310 FW 1, Policy and Responsibilities 

---

1.2 Policy. Personal property shall be used for official purposes only in carrying out the mission and objectives of the Service. Appropriate measures will be taken by Service employees to safeguard and protect such property. Employees who have been determined by a Board of Survey to be negligent in the use of such property may be held personally liable to make financial restitution to the Government for any incurred loss. Service employees are responsible for complying with the provisions of Part 310 in minimizing the risk of waste, fraud, and abuse in the care and custody of Government personal property assigned to them.

1.3 Authorities.

A. Section 202(b) of the Federal Property and Administrative Services Act of 1949, as amended (40 U.S.C. 483) - Property Utilization.

B. Title 31 of the U.S. Code (31 U.S.C. 3512) - Executive Agency Accounting Systems.

C. Title 18 of the U.S. Code (18 U.S.C. 641) - Public Money, Property or Records.

D. Part 201-23 of the Federal Information Resources Management Regulations - Disposition.

E. Departmental Manual 410 DM - Personal Property Management Regulations.

F. Title 41, Chapter 101 of the Code of Federal Regulations - Federal Property Management Regulations.

G. Public Law 97-365, Debt Collection Act of 1982.

1.4 Responsibilities. The following outlines the formal organizational structure of personal property accountability to be established and maintained by the Service. It establishes uniform nomenclature to be used in the assignment of personal property management responsibilities, custody, and control. A Property Management Structure and Title Designation listing is provided in Appendix 1.

A. The Director:

(1) Implements Service personal property management policy and procedures as specified in the IPMD contained in DM 410.

(2) Establishes and maintains a viable personal property management program consistent with existing statutory requirements and regulations, which also maintains accountability for Government property acquired by or held by contractors and grantees of the Service for which title is vested in the Government.

B. Assistant Director - Policy, Budget and Administration:

(1) Has overall responsibility for the administration, coordination, and control of the personal property management program within the Service, and serves as the Property Management Officer for the Service.

(2) Shall act as the representative of the Director in the implementation of Service policy and procedures.

(3) Provides Servicewide policy guidance and program direction, including the maintenance of property accountability records.

(4) Shall be responsible for the issuance of any Servicewide instructions required in the implementation of Departmental policy and procedures. Operating guidelines will be developed and implemented through the Washington Office, Chief, Division of Contracting and General Services (CGS).

(5) Serves as the Property Administrator for the Washington Office.

(6) May not be an Accountable Officer or a Custodial Officer.

C. Regional Director:

(1) Serves as the Property Administrator for his/her Region.

(2) Is responsible for the administration, coordination, and control of the property management program, and ensuring that required property accountability records are maintained and required reports are submitted.

(3) Is responsible for the implementation of policy and procedures, and providing formal training and guidance to subordinate or serviced organizational elements within his/her area of control.

(4) Is responsible for ensuring that all actions are taken to ensure the integrity of the property management program, and that Government property is managed in such a manner that provides optimum protection against fraud, waste, and abuse.

(5) Provides oversight of the property management program and disseminates information to subordinate or serviced organizational components.

(6) Ensures that required physical inventories are conducted annually within his/her jurisdiction and that discrepancies are appropriately reconciled.

(7) Designates, in writing, Accountable Officers within the Regional Office and at field stations.

(8) Reminds Accountable Officers on an annual basis of their responsibility to establish controls to protect and account for government personal property.

(9) Reminds employees on an annual basis that all government property is accountable, regardless of dollar cost, and that all employees are responsible for the proper use, safekeeping, and disposal of government personal property and for reporting incidents of serious misuse.

(10) Appoints a Reviewing Authority for Reports of Surveys emanating from locations in the field.

(11) May be held financially liable and personally responsible for missing, lost, or damaged property, if such loss was the result of simple or gross negligence or neglect, or was the result of his/her failure to install such management controls as necessary and required by this part to ensure the safeguarding and maintenance of Government property under his/her control.

