Justice
Management Division...Serving Justice - Securing Results
May 7, 1998
DISPOSAL OF EXCESS PERSONAL
PROPERTY
If the property is consumable (e.g.,
pens, tape, markers, etc.) and the items may not be used any further,
or if there is negligible use remaining and the quantity is minimal, the
items may be thrown away without authorization. For more-than-minimal
quantities of serviceable items, please contact Property Management Services
(PMS) for disposal instructions.
Non-consumable property which does
not meet the criteria for accountability (time/date stamps, calculators,
etc.) may be disposed of using the "Local Disposal of Non-Accountable
Property" form.
Property which does not meet the
two criteria above, and is no longer needed by an organization to carry
out its responsibilities must be reported to PMS (see following sections).
Computer equipment and software
may be donated to local schools. See description of the Computers for
Learning program below.
Reporting Property Within the Washington
Metropolitan Area:
The OBD-14, Property Transfer Request,
is currently used to report property which is excess to the Offices, Boards,
and Divisions (OBDs) and to transfer property between the OBDs. If applicable,
the completed OBD-14 must contain the statement that the equipment (computer
or safe) contains no sensitive or classified data. After the Accountable
Officer (or designee) signs the document, the form is forwarded to PMS.
When PMS approves the OBD-14, the form is forwarded to the Landover Operations
Center which will arrange to have the property picked up within five working
days.
Reporting Property Outside of the Washington
Metropolitan Area:
Excess property must be reported on
a Standard Form 120 (SF-120), Report of Excess Personal Property. The
SF-120 must contain a full description of the property, an accurate condition
code, and the acquisition cost (estimated if not known). There must also
be a statement that the equipment (computer or safe) contains no sensitive
or classified data. The Accountable Officer or designee must sign the
form. When the SF-120 is received by PMS, a quick review is conducted
for potential reutilization of the property within the Department and
to determine if the property is reportable to GSA.
If the property may be reutilized,
or is not reportable to GSA, disposition instructions will be provided
by PMS. Otherwise, the SF-120 will be forwarded to GSA who will see if
1) the items may be used by another Federal Agency, or 2) the items may
be donated to an eligible donee. If the items are not transferred to another
agency or donated, GSA will attempt to sell the items. Regardless of the
outcome, once this cycle has been completed, GSA will provide PMS with
disposal instructions. Specific disposal instructions will be forwarded
from PMS to the office initiating the disposal. This entire process may
take as long as 60 to 180 days. Please plan ahead and report excess property
as soon as you know it will not be needed.
Transfer of Personal Property to Department
Components and other Federal Agencies:
A Standard Form 122 (SF-122), Transfer
Order Excess Personal Property, must be initiated by either the holding
or gaining organization and submitted to PMS for approval. Important SF-122
reporting details include condition codes, serial numbers, acquisition
cost and the statement certifying that all safes and memory devices being
transferred contain no sensitive or classified data. If the acquisition
cost of the items totals over $10,000, PMS must also obtain the approval
of GSA.
Computers for Learning:
Executive Order (EO) 12999 allows
Federal agencies to transfer excess computer equipment and software directly
to educational institutions. Non-profit institutions must complete a certification
that they are eligible to participate in the program. There are four specific
criteria listed on the certification. An SF-122 approved by PMS is used
to transfer the equipment to the institution. There must be a certification
that the items do not contain sensitive or classified data. The Department
must ensure an equitable distribution of computer equipment among the
eligible institutions. EO 12999 also encourages Federal agencies to assist
schools in their efforts to connect to the information superhighway.
Schools interested in obtaining
Federal computers are encouraged to register on the nationwide Computers
for Learning website. This site is at www.computers.fed.gov.
Federal Disposal System (FEDS):
Components that would like to view
a list of the property that the Department and other Agencies are reporting
as excess are invited to utilize FEDS. Users are able to search for needed
items and place a freeze on the property. Transportation of items acquired
through this process is the responsibility of the acquiring activity.
A very small number of transactions require a reimbursement to the holding
agency. PMS must approve all transfers. For more information, or to obtain
a FEDS application form, please contact PMS.
James Harrington
Property Management Services
Facilities and Administrative Services Staff
Department of Justice, NPB Suite 1070
Washington, DC 20530
Phone: (202) 307-2377
Email: James.Harrington
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