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How to Dispose of Federal Excess Personal PropertyAfter the agency has conducted internal screening of items that are no longer needed to perform its mission, the property is reported to GSA as excess or exchange/sale when the property is being replaced. The reporting agency maintains accountability and custody of all the reported property until the time it is picked up by the designated recipient or its agent. The reporting agency is responsible for the care and handling of the excess personal property while it is going through the screening and disposal process; unless, there is an existing interagency agreement that would allow the agency to turn-in excess property to a federal facility.
When the agency is planning a move or relocation and has personal property that is excess to the agency’s requirements, Things to Know can assist the agency in its planning. Direct Transfers
Federal agencies may transfer excess education-related equipment directly under the agency’s established procedures or report the property to GSA as excess for subsequent transfer to a potential eligible recipient. The authority for transfers under Computers for Learning is the Stevenson-Wydler Technology Innovation Act of 1980, as amended (15 U.S.C. 3710(i)). This act authorizes federal agencies to transfer excess education-related federal equipment to educational institutions or nonprofit organizations for educational and research activities. Executive Order 12999 (3CFR, 1996 Comp., p.180) requires, to the extent permitted by law and where appropriate, the transfer of computer equipment for use by schools or nonprofit organizations. The Computers for Learning website facilitates the transfer of excess and surplus federal computer equipment to schools and nonprofit educational organizations. How to Promote the Expeditious Transfer of Excess Property To expedite transfer of excess personal property:
Reporting Excess Personal Property Once the personal property has undergone the agency’s internal screening and cannot be reutilized within the agency, the agency reports the property as excess to GSA. GSA ensures that the information for the federal excess personal property is accessible and disseminated to the widest range of recipients for reuse by federal agencies, nonfederal recipients, or for donation to eligible state, public, or nonprofit agencies through the State Agencies for Surplus Property (SASP). All executive agencies are required to report their excess personal property to GSA. The legislative and judicial branches are encouraged to report their excess personal property to GSA. All excess personal property includes excess personal property to which the government holds title but is in the custody of federal agencies’ contractors, cooperatives, or project grantees. Federal excess personal property is to be reported to GSA for utilization and donation screening when applicable. Excess personal property can be reported to GSA by using GSAXcess® (online), electronically through batch, or manually preparing an SF120, Report of Excess Personal Property. To report excess personal property:
When federal agencies have to replace personal property which is eligible for exchange/sale, GSA has a special process. Federal agencies interested in acquiring and paying for the property can obtain the exchange/sale property through a reimbursable transfer. Items prohibited for exchange/sale are identified in the Federal Management Regulation, FMR 102-39. If agencies have personal property for replacement, the property can be exchanged or sold, and the exchange allowance or sales proceeds can be applied to the acquisition of similar replacement property. The exchange/sale authority also enables agencies to avoid the costs (e.g., storage and administrative) associated with holding the property and processing it through the normal disposal cycle. For additional information, contact the Personal Property Management Office in designated geographic locations. Transfer of Federal Excess/Surplus Property Once the agency has reported the federal personal property to GSA as being excess, the agency reporting the property becomes the holding agency for the reported personal property, and GSA becomes the controlling agency. GSA acts as a broker for the holding agency by transferring the reported excess personal property to another federal agency that has a requirement for the excess. When there are no federal requirements, the property then becomes surplus and GSA will donate the property if there is a valid request from the State Agencies for Surplus Property (SASP), or other eligible donees. The holding agency will receive an approved SF122 (Transfer of Federal Excess Property) for excess property that is to be utilized by another federal agency, or an approved SF123, Transfer of Federal Surplus Property, for donation transfers. Sale of Federal Surplus Property After the federal personal property has completed utilization and donation screening and has not been transferred, the property is available to be offered to the general public for sale. GSA Sales Management Offices are able to conduct agency sales of its surplus and exchange/sale personal property for a competitive fee. Federal agencies may abandon or destroy excess personal property when there has been a written determination that the property has no commercial value, or the estimated cost of its continued care and handling would exceed the estimated proceeds from its sale. An item has no commercial value when it has neither utility nor monetary value (either as an item or as scrap). The procedures and/or restrictions for Abandonment and Destructions are contained in FMR 102-36.305 through 102.36.330.
Last Reviewed 10/14/2008
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