(12) Will ensure the reconciliation monthly of the dollar value of the personal property records against the dollar value of the Finance Center's general ledger account.

D. Chiefs, Division of Contracting and General Services:

(1) Serve as the Property Officer for their respective Region.

(2) Monitor the personal property program.

(3) Carry out policy guidance on all matters pertaining to personal property management and develop any supplemental procedures necessary to carry out this guidance for the signature of the Property Administrator.

(4) Shall be responsible for establishing and maintaining property accountability records.

(5) Is the only individual authorized to input, change, or delete information contained in the Regional controlled personal property data base. This authority may be redelegated to subordinate CGS staff.

(6) Provides training and guidance to Accountable Officers in the day-to-day conduct of the Region's property management program.

E. Accountable Officer (AO):

Accountable Officers may be held financially liable for loss, damage, or destruction of personal property in the amount of such loss as prescribed in the Board of Survey procedures in 310 FW 7. It is, therefore, incumbent upon each Accountable Officer, and other persons responsible for Government property, to take all reasonable and prudent precautions to protect Government property. Accountable Officers shall:

(1) Be a Division Chief, Branch Chief, Project Leader, Refuge Manager, or comparable position.

(2) Account and control for personal property within their property accountability area, including property in common use areas.

(3) Designate and appoint, in writing, Custodial Officers within their property accountability area to assist in the daily control of Government property. Custodial Officer assignments will be required if the accountable area is so large as to require additional controls, or if the accountable area encompasses more than one geographic location.

(4) Designate and appoint, in writing, Receiving Officers.

(5) Comply with the requirements of the personal property accountability system established by the Property Management Officer, and implemented by the Property Administrator.

(6) Prepare and maintain all property accountability records; e.g., Receipts of Property, Transfers of Property, Purchase Orders, Certificates of Unserviceable Property, Reports of Survey, etc., in his/her area of accountability, and provide the Property Officer with all documentation required to support entries, changes, and deletions in the controlled property system.  The Accountable Officer must retain documentation for other property transactions locally in an office file.

(7) Conduct inspections to ensure property is being used effectively and safeguarded properly, and ensure the proper and effective maintenance of property within the property accountability area.

(8) Implement procedures for the repair and rehabilitation of property within the property accountability area.

(9) Coordinate the utilization of excess personal property, and provide Custodial Officers with disposition instructions as issued by the Property Officer.

(10) Provide for the conduct of required physical inventories, reconciliation of any discrepancies arising from those inventories, and certifying in writing the results of the physical inventory and related reconciliation to the Property Officer.

(11) Provide guidance to physical inventory personnel.

(12) Report immediately to the Property Officer, in writing, all instances when a loss or theft of controlled property occurs.

F. Custodial Officer (CO):

Custodial Officers may be held financially liable for loss, damage, or destruction in the amount of such loss as prescribed in the Board of Survey procedures. It is, therefore, incumbent upon each Custodial Officer, and other persons responsible for Government property, to take all reasonable and prudent precautions to protect Government property. Custodial Officers shall:

(1) Be supervisors, management officials, or other persons authorized to utilize Government property in the performance of their program mission. They shall be required to inform the Accountable Officer of any activity affecting property within their jurisdiction which affects the status, disposition, or condition of that property.

(2) Be designated in writing by the Accountable Officer, and serve as the operating official under whose daily control and supervision the property entrusted to his/her possession is located. The designation as Custodial Officer may or may not correspond to the individual's official job title. A Custodial Officer cannot assume the responsibilities of an Accountable Officer.

(3) Be responsible for property limited to a defined area in which the daily use of Government property can be reasonably monitored to ensure that it is used only for official business and that its movement is readily identifiable.

(4) Be responsible for assigned property until notified in writing by the Accountable Officer for the affected property that the responsibility for the property has been transferred to another custodial or accountable area, or disposal procedures have been completed in accordance with existing regulations, and that the property item has been removed from the records of the Custodial Officer.

