Federal
Electronics
Electronics Stewardship One Byte @ A Time
Overview of GSA Personal
Property Disposal Process
for Federal Electronics
Updated: 6/11/2013
PURPOSE
This document provides an overview of the U.S. General Services Administration's (GSA) federal personal
property disposition guidelines and requirements. All federal entities, including Federal Electronics
Challenge (FEC) Partners, must follow these requirements when handling electronic equipment at end-of-
life.
OVERVIEW OF GSA PERSONAL PROPERTY DISPOSAL PROCESS
This resource is intended as an overview of the personal property disposal process, as it applies to
electronics. This is not exhaustive guidance of federal personal property disposal requirements. Additional
information is available in the References listed at the end of this resource.
The guidelines and requirements outlined in this overview apply to federal civilian agencies and their
facilities. Military agencies follow a similar disposition process, but are required to follow the guidelines
and requirements of the Defense Logistics Agency (DLA).
Federal personal property disposal is regulated under the Federal Management Regulation (FMR),
Subchapter B - Personal Property 41 Code of Federal Regulations (CFR) 102. Disposition of federal
electronic assets is specifically addressed in GSA FMR Bulletin B-34, Disposal of Federal Electronic Assets.
Federal agencies and facilities should also be aware of, and adhere to, relevant federal, state and local
laws related to electronics reuse, recycling, and disposal.
DEFINITIONS
•	Disposal: The processes that will result in the removal of personal property from official records by
the retransfer, donation, or sale of usable excess and surplus property and the abandonment or
destruction (or other actions) of non usable property.
•	Personal Property. Any property, except real property (buildings/land). Personal property includes
all electronics.
•	Excess Personal Property. Any personal property under the control of any federal agency that is no
longer required for that agency's needs, as determined by the agency head or designee.
•	Surplus Property. Excess personal property no longer required by federal agencies as determined
by GSA.
DISPOSITION PROCESS FOR USED ELECTRONICS
The following flowchart outlines the GSA process for personal property disposition. Purple, rounded boxes
represent GSA systems that may be used to facilitate disposition options.
The GSA recommends following the reuse process for all federal electronic equipment with condition codes
1 (new), 4 (usable), and 7 (repairable). The GSA recommends following the recycling process for all
electronic equipment declared for abandonment and destruction, generally equipment with condition codes
X (salvage) and S (scrap). The GSA recommends avoiding disposal of federal electronic equipment and
components in landfills or incinerators.
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Overview of GSA Personal
EJfStr25lcs	Property Disposal Process
for Federal Electronics
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Environmental
Hierarchy
Reuse
(Redeployment,
Refurbishment,
or Repair)
Recycling
(Material
Recovery)
Incineration /
Landfill
GSA Process
Reuse Internally
	1	
Declared Excess
I
Reported to GSA
GSAXcess®
X
nati
s fo
X
Donation
(Computers for Learning)
Transfer
(Eligible Federal Entities)
	1	
Declared Surplus
Donation
(States or Nonprofits)
GSA Auctions®
Public Sales
ZZI
Abandonment /
Destruction
Time Frame
7 days
14 days
5 days
Regulation
41 CFR 102-36
41 CFR 102-36.475
41 CFR 102-36
41 CFR 102-37
41 CFR 102-38
41 CFR 102-36
* Exceptions to this process, including direct transfers, exchange/sales, alternative reporting methods,
and other special circumstances are not represented here.
These steps are described in further detail below. Specific actions are check-marked and in green,
IMPORTANT NOTES are capitalized and in red, and alternatives are described in blue boxes.
1. Reuse Internally
Internal reuse is the first option for disposition of used federal electronics. Some federal agencies and
facilities have processes in place to track, redistribute and reuse used electronics within a facility or
agency.
S Look for opportunities to give your electronics a second (or third or fourth) life within your facility
or agency.
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Overview of GSA Personal
EJfStr25lcs	Property Disposal Process
for Federal Electronics
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2.	Declared Excess and Reported to GSA
If your used electronics can not be reused inside your agency, they are considered excess personal
property. Generally, excess property must be reported to GSA for possible transfer to and utilization by
other federal agencies or authorized recipients.
GSAXcess® is a web-enabled platform that provides authorized users a means of electronically recording,
tracking and controlling their worldwide inventory of federal excess and surplus property.
•S Report excess electronics through GSAXcess®. Other options for reporting excess equipment, and
exceptions to reporting requirements, are detailed in GSA's Personal Property Disposal Guide.
3.	Donation through Computers for Learning
The Computers for Learning (CFL) program allows transfer of excess federal computer equipment to
schools and educational nonprofit organizations, giving special consideration to those with the greatest
need. The CFL program implements Executive Order (E.O.) 12999, Educational Technology: Ensuring
Opportunity for All Children in the Next Century. E.O. 12999 directs federal agencies to give "highest
preference to schools and nonprofit organizations in the transfer of educationally useful federal
equipment."
S Excess electronics entered into GSAXcess® may be offered to eligible schools and educational
nonprofits through the CFL program.
