EPA
United States
Environmental Protection
Agency
Office of Planning and Management June 1978
Office of Administration
Facilities and Support Services Division
Washington DC 20460
GUIDE FOR
GENERAL SERVICES
REVIEW
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INDEX
Title Page Numbers
Preface 1
Instructions for Use 2
Supply Operations 3-4-5-6-7
Property Accounting 8-9-10
Property Utilization 11-12-13
Property - Statistical Data 14-15
Imprest Fund 16-17
Transportation and Traffic Management 18-19
Motor Vehicle Management 20-21-22-23-24
Printing Management 25-26
In-House Duplicating Plants 27
Office Services 28-29
Mail Management 30-31
Telecommunications (Administrative) 32
Telecommunications (Teletype) 33
Telecommunications (Facsimile) 34
Telecommunications (Telephone) 35
Telecommunications (Data Terminals) 36
Telecommunications (Radio) 37
Energy Conservation 38-39-40-41-42
Reports:
A - Property and Supply Management Section 43-44
B - Administrative Support Section 45-46
C - Printing & Distribution Management Section 47-48
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PREFACE
This checklist was designed for the two-fold purpose of:
1. Providing EPA Administrative Officers, Support Services
Officers, Property Management Officers, Supply Officers
and Printing Officers with a management tool for use in
evaluating their on-going operations; and also, to provide
them with a functional aid in furthering their employee
training and development programs.
2. Assisting EPA Headquarters General Services Branch
representatives in reviewing, evaluating, and recording
the effectiveness of EPA field activities during scheduled
staff visits.
Distribution of this checklist has been made to all regions,
laboratories, and field stations of the Agency. Additional copies
can be obtained from the Assistant Director for General Services,
Facilities and Support Services Division (PM-215), EPA Headquarters.
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INSTRUCTIONS FOR USE
During the course of reviewing the operations of an EPA activity,
the person conducting the review should refer to, and use all items
contained in this checklist. He/she should evaluate the activity by
annotating "YES", "NO", or "N/A", as appropriate, after each item to
indicate whether or not regulations and established procedures are
being followed, or whether the item is not applicable to the operation.
In each appropriate instance when "NO" has been indicated, the
person conducting the review should provide full background data and
explain the reason for nonconformance, as the case may be. Continuation
sheets should be used for this purpose, and each siich entry cross-refer-
enced and identified by citing the particular functional area and item
number. In those instances where "YES", "NO", or "N/A" do not apply,
the answer to the question should be spelled out in writing by using the
space provided, or by cross-referencing it on a continuation sheet.
When it has been determined that an activity has developed procedures
above and beyond that required by regulations, and which appear to have
potential EPA-wide application, the person conducting the review should
document the facts, and forward them through normal administrative channels
to the Director, Facilities and Support Services Division (PM-215), EPA
Headquarters.
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SUPPLY OPERATIONS
1. Are all requests for supplies reviewed by the
appropriate official? (EPPMR 115-26.000)
2. Are written authorizations to request and
receipt for supplies on file? (EPPMR 115-27.5007)
3. Are acquisitions obtained from prescribed
sources? (EPPMR 115-26.101-50)
4. Are copies of requisitions retained in the
property office? (EPPMR 115-27.5202)
5. In instances where nonexpendable items are
listed on a requisition is documentation
available to show that a review of excess
property lists was made in an attempt to
acquire them from that source?
(EPPMR 115-27.5202(b))
6. In connection with the above, has a property
utilization officer been appointed in accor-
dance with EPPMR 115-43.103?
7. Prior to the procurement of new property items
is careful consideration given to the utiliza-
tion of known excess property of similar type?
(FPMR 101-43.301 and 101-43.319; and EPPMR 115-
43.301 and 115-27.5202)
8. Are similar standard items offered to requesting
offices, in lieu of procuring non-standard items?
(EPPMR 115-26.301-1 and 115-27.5202)
9. Are justifications for acquisitions adequate?
(EPPMR 115-27.5207)
10. Are receiving documents processed and routed
to the fiscal activity within 48 hours?
(EPPMR 115-27.5009-1)
11. Are control procedures established for those
items easily converted to private use, subject
to abuse, or which involve security?
(EPPMR 115-27.5008-4)
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12. Are copies of direct delivery receipts of
supplies forwarded to the supply office?
(EPPMR 115-27.5009-1, 115-27.5010-1(a)(2)
and 115-27.5008-1)
13. Is there a stock record for each item in the
stores stock facility? (EPPMR 115-27.5011-1)
14. Do the stock records indicate sufficient data
to determine proper levels; date and quantity
of reorders; date and quantity of receipts,
and units of issue? (EPPMR 115-27.5011-1)
15. Are reviews conducted to eliminate inactive
items from stock or to increase/decrease
stock levels? (EPPMR 115-27.5011, 115-27.5100,
115-27.5101, and 115-27.5011-1(d))
16. Does the stores stock facility provide for
customer self-service as well as delivery
to customer? (EPPMR 115-27.5211)
17. Are direct delivery items reviewed to detect
items that should be placed in stores stock?
(EPPMR 115-25.101)
18. Are stock items stored to conform with
numerical sequence of the stock records?
(EPPMR 115-27.5011-1(c))
19. Are security items received, accounted for,
and properly stored? (EPPMR 115-27.5009-2
and 115-27.5008-4)
20. Are security items personally delivered to
and receipted for by authorized personnel?
(EPPMR 115-27.5203(d))
21. Are reorder quantities indicated at bin/shelf
locations? (EPPMR 115-27.5011-2)
22. Are periodic checks made of supplies issued to
user points, to preclude excess stockage?
(EPPMR 115-27.5011-1 (d))
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23. Are inventories of stores stock items conducted
on a periodic basis? (EPPMR 115-27.5101)
24. Are Inventory Adjustment Vouchers (EPA Form
1740-13) or Reports of Survey (EPA Form 1740-12)
processed to adjust shortages or overages?