(5) Prepare and provide all required documentation to the Accountable Officer on all actions affecting that property, including, but not limited to, acquisitions, receipt, transfers, and disposals to support entries in the property management system. Documentation to support other property transactions must be maintained locally in an office file.

(6) Report to the Accountable Officer all instances when a loss or theft of property is detected or suspected.

(7) Ensure that property under their direct control is used for official purposes.

(8) Ensure the proper use, maintenance, and protection of personal property located within the custodial area.

(9) Be responsible for the accomplishment of inventory requirements as directed by the Accountable Officer.

(10) Serve as the Receiving Officer when so designated by the Accountable Officer.

G. Receiving Officers:

Receiving Officers may be held financially liable for loss, damage, or destruction in the amount of such loss as prescribed in the Board of Survey procedures. It is, therefore, incumbent upon each Government employee, or person responsible for Government property, to take all reasonable and prudent precautions to protect Government property. Receiving Officers shall:

(1) Be designated in writing by the Accountable Officer. With the exception of a one-person duty station, an employee who has been designated as a Receiving Officer shall not have responsibility for the purchase of personal property. A Receiving Officer may also serve as Custodial Officer, but both functions must be specifically stated.

(2) Receive and inspect all personal property received at a specific location, installation, or field office. However, if a Contracting Officer has appointed an inspector, the Receiving Officer may be relieved of the inspection responsibilities.

(3) Be accountable for property received until such time as the item is placed on the accountable property records of the Accountable Officer, or until the Accountable Officer, Custodial Officer, or other authorized recipient signs a receipt for such property.

(4) Ensure the proper care and safeguarding of all property received.

(5) Provide the required documentation indicating receipt of property to the Finance Center in order that payments may be processed.

(6) Provide the required documentation, as directed by the Accountable Officer, to the servicing Division of Contracting and General Services office in order that the item received can immediately be placed on the property accountability records of the Accountable Officer.

1.5 Property Utilization

A. Employee Responsibility.

(1) Employees are responsible for the proper and reasonable care, use, safekeeping, and return of Government property.

(2) Employees are responsible for using property safely and efficiently, and for official purposes only.

(3) Employees will sign for property entrusted to their care on a DI-105, Receipt for Property.

(4) Employees are responsible for immediately notifying their supervisor of any loss, damage, or destruction of Government property.

(5) Employees may be held financially liable for loss, damage, or destruction to Government property entrusted to their care, as determined by Board of Survey procedures.

B. Use of Government Property.

(1) No officer or employee of the Service shall use or authorize the use of Government property for other than official purposes.

(2) Government-owned personal property may be furnished for use only when specific authority exists to do so, and then only within the scope, purpose, and limitations as stated in the authority. Such authority may exist when the use of Government-owned property has been authorized within the written terms and conditions of a legally executed contract, grant, cooperative agreement, purchase order, or memorandum of understanding. The contracting/grants officer, or other authorized official for that legal instrument, is the only official who can authorize the provision, acquisition, reimbursement, utilization, or disposal of any Government property so involved.

(3) Unauthorized use of Government property is prohibited. Property may not be used in or moved to an employee's residence or away from the workplace to which the property is assigned, unless specific written authority is granted by the Property Management Officer, or his/her designees (Property Administrators or Accountable Officers). The written authority will indicate the period of time the employee is authorized such use, and specify the termination date of the authorization. Such authorization will be granted only in instances when the employee is required to use property for official uses, and in the performance of assigned duties.

C. Use of Non-Government Owned Property.

(1) Non-Government-owned personal property shall not be installed in, affixed to, or otherwise made a part thereof of any Government-owned personal or real property. This restriction does not apply to the use and installation of privately-owned decorative items or memorabilia to or in the work place, provided that the structure or the safety of the facility is not thereby degraded.