S Federal entities may opt to directly transfer electronic equipment to eligible schools and
educational nonprofits (see side box). These direct transfers should be reported through CFL's Post
Transaction Module.
4. Transfer to Eligible Federal Entities
Excess electronics entered into GSAXcess® that are not
transferred under the CFL program are offered to eligible
federal entities for reuse. Federal agencies, to the
maximum extent practicable, must fill requirements for
personal property by using existing agency property or
by obtaining excess property from other federal agencies
in lieu of new procurements.
¦S If excess electronics entered into GSAXcess® are not transferred under the CFL program, they are
offered to eligible federal entities for transfer.
•S Federal entities may opt to directly transfer excess personal property to eligible federal entities
(see side box).
5. Declared Surplus
If your used electronics are not transferred under the CFL program and can not be reused by another
federal entity, they are considered surplus personal property. Generally, surplus personal property is
offered through the State Agencies for Surplus Property (SASPs) for further distribution.
S If excess electronics entered into GSAXcess® are not transferred to eligible CFL recipients or
federal entities, they are declared surplus.
Direct transfers: In lieu of reporting
excess personal property to GSA, used
electronics may be directly transferred to
eligible CFL recipients or eligible federal
entities. Certain restrictions and reporting
requirements apply to direct transfers.
See GSA's Personal Property Disposal
Guide for more information.
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Overview of GSA Personal
EJfStr25lcs	Property Disposal Process
for Federal Electronics
tii	updated' 6/11/2013
6.	Donation to States or Nonprofit Organizations
Surplus electronics may be donated to state and local governments and eligible nonprofit organizations
through the SASPs. The SASPs determine eligibility for participation in the donation program and assist
eligible donees in locating, screening, and acquiring needed equipment.
S Surplus electronics in GSAXcess® are offered to state and local governments and eligible nonprofit
organizations through the SASPs. Other options for donating surplus equipment are detailed in
GSA's Personal Property Disposal Guide.
IMPORTANT NOTE: Be sure to notify recipients of their disposition options when their donated
electronics become obsolete. Provide CFL recipients and other donees with the FEC resource, Fact Sheet
for Recipients of Donated Federal Electronic Equipment, available at: http://www2.epa.aov/fec/fact-sheet-
recipients-donated-federal-electronic-eauipment-722012
GSA FMR Bulletin B-34 provides language that should be included in any documentation transferring
ownership or custody of electronic equipment, and in any listing or advertisement of electronic equipment
planned for disposal under any reuse option. This language is included in the fact sheet referenced above.
7.	Public Sales
Surplus electronics that are not donated may be offered to
the public for sale. Property sales give individuals and
businesses an opportunity to buy items the federal
government no longer needs.
GSA Auctions® is a web-enabled auction site that allows all
registered participants to bid electronically on surplus
personal property.
S Offer surplus electronics through GSA Auctions®.
Other options for selling surplus equipment are
detailed in GSA's Personal Property Disposal Guide.
IMPORTANT NOTE: Electronics sold to the public, including electronics sold to electronics recvclers. may
not necessarily be disposed of in an environmentally sound manner. Executive Order (E.O.) 13514,
Federal Leadership in Environmental, Energy, and Economic Performance, requires all federal agencies to
use environmentally sound practices with respect to disposition of agency electronic equipment.
Under GSA FMR Bulletin B-34, federal organizations are strongly encouraged to only sell equipment in
condition code 7 (repairable) if any needed repairs minimally impact equipment performance or repairs
can reasonably be performed by a non-technical buyer. If your organization decides that electronic
equipment in condition code 7 may be sold (rather than abandoned or destroyed), such equipment should
be sold only as individual assets or as individual workstations to facilitate bidder inspection in the interest
of encouraging continued use of the equipment after the sale.
8. Abandonment/Destruction
Abandonment or destruction of property is generally
considered only when reuse, transfer, donation, or sale has
been found to be impractical or not cost effective. Obsolete
and broken electronics may also be labeled for
abandonment/destruction prior to going through the GSA
disposition process. This equipment is usually in condition
code X (salvage) or S (scrap). Used electronics that have
been labeled for abandonment/destruction should be
recycled, following environmentally sound practices.
Exchange/Sales-. When replacing
personal property with similar items,
the value of the old items may be used
to reduce the cost of the replacement
item either by exchange (trade-in) or
sale. Certain restrictions and reporting
requirements apply to exchange/sales.
See GSA's Personal Property Disposal
Guide for more information.
Donating to UNICOR-. In lieu of
abandonment/destruction, federal
entities may donate used electronics to
a public body without GSA approval.
This allows federal agencies to donate
their used electronics to UNICOR for
reuse and recycling. See GSA's
Personal Property Disposal Guide for
more information.
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Federal
Electronics
Electronics Stewardship One Byte @ A Time
Overview of GSA Personal
Property Disposal Process
for Federal Electronics
Updated: 6/11/2013
S Designate electronics that are obsolete, broken or otherwise not able to be transferred, donated or
sold for abandonment/destruction.