(EPPMR 115-27.5012 and 115-27.5013)
25. Is the annual Supply Activity Report (GSA Form
1473) properly prepared and forwarded?
(EPPMR 115-25.4801) (If yes, obtain copy)
26. Are physical inventories of stores stock
inventories reconciled with pertinent
subsidiary general ledger account maintained
by the fiscal activity? (EPPMR 115-27.5101)
27. Do the storage methods and practices provide
for maximum utilization of space?
28. Are the items stored in bin and bulk areas
easily located and identified?
29. Are the storage bins of proper size for the
items to be stored?
30. Is there a procedure for the rotation of stock
(first in, first out)?
31. Are the widths of aisles in the various storage
areas adequate?
32. Are the facilities adequate? (Consider such
items as access roads, parking areas, loading
and unloading docks, doors, heating, lighting,
ventilation and floor load capacities)
33. Are good housekeeping, storage, and safety
practices being carried out in storage areas?
34. How many GSA Self-Service Store Credit Cards
are being used within the Region, or laboratory
(as appropriate)?
35. Is control of the above credit cards adequate?
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36.
Are receiving documents sent to shipping and
receiving in advance of incoming shipments?
37. Are the individuals assigned the responsibility
of signing receiving reports fully aware of the
fact that they are certifying to the effect that
the property listed thereon has been inspected
for adequacy and physically counted; and that
their signature serves as a basis for expenditure
of Government funds? (EPPMR 115-27.5008, 115-27.
5008-1, and 115-27.5008-2)
38. Are there written procedures for the checking
and inspection of incoming materials?
39. Are receiving reports prepared to document partial
deliveries? (EPPMR 115-27.5008-3)
40. Are fast moving items stored in convenient loca-
tions from which they can be issued with minimum
handling?
41. Are items possessing hazardous characteristics
stored separately from other stocks?
42. Do the storage objectives appear to take into
consideration such factors as:
(a) Maximum utilization of space consistent
with adequate care and protection of
property?
(b) Positive item identification?
(c) Effective conservation of time, labor,
and equipment?
(d) Easy moving of property from storage
area to the point of use or consumption?
43. Are items stored protected from:
(a) Fire?
(b) Theft, to include sensitive and
consumable item?
(c) Heat?
(d) Dampness?
(e) Freezing?
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44. In connection with the outdoor storage of items
not requiring covered protection, are they
provided security by means of locked fenced
enclosures?
45. Are entrances to such outside storage areas
posted to indicate that the property stored
therein in U.S. Government property, and that
entrance is restricted to authorized personnel
only? —
46. Are buildings, rooms, or other storage areas
containing flamable materials adequately
ventilated?
47. Are entrances to storage areas where flamable
materials are stored conspicuously posted, and
is access to them restricted to authorized per-
sonnel only? —
48. Are items of a technical nature which require
special handling and storage protection stored
in accordance with the manufacturer's recommenda-
tions, or in the absence of such, the dictates of
sound management principles? —
49. Are only authorized personnel allowed in the
area where items are received, stored and
issued? —
50. Is the material handling equipment generally in
a good state of repair, resulting in a minimum
of down time? —
51. Are the files in storage and distribution
considered to be adequately maintained? _
52. Are the procedures set forth in FPMR's 101-25.104,
101-25.3, 101-26.103-2 followed, in connection with
restrictions on the use of personal convenience
items? —
53. Are the procedures set forth in FPMR 101-25.100
and EPPMR 115-26.103-2.50 followed, in regards
to restrictions on the use of Government property
and services? —
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PROPERTY ACCOUNTING
1. Has a property management officer been designated
in writing? (EPPMR's 115-1.5102 and 115-1.5027)
2. Is the property management officer also the
property accountable officer and has he been
designated as such in writing? (EPPMR 115-1.5102)
3. If not, has another individual been designated
as the property accountable officer in writing?
(EPPMR 115-1.5102)
4. Are personnel engaged in property management
and property accounting functions knowledgeable
in their areas of responsibility? (EPPMR 115-27.
5003-1)
5. Are they generally familiar with the Federal
Property Management Regulations, EPA Orders,
and implementing instructions issued by the
Agency pertaining to their assignment?
6. Has a custodial officer been designated in
writing for each custodial area established?
(EPPMR's 115-27.5004(b) and 115-1.5102)
7. Is there a statement of acceptance of property
accountability responsibilities from designated
property accountable officer on file?
(EPPMR 115-27.5003-l(a))
8. Has a statement of acceptance of custodial
responsibility been received from each custodial
officer designated? (EPPMR 115-27.5004)
9. When an accountable or custodial officer is
transferred or separated, is the account
inventoried or otherwise verified by the
incoming responsible officer, and transferred
formally in writing prior to his departure?
(EPPMR 115-27.5003-1 and 115-27.5004)
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10. In instances of theft or damage incurred to
Government property, are personnel aware of
whom they should notify, to include local
and federal law enforcement agencies?
(EPPMR 115-27.5013-1)
11. Has a Board of Survey (with alternates) been
appointed for the current year?
(EPPMR 115-27.5013-7)
12. Are Voucher Registers (EPA Form 1740-17)
maintained as prescribed and filed sequenti-
ally by month and year? (EPPMR 115-27.5010-1)
i
13. Is the official property voucher file being
maintained as prescribed, and current?
(EPPMR 115-27.5010-1)
14. Are all transaction documents identified with
a property voucher number and readily available?
(EPPMR 115-27.5010-1)
15. What controls are maintained to assure that
decal numbers are assigned to accountable
personal property upon its receipt, and that
receiving documents are released promptly?
(Personal Property Accounting System Instructions)
(EPPMR 115-27.5004(c)(8))
16. Are transaction documents vouchered at the
accountable area level only? (EPPMR 115-27.
5010-2, 115-27.5003-1(d) and 115-27.5010-1(a) (1))
17. Is each property transaction, other than initial
transfers, assigned a separate voucher number,
e.g., each receiving report, adjustment voucher,
or transfer document?