(2) Employee-owned property may not be used in the performance of official duties, unless specific authority is granted by the Director or his/her designee. This policy is established to eliminate the possibility of tort claims against the Government in the case of accident or injury caused by or related to the use of non-Government-owned property. However, such use is authorized when specifically required by a labor union collective bargaining agreement.

(3) When authority is granted to use non-Government-owned property in the performance of official duties, such property will be used at the risk of the owner-employee, and the Government will not be held financially liable for any damage or loss which may occur as a result of such use, unless such liability is defined by and assumed by the Service in a written agreement which is signed by the Director or his/her authorized representative to whom such authority has been delegated in writing.

D. Emergency Use. The policy set forth in 41 CFR 101-25.100, which permits the use of Government-owned personal property in emergency conditions which threaten loss of life or property, shall be followed in making determinations as to what constitutes official use under exceptional circumstances.

1.6 Supplemental Directives. The Regional Property Administrators may issue supplemental instructions or procedures as necessary, consistent with the provisions of Part 310 and 010 FW 1.4H in the implementation of the Interior Property Management Directives (IPMD), 410 DM 114-60. However, the instructions or procedures cannot be less restrictive than those contained herein or in the IPMD.

1.7 Compliance Reviews. The Regional Property Administrators shall conduct regularly scheduled reviews of the property management programs and operations of field office activities on a 4-year cycle to ensure compliance with the IPMR, the Federal Property Management Regulations (FPMR), and Service regulations. The Property Administrator, Washington Office, shall conduct regularly scheduled reviews of the property management program and operations of Regional Offices on a 4-year cycle. If funds are not available for the purpose of conducting on-site reviews, questionnaires may be used in lieu thereof. However, Accountable Officers must sign and certify as true and correct the answers to the questionnaire.

1.8 Forms. Prescribed Department of the Interior forms are to be used in carrying out the provisions of Part 310. These forms may be modified to accommodate individual needs. Modified forms shall contain at least all of the data required on the Departmental forms.

1.9 Definitions

A. Accountable Property.

All non-expendable Government personal property, regardless of dollar value.

B. Acquire. To procure, purchase, or obtain in any manner, including transfer, acquisition from excess, lease or loan for a period of 60 or more consecutive days, donation or forfeiture, manufacture, or production at Government-owned plants or facilities.

C. Acquisition Cost. The full cost of acquiring an asset or the amounts paid to acquire assets, including handling and storage costs, packing, shipping, transportation, installation, and related costs of obtaining the assets, less prompt payment or other discounts. A fair market value at the time of receipt will be established for items received by donation. That value, plus any other related costs included above, will represent the acquisition cost for the property records.

D. Capitalized Property. Non-expendable property, the acquisition cost of which is $5,000 or more which is charged to an asset account (general ledger control account) by the Finance Center and is to be distributed to capital accounts in accordance with established Service procedures, regardless of the object class assigned to the acquisition or type of funds disbursed. Property acquired through lease or loan shall not be capitalized or charged to an asset account in the general ledger.

E. Contractor Inventory. Any property (including Government-furnished property) acquired by or in the possession of a contractor or subcontractor under a contract, grant, cooperative agreement, concessions contract, or memorandum of understanding, pursuant to the terms of which title is vested in the Government.

F. Controlled Property. Personal property for which detailed property control records are maintained, and which may or may not be charged to an asset account (general ledger account).  Controlled property includes stores, capitalized, and leased property with an original acquisition cost of $5,000 or  more.  All sensitive and contractor inventory property is controlled, regardless of dollar value.

G. Disposable Pay. That part of any individual's salary remaining after the deduction from those earnings of any amounts required by law to be withheld.

H. Expendable Property.

(1) Property which is consumed, loses its identity, or becomes an integral part of other property when put to use;

(2) Property which, while non-expendable, is administratively considered as expendable because of its high rate of breakage in service, or

(3) Property which has an expected service life of less than one year (example: materials and supplies).

