t OP COM.
ACTION TAKEN
ACTION
LABORERS DISPATCHED
ARRIVED ON JOB
LABORERS RETURNED
JOB COMPLETED
CUSTO MCR-« EION ATUME
EPA Hq Form 5100-2 (Rm. 12^0) PREVIOUS EDITION MAY i
o. i. uuwuuoai- mrrae omn-i.96>-**a-yn/r)ia
E-17
COPY DISTRIBUTION:
OrHpmtor. lunmiT ttra* COOMI to Prao-
•fty OHioi; ranin Mtt copy for your
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EXHmrr 17
1 US ENVIRONMENTAL PROTECTION AGENCY
O C D A WASHINGTON, DC 20460
WE rM PROPERTY PASS
01-26251
IN
rr*
tie
ra 1 . 2. 3. and 4. Original w for tfw guard.
NOTE: In accepting custody of the property described below, 1 understand that 1 am personally
responsible for its return in the condition in which received, normal wear and tear excepted. in
the event a Board of Survey finds that, because of my negligence, the property has been lost,
damaged, or destroyed, EPA is hereby authorized to withhold any salary due me until full
restitution is made.
Mary S. Smith
ORGANIZATION r\££i*.~. **£
Office of
Ground-Water Protection
3. DESCRIPTION •
Laptop computer-Zenith
4. ISSUING OFFICER |W*U* pnv*)
C.M. Thomas
TELEPHONE NUMBER
382-1233
S. RETURN ACCEPTED BY |P>*M
fftOPERTY NUMBER
6. RETURNED BY fHfmmm fmtl
w<3^Wz? d*-^?
Z. REASON PROPERTY IS BEING REMOVED
Use during weeken for budi
PROPERTY NUMBER
#204657 /?
^™&//7Ztrt*l
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EXHIBIT 18
PROPERTY ACTION REQUEST AND MEMORANDUM RECEIPT
(See instructions on reverse)
I. DATE
10/15/87
2.
NATURE OF ACTION {Check onr)
TKANIFEB TO ANOTHER cu» TO pi At. AREA
INVENTORY ADJUSTMENT BETWEEN CUSTODIAL AREA*
RETURNED AS CXCEII
REQU6«T FOR PROPERTY fOfh.f
i pur eh .»« «cHonj
RETURNED A» UNUSABLE
OTHER IIP t Ci
LOAN BETWECKI CUSTODIAL OFFICERS
RECORD Or PERSONAL. IS1UE9
CUSTODIAL ARE* ACTION
INITIATING
RECEIVING
AREA INITIATIN6 REQUEST
213
AREA RECEIVING PROPERTY
SIGNATURE Or ISIUIN6 OFFICER
John X. Smith
SIGNATURE OF RECEIVING OFFICER
PROPERTY IDENTIFICATION
ITEM NO.
DESCRIPTION OF PROPERTY
QUANTITY UNIT
UNIT
COST
TOTAL"
AMOUN T
838132
Name o
Purpos
Period
Power Pack, Rechargeable, for Video
Camera
MFC: Hi-Fi House
SN: 12345
ACQ: 1086
Condition: "4" (Used-good)
• employee: Mary A. Jones
»: Use in documentary on EPA training
of loan: 10/20/87-11/30/87
Concurrence:
ea
120.00
William Finister, Director
Facilities Management &
Services Division
Date
FOR USE BY PROPERTY MANAGEMENT OFFICER TO DOCUMENT AMD RECORD TRANSFERS
The cuctodial record* of ^^^.^.
debited Q credited on.
ACCOUNTABLE AREA NO.
SIGNATURE OF PROPERTY MAN AGEM EN T OFFICER
MEMORANDUM RECEIPT FOR ISSUES OF PERSONAL CUSTODY PROPERTY
in •ccepting custody of the property identified in block 4 above, it is understood thet I «n personally responsible for it s return in
the condition in which received, nomi»l wear end test excepted. In the event a Board of Survey finds that, because of my negli-
gence, the property has been lost, damaged or destroyed, EPA is hereby authorised to withhold soy salary due ne until full restitu-
tion is tnsde. :
SIGNATURE
DATE
PROPERTY RETURNED
DATE
SIGNATURE OF CUSTODIAL OFFICER
EPA Pen* 1740- TO (8-72)
REPLACES EPA FORM IT«-I1 110-TH WHICH MAV BE USED UNTIL SUPPLY IS EXHAUSTED.
E-19
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EXHIBIT 19
PROPERTY ACTION REQUEST AND MEMORANDUM RECEIPT
(5i't" instTuClmnS vrt TCI ttrSi*)
1. DATE
06/21/88
2.