18. Do line item values reflected on monthly
voucher registers agree with the values of
equipment added to or deducted from the master
, property record, as shown on the ADP prepared
voucher register and transaction report?
19. Do property management personnel have a good
understanding of data elements and sources of
data to be recorded on (input coding) EPA Form
1740-9, Personal Property System Input Data?
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20. Are nonexpendable property records and the
fiscal general ledger control accounts re-
conciled periodically? (EPPMR 115-27.5010-1(a),
115-27.5100, and 115-27.5102)
21. Are the source documents used to record
acquisitions and movements of property within
the organization prepared and signed by an
authorized official before they are accepted
for the property records?
22. Are copies of the documents used in changing
property records maintained in the files of
the property office?
23. Are custodial files maintained on a current
basis for sensitive items such as cameras,
portable dictating units, etc.? (EPPMR 115.27.
. 5004(c)(6))
24. Have controls been established by Accountable/
Custodial Officers to ensure that items of
accountable property acquired through the use
of Blanket Purchase Agreements are picked up
on property records?
25. Are personal property inventories conducted
as indicated below? If "No", explain in detail.
(Check records for each last inventory):
(a) Nonexpendable (115-27.5102)
(b) Expendable (115-27.5101)
(c) Leased (115-27.5106)
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PROPERTY UTILIZATION
1. Has an individual been designated to perform
local personal property utilization functions?
(EPPMR's 115-43.103(a)(2) and 115-1.5102)
2. Has the activity issued any directives for local
implementation of procedures concerning excess
property?
3. Does the activity receive lists of excess items
from other activities? (EPPMR 115-43.103(a)(2)
(iii))
4. Are lists of internally generated unrequired
property and lists of excess property from
other activities circulated? (EPPMR 115-43.103(a)
(2) (ii))
5. Has the activity developed its own "want list"?
(EPPMR 115-43.315-2)
6. When property is determined to be unrequired,
is timely disposal action taken either through
EPA property utilization channels or through
regional GSA activities? (EPPMR 115-43.102
and 115-43.306)
7. Are periodic "walk-throughs" conducted through
operating areas to locate unrequired supplies or
equipment? (EPPMR 115-43.101(a))
8. In connection with the requirement to identify
idle and unneeded scientific equipment, is an
annual walk-through of each laboratory conducted
during the month of February? (EPPMR's 115-25.109-1
and 115-25.109-1.50) (check records for last
inspection report)
9. Is unused property being retained in excess of
six months for which no justification for retention
is on file? (EPPMR 115-27.5011(d) and 115-43.101 (b))
(If "Yes", explain in detail)
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10. In connection with increasing the utilization
of scientific equipment, have realistic efforts
been made to establish equipment pools?
(EPPMR's 115-25.109-2 and 115-25.109-2.50)
(check records for evidence of such efforts)
11. Are office equipment "pools" established for
specific items in order to obtain maximum
utiliztion? (EPPMR 115-25.302-52)
12. Are equipment maintenance records effectively
maintained? (EPPMR 115-25.401)
13. Is storage space available for excess property?
14. Are copies of GSA Excess Bulletins received and
used?
15. Do requisitions flow through the property
management officer for determination as to
whether an excess item is available for
reassignment? (EPPMR 115-26.00 and 115-27.5202)
16. Is excess property being acquired even though
no present or forseeable program need exists?
(EPPMR 115-43.301) If so, explain.
17. Is excess property being acquired for the
purpose of cannibailization? If so, explain.
18. The provisions of 40 CFR 30.640 prohibit grantees
from utilizing excess property, and also from
using GSA sources of supply. Are these restrictions
followed? If "No", explain in detail (EPPMR's 115-
43.320-50 and 115-26.103-2.50)
19. Is any property which has been determined to be
no longer required for purposes of the appropriation
from which it was purchased being furnished to a
grantee in any manner whatsoever, to include a
revocable license agreement? If "Yes", explain in
detail) (EPPMR's 115-43.320-50)
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20. Has usage data been established for each item of
scientific equipment? (EPA Personal Property
Accounting System (PPS) instructions?
(If "No", explain in detail)
21. Have the master property records, as reflected
in the EPA Personal Property Accounting System,
been purified? (If "No", explain in detail)
22. Are surveys for evaluating the potential recovery
of precious metals being conducted during September
each year, as required by EPPMR 115-42.3? (check
records for date of last survey/surveys)
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STATISTICAL DATA
(FOR PAST 12-MONTH PERIOD)
1. Number of Hems in stores stock.
2. Average monthly inventory value of stores stock items
3. Value of stock issued.
4. Number of line items issued from stock.
5. Number of line items received for stock.
6. Cost of line items received for stock.
7. Number of inactive items in stock.
8. Number of nonexpendable items on record.
9. Value of nonexpendable items on record.
10. Number of items declared excess.
11. Value of items declared excess.
12. Number of orders processed for equipment repair.
13. Number of items adjusted on physical inventory.
14. Value of inventory increases.
15. Value of inventory decreases.
16. Date of last stores stock inventory.
17. Date of last nonexpendable equipment inventory.
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STATISTICAL DATA
(FOR PAST 12-MONTH PERIOD)
1. Number of receiving reports processed (stock and
direct delivery).
2. Number of shipments of employees household goods.
3. Number of bills of lading accomplished.
4. Stockroom square feet.
5. Bulk storage square feet.
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IMPREST FUND
1. Has an imprest fund been established?
2. Do imprest fund transactions connected with the
acquisition of equipment and supplies comply
with EPR 15-3.604(d), in that such transactions
are formally approved by Property Management
Officers on EPA Form 1900-8?
3. Are items acquired through imprest funds of a
different and significant nature from items which
are required to be obtained through mandatory
sources? (EPPMRfs 115-26.101-50, 115-26.301-1
and 115-26.401-3)
4. Have controls been established to ensure that
items of accountable property acquired through
the use of Imprest funds are picked up on property
records?