•S Recycle electronics labeled for abandonment/destruction through a third-party certified electronics
recycler or refurbisher (e.g., certified under the Responsible Recycling (R2) Practices for Use in
Accredited Certification Programs for Electronics Recyclers, or the e-Stewards Standard for
Responsible Recycling and Reuse of Electronic Equipment®).
IMPORTANT NOTE: GSA FMR Bulletin B-34 indicates that federal organizations should not dispose of
electronic equipment in landfill or incinerators.
MANUFACTURER TAKE-BACK SERVICES FOR ELECTRONICS DISPOSITION
In following this GSA disposition process, federal agencies and facilities may use manufacturer take-back
services for electronics disposition through one of two methods:
S Exchange/Sales: When replacing personal property with similar items, the value of the old items
may be used to reduce the cost of the replacement item either by exchange (trade-in) or sale with
a manufacturer or vendor.
•S Abandonment/Destruction: If the manufacturer is willing to take-back obsolete and/or broken
equipment, federal agencies may declare the property for abandonment and destruction and use
manufacturer take-back services.
IMPORTANT NOTE: Electronics taken-back by a manufacturer may not necessarily be reused,
refurbished, recycled, or disposed of in an environmentally sound manner. Federal agencies and facilities
must exercise due diligence when returning used electronics to manufacturers.
Under GSA FMR Bulletin B-34, federal organizations are strongly encouraged to only return electronic
equipment to a manufacturer or vendor under a take-back program that uses third-party certified (e.g.,
R2 or e-Stewards certified) recyclers and/or refurbishers.
Certain restrictions and reporting requirements apply to exchange/sales and abandonment/destruction
declarations. See GSA's Personal Property Disposal Guide for more information.
REPORTING
Under GSA FMR Bulletin B-27, Annual Executive Agency Reports on Excess and Exchange/Sale Personal
Property, federal agencies must submit an annual report of personal property furnished to non-Federal
recipients (Non-Federal Recipients Report). The reporting tool captures disposal information regarding
property provided or conveyed to a wide range of non-Federal entities, including, but not limited to,
schools, state and local governments, contractors, grantees, donees, vendors (under either the
exchange/sale provisions or under vendor take-back provisions), sales recipients, certified recyclers and
refurbishers, landfills, incinerators, and trash disposal companies.
Data on the disposition of federal electronic assets is also necessary for reporting through the Agency
Strategic Sustainability Performance Plan (SSPP); the Office of Management and Budget (OMB)
Energy/Sustainability Scorecard; and the Federal FEC Annual Reporting Form.
FOR MORE INFORMATION
•	Contact your facility or agency personal property manager(s).
•	Contact your GSA Regional Personal Property Management Office
fhttD://www.Qsa.aov/Dortal/staffDirectorv/tODic/19@@') or Area Property Officer
(http://www.asa.gOv/portal/staffDirectorv/topic/17@@).
•	Check the References below.
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Federal
Electronics
Electronics Stewardship One Byte @ A Time
Overview of GSA Personal
Property Disposal Process
for Federal Electronics
Updated: 6/11/2013
REFERENCES
GSA FMR Bulletin B-34, Disposal of Federal Electronic Assets is available at:
http://www.asa.aov/araphics/oap/FMR Bulletin B-34.pdf.
GSA FMR Bulletin B-27, Annual Executive Agency Reports on Excess and Exchange/Sale Personal Property
is available at: http://www.asa.aov/araphics/oap/FMRBullletinB-27.docx.
GSA's Personal Property Disposal Guide is available at: http://www.asa.aov/araphics/fas/5-06-00389 R2-
vWC-w 0Z5RDZ-i34K-pR.pdf.
More information about the GSA personal property disposal process is available at:
http://www.asa.aov/portal/cateaorv/21045.
More information about the DLA personal property disposal process is available at: http://www.dla.mil/.
The Federal Management Regulation (FMR) is available at: http://www.asa.aov/portal/cateaorv/21221.
The National Center for Electronics Recycling provides a list of state electronics recycling laws in effect at:
http://www.electronicsrecvclina.org/public/ContentPaae.aspx7paaeid = 14.
Information about GSAXcess® is available at: http://osaxcess.gov/.
Information about Computer for Learning (CFL) is available at: http://computersforlearning.gov/.
The text of Executive Order 12999 is available at: http://www.gsa.gov/portal/content/100841.
A list of State Agencies for Surplus Property, with contact information, is available at:
http://www.gsa.gov/portal/content/100851.
Information about GSA Auctions® is available at: http://gsaauctions.gov/.
The text of Executive Order 13514 is available at: https://www.fedcenter.gov/programs/eol3514/.
Information about the R2 Practices is available at: http://www.r2solutions.org/.
Information about the e-Stewards Standard is available at: http://e-stewards.org/.
CONTACT INFORMATION
If you have questions related to this resource or need other assistance with the Federal Electronics
Challenge, please contact your Regional Champion: http://www2.epa.gov/fec/technical-assistance.
Visit the FEC online: http://www2.epa.gov/fec/
E-mail the FEC: fec@epa.gov
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