I. Property Loss. The loss, damage, or destruction of property of the United States, and other property under the control of the Service, including inventories of contractor-held Government property.

J. Materials and Supplies. Items necessary for the maintenance, operation, and support of governmental activities without distinction regarding its use for administrative or operational purposes.

K. Museum Property. An assemblage of museum objects collected according to some rational scheme and maintained so it can be preserved, studied, or interpreted for public benefit. Museum objects include prehistoric and historic objects, artifacts, works of art, archival documents, and natural history specimens that are a part of museum collections. Elements, fragments and components of structures which are no longer a part of the original structure are objects of museum property. Museum property does not include those items necessary to display a collection such as exhibit cases, dioramas, special lighting, graphics, replicas, etc.

L. Non-capitalized Property. Includes expendable property and non-expendable property (including items of sensitive property), the acquisition cost of which is below $5,000.

M. Non-expendable Property. Property which has continuing use, is not consumed in use, is of a durable nature with an expected service life of one or more years.

N. Neglect and Negligence. Includes both simple negligence and gross negligence. Simple negligence is the failure or omission to observe, for the protection of Government interests, that degree of care, precaution and vigilance which the circumstances justly demand, whereby the Government suffers the loss, damage, or destruction of property. Gross negligence is an act or omission of the employee(s) which constitutes misconduct, willful negligence, or a wanton and reckless disregard for the property.

O. Personal Property. Property of any kind or an interest therein, except real property and records of the Federal Government. Specifically, personal property includes all equipment; materials and supplies; and museum items which include antiques, artifacts, natural history specimens, and other items of museum collections. It does not include property which is incorporated in, or permanently affixed to, real property.

P. Personal Property Management. A system for controlling the acquisition, receipt, storage, issue, utilization, maintenance, protection, accountability, and disposal of personal property.

Q. Property Accountability. The obligation of the official designated to establish and maintain adequate detailed property accountability records and safeguards to ensure effective control over the property under his/her administrative jurisdiction. This obligation may not be delegated to other employees, although the recordkeeping function, and responsibility for the use, care and safekeeping of property may be assigned to others.

R. Property Responsibility. The obligation of a Service employee for the proper use, care, and safekeeping of property entrusted to or in his/her possession or under his/her supervision.

S. Proprietary Program/Software. A program or software controlled by an owner through the legal right of possession and title. Commonly, the title remains with the owner and its use is allowed with the stipulation that no disclosure of the program or software can be made to any other party without prior agreement between the owner and the user. This applies to privately sold programs, program products offered for sale by vendors, and no-charge software provided by vendors.

T. Related Personal Property. Personal property which is:

(1) An integral part of real property or is related to, designed for, or specially adapted to the functional or productive capacity of the real property and removal of this personal property would significantly diminish the economic value of the real property. Normally, common use items, including but not limited to general-purpose furniture, utensils, office machines, office supplies, or general-purpose vehicles, are not considered to be related personal property; or

(2) Determined by the Administrator, General Services Administration (GSA) to be related to the real property.

U. Reviewing Authority. A management official designated by the Property Management Officer to provide technical and procedural guidance to Boards of Survey. The Reviewing Authority will review and may approve the findings of a Board of Survey, but if he/she disagrees with the findings, will follow the procedures outlined in 310 FW 7.8A(2). The Reviewing Authority must be at least one organizational level above that at which the property being surveyed is/was assigned. The Property Administrator shall appoint a Reviewing Authority for Reports of Surveys emanating from locations in the field.

U. Sensitive Property. Property which is controlled by detailed property accountability records and which is determined to be sensitive by its high probability of theft or misuse, or its susceptibility to pilferage, theft, or misappropriation. Sensitive property shall, at a minimum, include firearms and proprietary programs or software, for which detailed property accountability records will be maintained.