5. How many acquisitions of supplies and equipment
were made through imprest purchases during past
12 months? Repetitive acquisitions?
6. Are items of accountable property being acquired
through the use of SF-44 without the authorization
of the Property Management Officer? (EPR 15-3.605-
l(a)(3)). If "YES" is indicated, explain in detail.
7. Who is authorized to acquire supplies through use
of imprest funds? Are authorizations in writing?
(EPPMR 115-27.5007)
8. Are requisitions approved by Property and Contract-
Ing Officers prior to acquisition and/or advance
of funds?
9. How many unauthorized procurement actions involving
imprest funds have been ratified during the past 12
months?
10. Who authorizes ratification?
11. Are SF-44's controlled as accountable forms?
(EPPMR 115-27.5011-2 and EPPR 15-3.605-1(b))
12. Do property/supply personnel review all SF-44
transactions? (EPPR 15-3.605-1)
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13. Do purchases by means of imprest funds appear
to follow the generally accepted policy of
obtaining satisfactory merchandise at fair
prices, with no favoritism given to any vendor?
(FPR 1-3.603-1)
14. In connection with custody receipts, are items
of a sensitive nature, (such as cameras) acquired
through the use of imprest funds or SF-44 being
coordinated with the appropriate custodial officer,
prior to their issuance? (EPPMR 115-27.5004(c)(6))
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TRANSPORTATION AND TRAFFIC MANAGEMENT
1. Has a shipping officer and alternate been
designated? (EPPMR 115-40.000-50)
2. Is the space and equipment adequate to
perform assigned duties?
3. Does the shipping officer perform the follow-
ing functions:
a. Issuance of GBL's?
b. Shipping and receiving of supplies and
equipment?
c. Arrangement of office moves?
4. What traffic management services does the activity
furnish to any other activity? (EPPMR 115-40.000-50)
5. What traffic management service does this activity
obtain from GSA? (EPPMR 115-40.101 and FPMR 101-
40.301)
GOVERNMENT BILLS-OF-LADING SHIPPING AND RECEIVING
6. Are proper freight rate classifications being applied
to shipments made on GBL's? (FPMR 101-40.301)
7. Are GBL's prepared on incoming freight collect
shipments?
8. Is the imprest fund used to pay transportation
charges for shipments less than $100.00? (EPPMR
115-41.304-2)
9. Have blanket agreements been made with carriers
in connection with the limited authority to use
commercial forms and procedures, rather than GBL's
for shipments costing $100 or less? (EPPMR 115-41.
304-2)
10. How are claims handled? (EPPMR 115-40.7)
11. Are receiving reports prepared to document partial
shipments? (EPPMR 115-27.5008-3)
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12. Is a record maintained to control the return
of contractor-owned re-usable containers and
gas cylinders? Amount of demurrage? (EPPMR
115-27.5011-5)
13. Are there any written procedures for the
checking and inspecting of incoming ship-
ments? (See item number 38, Supply Operations)
14. Are written directives available regarding
instructions for the handling of over, short,
and damaged shipments? (EPPMR 115-40.7)
15. Indicate number of claims? By whom processed?
16. Describe any service rendered in regard to
movement of household goods and personal effects.
17. How is routing and method determined for house-
hold goods moving outside of U.S.? (EPPMR 115-
40.150, 115-40.151, and Chapter 9, EPA Travel
Manual)
18. Are there any follow-up procedures regarding
overdue shipments?
19. Does the office provide any packing or crating
for outgoing shipments?
20. Are there any written directives concerning
safety measure to be observed by employees?
Do these directives contain proper information
on procedures to be followed if an accident
occurs?
21. Are shipments properly packed and crated?
22. Are GBL's controlled as accountable forms?
(EPPMR's 115-27.5011-2, 115-41.308-1, and
115-41.308-50)
23. Are GBL registers maintained? (EPPMR 115-
41.308-50)
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MOTOR VEHICLE MANAGEMENT
1. Number and type of motor vehicles:
a. EPA-owned
b. GSA leased
c. Other
2. Does the number of vehicles appear to be
excessive? (EPPMR 115-39.601) If so, explain.
3. What policies and procedures are followed to
assure maximum utilization of assigned vehicles?
*4. Are vehicles assigned to a specific person? How
many? Obtain copies of justification and approval?
5. If a vehicle is assigned to a specific person, do
the records of vehicle usage substantiate such
assignment? Indicate usage in miles per month (FPMR
101-39.9)
6. Are vehicles rotated to insure adequate usage?
(FPMR 101-39.903 and EPPMR 115-38.000)
7. Is there a systematic program for servicing and
inspection of vehicles? (EPPMR 115-38.10)
8. Are records maintained?
a. Daily trip reports by vehicle.
b. Monthly usage of vehicles.
c. Cumulative maintenance.
d. Annual motor vehicle report.
9. Are vehicles retained by activity that do not
meet GSA usage objectives of FPMR 101-39.9?
(If so explain)
10. General condition of fleet.
a. Appearance
b. Average age and mileage
*If "NO" is indicated, further action and explanation not required,
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11. Has a comprehensive preventive maintenance program
for all motor vehicles been established? (EPPMR
115-38.10)
12. Are preventive maintenance records maintained
for each vehicle (EPPMR 115-38.1003-50)
13. Does the activity requisition official U.S.
Government tags (EPA) from GSB for subsequent
issuance to subordinate activities (EPPMR 115-
38.303-50)
14. Does the record of issuances contain the data
required by EPPMR 115-38.302?
*15. Are any vehicles exempt from use of Government
tags and/or other identification? (FPMR 101-38.6)
How many? Obtain justification and GSA clearance.