NATURE OF ACTION (Check one)
rRANSFER TO ANOTHER CUSTODIAL AREA
INVENTORY ADJUSTMENT BETWEEN CUSTODIAL AREAS
RETURNED AS excess
BEQUEST FOR PROPERTY (Other Ilifgt
RETURNED AS UNUSABLE
BETWEEN CUSTODIAL OFFICERS
RECORD OF PERSONAL ISSUES
OTHER CSBECIFYI
Temporary loan to Michigan State
Government
3.
CUSTODIAL AREA ACTION
INITIATING
RECEIVING
AR&A INITIATING REQUEST
402 ./
AREA RECEIVING PROPERTY
SIGNATURE OF
Edna Geter
SIGNATURE OF NEC El VINC OFFICER
JL
PROPERTY IDENTIFICATION
ITEM NO.
DESCRIPTION OF PROPERTY
QUANTITY
UNIT
UNIT
COST
TOTAL
AMOUNT
Hayes Smartmodem 2400
Serial Number: H21700173752
EPA property Number 688167
condition: New
ea.
$625,
$625.
Loaned to:
Janice Thompkins
MI Dept. of Natural
608 Allegan Street
Lansing, HI 48909
Resources
Purpose: To assist Michigan DNR in
meeting EPA deadline for National
POTW Needs Survey update.
Period of Loan: "06/27/88 - 08/08/88
Concurrence:
Robert Blanco
Director
Municipal Facilities
Datjfi
Division
FOR USE BY KHOPERTYxaagaOgBBaOU&FFICER TO DOCUMENT AND RECORD TRANSFERS
Tht custodial records of _^_^^_
I I debited I I credited on.
Accountable
Aceountable
ACCOUNTABLE AREA NO.
SIGNATURE OF PROPERTY
(OFFICER
MEMORANDUM RECEIPT FOR ISSUES OF PERSONAL CUSTODY PROPERTY
in accept me 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 exceptcd. yaUSaQSXl/UnaSXXeettJSXURTS^^
SIGNATURE
Janice T_..
ThnTtmkin a
DATE
PROPERTY RETURNED
DATE
SIGNATURE OF CUSTODIAL OFFICER
ace attached-memo)
EPA Form 1740-10(8-72)
REPLACES EPA FORM 1776-11 110-71) WHICH MAY BE USED UNTIL SUPPLY IS EXHAUSTED.
E-20
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EXHIBIT 19 (Continued)
TO WHOM IT MAY CONCERN:
All terms and conditions of a Revocable License
Agreement shall apply to this loan agreement
and are available upor request.
E-21
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EXHIBIT 20
REPORT OF SURVEY
1. REPORTING ACTIVITY (Unit N«nt MM! Addrmt)
3. NUMBER
I.
ITEM
1'
b,
PROPERTY
c.
QUAN-
TITY
d.
DESCRIPTION
REPORT NO.
DATE
2. AREA
•, ACCOUNTABLE:
b. CUSTODIAL:
t.
Acquisition
Con
t.
Aaquaitton
Dn*
•9.
Condition
*• TO: Q BOARD OF SURVEY Q SURVEY OFFICER
You are requested to survey the above-lined property and to make reeommendttions as to the disposition of that property and/or
report findings and recommendations regarding personal liability for km, theft, or damage.
5«. CIRCUMSTANCES:
b. RECOMMENDATION
"V
s
SIGNATURE OF ACCOUNTABLE OFFICER
•CONDITION SHOULD BE CODED BY ACCOUNTABLE OFFICER. ASfOLLOWS:
1 Unund-good 4 Uwd-good 7 Repeirt raquind: undw 9 Repein raquirad:
2 UnuMd-tiir 6 UMCt-f«ir 20% of tie 41-KX of «/c
3 UnuMd^oor 6 Utrt-poor 8 Rtp«ir» nquind: X Sahngi
21-4O%of«/e $ soap
EPA Farm 1740-12 (Rw. 12-83) Prwtoirt «Ht»on b
E-22
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EXHIBIT 20 (Continued)
6. BOARD OF SURVEY ACTION
A. FINDINGS:
B. RECOMMENDATIONS:
NAME AND SIGNATURE OF SURVEY OFFICER
NAME AND SIGNATURE OF MEMBER
NAME AND SIGNATURE OF MEMBER
DATE
DATE
DATE
7. REVIEWING AUTHORITY'S ACTION
A. Q APPROVED B. Q DISAPPROVED (STATE REASON)
SIGNATURE OF REVIEWING OFFICIAL
TITLE
DATE
8. CERTIFICATE OF DISPOSITION
1 etrtify t*»t <*• property fiiud tenon hot bMn diipond oi In tht following mmnir:
SIGNATURE OF ACCOUNTABLE OFFICER
TITLE
DATE
B. FOR APPROVED DESTRUCTION ONLY
1 ctrtifythit 1 taw winwuMl th* dntruction. It w*» cltiuuyaJ in the toltowing imimir:
SIGNATURE OF WITNESSING OFFICER
TITLE
DATE
EPA Form 1740-12 IR«*. 12-811
E-23
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