16. Are the Agency identification decalcomanias
displayed on all EPA-owned motor vehicles, boats,
and airplanes? (EPPMR 115-38.402)
17. Under what conditions are vehicles stored?
Describe. (FPMR 101-38.11; EPPMR 115-39.602
and 115-39.702)
18. Are responsible officials aware of the procedures
(EPPMR 115-38.7) connected with the transfer of
title to Agency-owned motor vehicles to:
a. Nonfederal agencies
b. Federal agencies
19. Are responsible officials aware of the motor
vehicle and aircraft replacement standards
outlined in FPMR 101-38.9 and EPPMR 115-38.9
concerning:
a. Criteria for continuance of motor vehicles
in service?
b. The use of Board of Survey procedures in
instances where motor vehicles have been
wrecked or damaged beyond economical repair?
*If "YES" is indicated, explain in detail. Authority to exempt vehicles
from conspicuous U.S. Government identification rests with the Administrator
(Paragraph 3a, Section 1-1-A(7), Chapter 1, EPA Delegations Manual)
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c. The acquisition and replacement limitations
prescribed by 31 U.S.C. 638a, and annual
Appropriations Acts?
20. Is the GSA interagency motor pool system used as
the primary source for obtaining motor vehicles?
(EPPMR 115-39.602-51 and Chapter 3, EPA Administra-
tive Manual)
21. Are GSA negotiated contracts under Federal Supply
Schedule, Industrial Group 751, Motor Vehicle
Rental Without Driver, used as the secondary
source for obtaining motor vehicles? (EPPMR
115-39-602-51 and EPA Admin. Manual)
22. Does each travel approving officials maintain a
working copy of the above FSS? (EPA Admin. Manual)
23. Are all travelers provided with current copies of
GSA leaflets: "Interagency Motor Pools, Locations-
Services-Rates11 and "Travelers Pocket Guide"?
(EPPMR 115-39.602-51)
24. Are responsible officials aware of the limitations
prescribed by 31 U.S.C. 638a regarding the "official
use" of Government-owned or leased motor vehicles, to
include travel between domicile and place of employ-
ment; and the official designated to approve such
usage? (EPPMR 115-39.602-1)
25. In connection with a review of "domicile-place of
employment" vehicle authorizations, do the justi-
fications appear adequate to support the requests?
(EPPMR 115-39.602-1)
26. Has the responsible travel approving official
established control measures regarding authori-
zation of vehicle usage between domicile and
place of employment? (EPPMR 115-39.602-1)
27. Are records of "trip reports" maintained?
(EPPMR 115-39.602-1)
28. Do requests for renewals of "domicile-place of
employment" vehicle usage comply with EPPMR
115-39.602-1?
-22-
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29. Is a review of existing authorizations made
semiannually? (EPPMR 115-39.602-1) Obtain copies.
30. Are requests to use commercially rented and
privately-owned vehicles fully justified?
(EPPMR 115-39.602-51)
*31. Are commercial U-Drive-It credit cards being used
by anyone other than the appropriate official
specified in EPPMR 115-39.602-51 and Chapter 3,
EPA Administrative Manual?
32. Are activities using Standard Form 149, "U.S.
Government National Credit Card"? (EPPMR 115-
26.406)
33. Are SF 149 credit cards requisitioned, issued, and
controlled centrally, at the region or lab, as
appropriate? (EPPMR 115-26.406-5)
34. Is a record of SF 149 issuances maintained? (EPPMR
115-26.406-4) Handled as an accountable form?
(EPPMR 115-26.406-5)
35. Do operators of Government-owned or leased motor
vehicles receive periodic Indoctrination as to
their inherent responsibilities regarding maintenance,
safe operating conditions, and appearance? (EPPMR
115-39.701 and 115-38.000)
36. Is an operator Informational and instructional
packet available in the glove compartment of each
EPA-owned or leased vehicle? (EPPMR 115-39.705)
37. Has the activity issued instructions to motor
vehicle operators relative to the reporting of
accidents? (EPPMR 115-39.8)
38. Are employees being issued Government Drivers
licenses?
39. If so, how are they processed?
40. Are road tests being given to employees before
licenses are issued?
*If "YES" is indicated, explain in detail
-23-
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41. Is the examiner certified to perform this function?
42. Are there any provisions for issuance of temporary
licenses?
43. What kind of motor vehicle usage data is being kept?
(EPPMR 115-38.000)
44. Is there an up-to-date record on each vehicle?
(EPPMR 115-38.000 and EPPMR 115-38.10)
-24-
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PRINTING MANAGEMENT
\. Has a Printing Control Officer and an alternate
been designated?
2. Is printing, binding, and blankbook work being
procured through the GPO Regional Printing Procure-
ment Office, GPO contracts, or authorized government
printing plants? (JCP Regulations)
3. Are printing requirements of satellite activities
accomplished through the Regional Office?
4. Have waivers been granted for commercial
procurements (JCP Regulations)
5. Are EPA Orders, JCP Regulations, EPA Printing
Manual, and other regulatory media at hand?
6. Are sufficient funds obligated at time of issuing
requisitions?
7. Are records maintained properly?
8. Are local reports prepared weekly, monthly,
annually, etc.?
9. Are requests for equipment reviewed and forwarded
through proper channels for approvals? (EPA
Printing Manual 2300.1)
10. Is copying equipment controlled and restricted to
essential needs? (EPA Printing Manual 2300.1)
11. Are copying machines owned or leased?
12. In eitner event, and in connection with acquiring
copy machines, was a cost comparison and an
analysis made of lease options vs. purchase?
(FPMR 101-25.504)
13. Has a comparison of GPO vs_._ GSA printing costs
been made, using data provided by those agencies?
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14. Are periodic evaluations made of equipment usage
to Insure adequancy? (EPA Printing Manual 2300.1)
15. Is excess equipment reported through proper
channels for further utilization within the
Agency? (EPA Printing Manual 2300.1)
-26-
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IN-HOUSE DUPLICATING PLANTS
a. Average number of jobs accomplished per month.
b. Average time a job is in the shop.
c. Average backlog.
d. Average monthly production units per month.
e. Does work flow through proper channels?
f. Average overtime per month.
g. Is a log kept on all work accomplished, to include
the control number assigned, the numbers of pages
and copies involved, and the completion date?
h. Is a completed work order request attached to each
job?
i. Is equipment adequate and serviceable?
j. Is adequate space available?
k. Is the number of available personnel considered to
be adequate for the workload involved?
-27-
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OFFICE SERVICES
Does the Office Services Staff provide centralized
services in: a) travel, b) personnel, c) files, d) records
management, e) correspondence management, f) procurement
of supplies and equipment, g) forms management and control
h) time and leave, i) typing pool, j) space utilization,
k) building management, 1) motor vehicle management, m) car
pool locator service? (Underline the services being
performed.) _
2. Are designated employees performing specialized
duties in the above areas?
3. If so, are other employees being trained to assume
these specific duties?
4. Is the assigned space and equipment adequate, and
are sufficient personnel assigned to perform all
functions?
5. Is there an organization chart and functional
statement available which describes the organization's
mission and functions?
6. Are there any written procedures or management
issuances outlining the various responsibilities
of the office?
7. Are these procedures updated and reissued as changes
occur?
8. Is there an office services directory available for
all new employees?
9. Are there any written reports or statistics
available on services provided?
10. Have follow-up procedures been established to insure
that work has been accomplished?
11. Does the office have up-to-date regulations and
manuals on file? Do they include Federal as well as
EPA supplements?
-28-
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12. Has a correspondence control system been established?
13. Obtain names, grade, and duty assignments of all
General Services/Property and Supply personnel.
14. How are office moves coordinated?
15. Are employees provided a written checklist of "Do's
and Don'ts" when offices are to be relocated?
16. Do these instructions contain time, date, and
other information regarding how the move is to be
accomplished?
17. Is a supervisor or move coordinator present
to insure that the move is accomplished properly?
18. Are moves handled by Government employees or
outside contractors?
19. If by Government employees, are safety measure
being observed?
20. Are they adequately trained to perform the task?
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MAIL MANAGEMENT
1. Is there a central mail facility?
2. Is the space adequate to accomodate work flow
patterns and mail handling equipment?
3. Is mail room equipment adequate?
4. Is it staffed with sufficient help?
5. Are there copies of postal regulations and other
pertinent directives covering rates, weight
limitations, etc., on file in the mail facility?
6. Are mail and messenger schedules coordinated with
postal deliveries and pick ups?
7. Are there any records set up which are designed
to control receipt/delivery of special mail?
8. Is there an established plan for handling undelivered
mail?
9. At what organizational level (Branch, Division) is
mail picked up and delivered?
10. Are there planned routes and stops for messengers?
11. Are the delivery times planned to avoid overlapping
and duplication?
12. Is a mail shuttle service provided to other buildings?
13. Is employee locator information available and does a
system for up-dating this information on a regular
basis exist?
14. Are there any statistics or reports available on
volume and types of mail?
•V
15. Are periodic mail samplings performed as required, for
the purpose of establishing estimated annual mailing
costs?
-30-
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16. Does the supervisor conduct an on-the-job training
program for mail room employees?
17. Are mail room personnel scheduled to report at
different hours?
18. Are employees rotated? For example, are messengers
trained to assume duties of mail clerks during
peak periods or during periods of absenteeism?
19. Are pouch mail procedures used between EPA
activities?
20. Are mail room employees required to perform other
duties?
21. Does U.S. Postal Services pick up and deliver mail
to facility?
22. Is mail pre-sorted before delivery to USPS?
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TELECOMMUNICATIONS
N (ADMINISTRATIVE)
1. Brief summary of the facility mission.
2. Name and phone number of facility director.
3. Name and phone number of individual with overall telecommunications
responsibility.
4. Name and phone number of individuals responsible for:
a. Telephones
b. Data Communications
c. Facsimile
d. Teletype (TWX, TELEX, ARS, etc.)
e. Radio
f. Other
5. Are applicable FPMR's available? (FPMR
101-35, and FPMR 101-32)
6. Is the EPA Telecommunications Manual available?
7. Are copies of authorization for facilities or
services available?
8. Comments-requirements.
-32-
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TELECOMMUNICATION!
(TELETYPE)
1. Type of service:
TWX
TELEX
ARS
ARTX
OTHER
2. Traffic volume weekly9
3. Type of traffic administrative or emergency?
4. Are there any instances of conflict?
5. Would a separate administrative net be Justified?
6. General comment.
-33-
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TELECOMMUNICATIONS
(FACSIMILE)
1. Number of units.
2. Manufacturer and model number of equipment.
3. Room and phone number of equipment.
k. Is copy of authorization available?
5. Traffic volume-pages per week transmitted.
6. Is a usage report submitted to Headquarters no later
than 30 days after the end of each quarter as required
by FPMR 101-35-310?
7. Is operation of the equipment considered to be
satisfactory in general?
8. Is equipment fully compatible with the Headquarters
ComCenter equipment?
9. Do any servicing problems exist?
10. General comments.
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TELECOMMUNICATIONS
(TELEPHONE)
1. Type of service provided:
a. Centrex
b. Commercial
c. PBX
2. If PBX:
a. Number of positions
b. Model and manufacture of switchboard
c. Number of C.O. trunks
d. Number of FTS access lines
e. Number of tielines
f. Number of operator personnel
g. Number of telephone instruments
h. Number of lines (total amount of telephone
numbers servicing the facility)
3. How is service, or any change ordered?
4. Length of time required for service or change
after order is placed?
5. Is service generally satisfactory?
6. Any billing complaints?
7. Number of speaker phones.
8. Number of call directors.
9. Number of automatic dialers.
10. Number of touch tone instruments.
11. Number of automatic ringing private lines (hot lines).
12. What is the average monthly commercial toll charge?
13. How are commercial toll bills reviewed and certified?
14. How many telephone toll credit cards are issued?
15. General comments.
-35-
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TELECOMMUNICATIONS
(DATA TERMINALS THAT USE THE FTS)
1. Number and type of terminals.
2. Is copy of authorization for service available?
3. Is FTS usage reported as required by FPMR 101-35.310?
A. Estimated traffic volume.
5. Quality of service.
-36-
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TELECOMMUNICATIONS
(RADIO)
1. Mission of radio equipment used.
2. Types of equipment.
3. Quantities of each.
A. Frequencies utilized. (List each frequency in
KHz or MHz).
5. Is a copy of the frequency authorization available?
6. Interference experienced?
7. General comments.
-37-
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ENERGY CONSERVATION
A. BUILDING OPERATION:
1. Have any internal reviews, inspections or audits
been performed at your facility? If yes, explain...
by whom and when. Is a report of findings available?
2. Have you encouraged employee participation &
cooperation in energy conservation program? If yes,
explain.
3. Have you made any plans relative to the development
of an energy conservation incentive award or sug-
gestion program? If yes, explain.
4. Have you considered doing any retrofitting in
connection with this program? If yes, what? Provide
estimated total savings in whatever measurement is
readily available.
5. Have you established a program on recycling of high -
grade paper? If yes, how successful is it? If no,
why not.
6. Have you established a program on returnable beverage
containers? If yes, how successful is it? If no,
why not.
7. When is the cleaning of office space performed in
your building? If not during daylight hours can the
schedule be changed to save energy?
8. Are drapes and blinds being utilized for cutting
down heat losses by setting them to the closed position
during nighttime and on cold cloudy days and setting
them to the open position during periods of sunshine?
9. Is the space temperature in seasonably cold months
maintained at 65 degrees during working hours? If
not explain.
10. Is the space temperature in seasonably hot months,
maintained at no lower than 78 degrees and no higher
than 80 degrees during working hours? If not, explain.
11. Has overtime IIVAC been decreased? To what extent?
12. Are threshold heaters, portable space heaters and
portable electric fans in Government owned or leased
space being prohibited? What steps are taken to insure
compliance?
-38-
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13. Are humidity controls being utilized during the heating
season for general office space?
14. Is outside air intake being reduced to the greatest
extent feasible during the heating & cooling seasons?
Under most conditions a 10% outside air intake is
adequate for general office space.
15. Are you using reheat coils in the air conditioning
systems?
16. Are lights being turned off when office space is
not being utilized for ten minutes or more? If not,
why not?
17. Is equipment being turned off when not in use?
18. Has the overhead lighting been reduced to 50 foot
candles at work stations, 30 foot candles in work
areas, and 10 (but not less than 5)? If not, why not?
19. Has all unnecessary off-hour & exterior lighting
been eliminated? If not, why not?
20. What is your hot water temperature? Normal is 115°F.
21. What is temperature of drinking water during working
hours? Normal is 55°F.
22. Do you have any unnecessary bulbs burning in your
vending machines? If so, why?
23. Do you keep your reflectors, differsers and light
bulbs clean? What schedule is maintained?
24. Does your building have self-energized "Exit" signs?
25. Have you replaced incandescent lamps with fluorescent
lights?
26. Do you have any type of preventive maintenance
program for your building? If so, explain.
27. Does the facility have technical personnel available
who can apply their expertise to energy management
problems? If yes, describe how used. If no, is the
needed expertise available in the agency?
28. Have resources (personnel, funds, etc.) been allocated
to energy management? If so, explain.
-39-
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ENERGY CONSERVATION
B. MOTOR VEHICLE MANAGEMENT
1. Do you pool your assigned GSA motor vehicles?
2. Are trips of a similar nature or to the same destination
combined?
3. What measures are you applying to the GSA vehicles
under the various categories to reduce mileage?
(a) assigned
(b) dispatched
(c) leased
(d) privately owned
(e) Commercial Rentals
4. Have you informed employees utilizing Government vehicles
to keep speed to 55 mph, start slowly, avoid unnecessary
braking, drive at steady speeds, avoid excess idling,
avoid unnecessary use of air conditioning equipment and
don't pump the accelerator or race the engine when car
isn't in motion.
5. Is preventive maintenance being provided on all assigned
GSA Interagency Motor Pool vehicles according to
FPMR 101-38.10.
6. Have you stayed within your mileage limitations and
if so, by what percentage?
7. Have you established in house parking regulations
according to FPMR 101-20.117? Provide copy of the
written directive.
8. Have you provided secure space for two wheeled vehicles
and bicycles? How much, where and what type?
9. What is the number of carpools parking versus one
person parking?
10. What actions have been taken to encourage bus/train
usage rather than private, government or personally
owned vehicles for travel?
11. Do you encourage and set up conference calls to take
the place of TOY for meetings or conferences? Explain.
12. Complete Attachment A- "Automotive Fleet Composition
and Mileage Chart".
-40-
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Automotive Fleet Composition and Mileage
\ttacru?ent A- page 1 of 2
Sedans, Class 1A (Small)
Sedans, Class IB (Subcompact)
Sedar.s, Class II (Compact)
Sedans, Class III (Midsize)
Sedans, Class IV (Large)
Scdar.s, Class V (Limousine)
Subtotals
Station Wagons, Class IB (Subcompact)
Station Wagons, Class II (Compact)
5 cation Wagons, Class III (Midsize)
Station Wagons, Class IV (Large)
Subtotals
Ambulances
Comp.
FY 75
Mileage
FY 75
Comp.
FY
(as of
)
Mileage
FY
(as of
)
-------
Automotive Fleet Composition and Mileage
Attachment A- page 2 of 2
Buses (11 or more passengers)
Subtotals
Trucks (under 5,999 GVW)
Trucks (6,000 - 6,999 GVW)
Trucks (7,000 - 12,499 GVW)
Trucks (12,500 - 16,999 GVW)
Trucks (17,000 and above)
Subtotals
Other: (append list)
Grand Totals
Comp .
FY 75
Mileage
FY 75
Comp .
FY
(as of
)
Mileage
FY
(as of
)
CNI
•a-
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INTERAGENCY REPORTS
GENERAL SERVICES BRANCH
Property and Supply Management Section:
Title
Authority
Feeder Reports
DUE HQ. EPA
1. Supply Activity FPMR 101-25.48 NOV 15
Report
2. Report on
Exchange/Sale
Property
3. Report on
Activities
Generating
Precious Metals
4. Report on
Utilization
and Disposal
of Excess and
Surplus Property
5. Annual Report-
Disposal of
Foreign Excess
Property
EPPMR 115-25.48
FPMR 101-46 NOV 30
EPPMR 115-46.407
FPMR 101-42.3 OCT 15
EPPMR 115-42.3
FPMR 101-43.47 OCT 31
FPMR 101-43.49
EPPMR 115-43.4801
EPPMR 115-43.4907
FPMR 101-43.47 NOV 30
EPPMR 115-43.48
Consolidated
Due Date
GSVOTHER
GSA
DEC 15
GSA
DEC 30
GSA
NOV 15
GSA
NOV 30
Frequency
Annual
Annual
Annual
Annual
In Duplicate to
President of the
U.S. Senate and to
Speaker of the U.S.
House of Representa-
tives within 90 days
after close of FY
(DEC 31)
Annual
Format
GSA Form 1473
Memorandum/
Letter
Format Outlined
FPMR 101-42. i
4902 3
SF-121
SF-365
-------
A. Property and Supply Management Section; (Cont.)
Title
Authority
6. Report to
Congress on
Personal
Property
Provided Non-
Federal Entities
FPMR 101-47
EPPMR 115-4801
Feeder Reports
DUE HQ. EPA
NOV 30
Consolidated
Due Date
GSA/OTHER
DEC 31
Frequency
Annual
Format
MenorandunV'
Letter
-------
InterAgency Reports
General Services Branch
B.
Administrative Support Section:
1.
2.
3.
Title
Agency Report of
Motor Vehicle
Data
Report of Motor
Vehicles Exempted
From Identifica-
tion Requirements
Semi-Annual
Mail Report
Supplemental
Mail Report
Data Transmis-
sion utilizing
the Federal
Telecommunica-
tions System (FTS)
Authority
FPMR 101-38.1
EPPMR 115-38.1
FPMR 101-38.607
U.S. Postal
Service
Administrative
Manual Chapter IS
U.S. Postal
Service
Administrative
Manual Chapter 15
FPMR 101-35.310
Feeder Reports
Due HQ. EPA
November 15
Upon Request
Upon Request
Jan. 10
April 10
July 10
Oct. 10
April 20
July 20
Oct. 20
Jan. 20
Consolidated
Due Date
GSA/Other
GSA
December 15
GSA
Upon Request
USPS
Upon Request
USPS
Upon Request
GSA
April 30
July 31
Oct. 31
Jan. 31
Frequency
Annual
Upon
Request
of GSA
Semi-
Annual
Quarterly
Quarterly
Format
SF-82
SF-82D
Memorandum/
Letter
EPA Form
5180-4
EPA Form
5180-5
GSA Form
2380
-------
B. Communications and Administrative Support Section; (Cont.)
6.
9.
10.
Authority
FPMR 101-35.109
& FPMR 101-32.15
FPMR 101-35.307-1 Oct. 15
Title
Immediate and
Long-Range
Telecommunications
Survey of Tele-
phone Station
Equipment and
Usage
Five Year Review Office of Telecomm.
of Radio Frequency Policy - Manual of
Assignments Regs. & Procedures
for Radio Frequency
Management
Feeder Reports
Due HQ. EPA
As required
As required
Radio Frequency
Usage
As required
Telecommunica-
tions Budget
Estimates
Office of Telecomm.
Policy - Manual of
Regs. & Procedures
for Radio Frequency
Management
OMB Circular A-ll As required
Consolidated
Due Date
GSA/Other
GSA
Oct. 30
Frequency Format
As Required
Annual
Letter
Headquarters will notify Field
activities when to submit
vo
•*
i
Headquarters will notify Field
activities when to submit
Headquarters will notify Field
activities when to submit
-------
c.
InterAgency Reports
General Services Branch
Printing and Distribution Hanag6ment Section:
1.
2.
Title
Printing Plants
Except Plants
Primarily
Concerned in
Map and/or Chart
Reproduction
Commercial
Printing Report
Acquisition of
Power-Operated
Collators for
use in Facilities
Other Than
Printing Plants
Annual Plant
Inventories
5. Stored
Equipment
Authority
Paragraph 48,
Gov't. Printing
and Binding Regs,
Feeder Reports
Due HQ. EPA
Apr. 30
Oct. 32
Paragraph 49-1, Apr. 30
Gov't. Printing Oct. 31
and Binding Regs.
Paragraph 50 within 30
Gov't. Printing days after
and Binding Regs. acquisition
Paragraph 52,
Gov't. Printing
and Binding Regs.
Paragraph 53.
Gov't Printing
and Binding Regs.
Nov. 30
Nov. 30
Consolidated
Due Date
60 days following
Mar. 31 and
Sept. 30
60 days following
Mar. 31 and
Sept. 30
within 30 days
after acquisition
60 days after
Close of FY
60 days after
Close of FY
Frequency
Semi-
Annual
Semi-
Annual
As.
required
Annual
Annual
Format
JCP Form 1
JCP Form 2 f
JCP Form 3
JCP Form 5
JCP Form 6
-------
C. Printing and Distribution Management Section: (Cont.)
Consolidated
Feeder Reports Due Date
Title Authority Due HQ. EPA GSA/Other Frequency Format
6. Excess Paragraph 54 As required within 30 days As . JCP Form 7
Equipment Gov't. Printing after disposal required
Regs.
*Joint Committee on Printing,
Congress of the United States
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