310 FW 7, Report of Survey

A. Request for Relief. Accountable Officers shall request relief of accountability from the Property Administrator for property loss, damage, or destruction by initiation of a Report of Survey, Form DI 103, or a Certificate of Unserviceable Property, depending on the circumstances. Complete documentation is essential, and information provided shall be such that Boards of Survey and other reviewing officials will be able to make impartial decisions concerning the disposition of the property, arrive at findings, and make determinations as to financial liability.

B. Theft or Vandalism. The Accountable Officer will report cases of theft or vandalism to city/county law enforcement authorities, and to facility security forces where appropriate.

(1) Additionally, all thefts will be reported, in writing, to the Federal Bureau of Investigation (FBI). The FBI will conduct an active investigation only in cases where the value of the property stolen or missing is $5,000 or more. Theft reports for items valued at less than $5,000 will be placed in the FBI administrative files for further analysis, but no investigation will be conducted.

(2) All thefts must be reported so that the FBI may analyze reports to determine if a pattern exists that warrants additional investigation.

(3) When thefts of serialized property occur and are reported to the FBI, the FBI will enter the information into the National Crime Information Center (NCIC) computer to facilitate identification and return of recovered items.

C. Time Restrictions. Action shall be initiated as promptly as possible upon discovery of property loss, damage, or destruction. Delays of over 30 days in originating action shall be fully and adequately explained in writing by the Accountable Officer to the Property Administrator.

7.2 Criteria for Report of Survey.

A. Controlled Property. A Report of Survey will be used in the following circumstances:

(1) When controlled property is lost, damaged, or destroyed.

(2) Where fraud or other irregularities appear to be connected with the incident.

(3) Where there is possible employee negligence and/or possible employee financial liability associated with loss, damage, or destruction of personal property.

(4) When an accident has resulted in damage to a Government vehicle. The exception to this policy is an accident in which such damage was obviously and clearly not the result of employee negligence. Otherwise, a Report of Survey is used to determine if the employee should be held financially liable for the Government's loss. The accident shall be investigated and reported in accordance with 240 FW 7. Any determination as to financial liability for motor vehicle damage shall be based on the official report of the investigation, a copy of which will become an attachment to and a part of the Report of Survey.

(5) Any circumstances in which there is a possibility of a claim against the Government in connection with the administration, care, and use of Government property.

B. Accountable Property.

(1) Survey action is not required to document the loss of non-expendable, non-sensitive property with an original acquisition cost below $5,000. However, this does not alleviate the requirement to establish appropriate internal controls over all assets, regardless of cost. A Report of Survey may be submitted at the discretion of the Accountable Officer or Property Officer for accountable but non-controlled property under any of the circumstances described above. (See also 7.9)

(2) If a Report of Survey is not submitted, a note to the record should be prepared by the Accountable Officer to document any losses/disposals. A copy of this record should be retained in the disposal file according to General Records Schedule 3.

C. Exceptions. Report of Survey action shall not be required for the following types of property actions, which are otherwise authorized and/or amply documented, provided that such property is not being transferred or disposed of as a result of damage or destruction:

(1) Transfer of available property to another Accountable Officer within the Service, or within the Department.

(2) Transfers of excess property to other Federal agencies.

(3) Property disposed of under exchange/sale authorities.

(4) When a Certificate of Unserviceable Property is used. (See 7.3)

7.3 Criteria for Certificate of Unserviceable Property

A. A Certificate of Unserviceable Property may be used when the unserviceability is the result of fair wear and tear, and results in the condemnation of property for salvage, reduction to scrap, destruction, abandonment or other determination of unserviceability.

(1) Certificates of Unserviceable Property for items categorized as controlled property must be forwarded to the servicing CGS Office for processing. Procedures are found in 7.5A.

(2) Certificates of Unserviceable Property for items categorized as accountable and non-controlled property may be processed locally by the Accountable Officer. Procedures are found in 7.5B.

B. A Certificate of Unserviceable Property shall not be used in the following circumstances:

(1) Loss, damage, or destruction of weapons, firearms, ammunition, hazardous materials, controlled substances, explosives, or museum property.

(2) Any incident involving a property loss.

(3) Property irregularities (as defined in 7.9) are apparent.

(4) Possible claims against the Government are involved.

(5) There is a need to determine whether or not an employee should be held financially responsible for the loss, damage, or destruction of Government property.

7.4 Procedures for Report of Survey.

A. General. Boards of Survey Officers are appointed by the Property Administrator to investigate the loss, damage, or destruction of Government property, and are required to complete a Report of Survey documenting that investigation and making determinations as to the disposition of the property and financial liability regarding its loss, damage, or destruction. Form DI 103, Report of Survey, will be used to document the detailed results of the investigation, findings, and determinations.

B. Appointment of Survey Officers. When survey action is required it may be conducted by a Board of Survey, a Local Survey Officer, a Travelling Survey Officer, or by a Special Board of Survey. The authorities and restrictions of these boards and officers are shown below.

(1) Standing Board of Survey. A standing Board of Survey may consist of not less than three members, and will be appointed by the Property Administrator. Neither the Accountable Officer, the employee responsible for the property to be surveyed, nor an employee with property management administration responsibilities, shall be a member of the Board of Survey. The members of the standing Board of Survey will be appointed in writing for a period of at least one year. At the time of appointment, the Property Administrator will provide the Board of Survey members with written guidance for the conduct of Boards of Survey. The guidelines will include copies of this chapter and any supplemental instructions governing Boards of Survey.

(2) Local Survey Officer. A Local Survey Officer has the same responsibilities as a Standing Board of Survey but can only be appointed to investigate loss or damage of Government property with an original acquisition cost of less than $5,000.

(3) Travelling Survey Officer. A Travelling Survey Officer has the same authorities, responsibilities, and restrictions as a Board of Survey and acts in lieu thereof. A Travelling
Survey Officer may be appointed by the Property Management Officer or by the Property Administrator. Use of a Travelling Survey Officer is optional. Travelling Survey Officers may conduct surveys, and report findings and recommendations except those relieving themselves or their own administrative supervisors of accountability. If the loss, damage, or destruction involves the relief of accountability for the Travelling Survey Officer or his/her own administrative supervisor, the appointing official must appoint in writing an alternate Travelling Survey Officer for that particular case. At the time of the appointment, the appointing official will provide to the Survey Officer a copy of this chapter. A Travelling Survey Officer may not be an employee with administrative responsibility for the property management program.

(4) Special Boards of Survey. The Director and Regional Directors may establish special Boards of Survey to investigate unusual losses such as those resulting from disaster (e.g., fire, flood, drought, etc.). No limits are imposed upon the size (membership) of Special Boards of Survey; however, all members shall be designated in writing by the appointing authority, and shall be furnished copies of this chapter.

C. Responsibilities of Survey Officers.

(1) General. Survey Officers are responsible for conducting comprehensive investigations; for fully documenting findings and recommendations; and for submitting completed reports for approval.

(2) Convening of a Board of Survey. The Property Administrator shall notify the Board Chairperson or the Survey Officer when a survey requirement exists. The notification will outline the circumstances involved and the reason for the survey requirement. The Property Administrator will also provide the Board Chairperson with all pertinent information regarding the case, including available documentation regarding the property in question. The Board or Chairperson will convene a Board meeting as soon as possible, or within 30 days after the date of notification.

(3) Mission. Boards of Survey and Survey Officers are charged with ensuring that a complete and thorough investigation is conducted; examining and verifying all evidence presented and developed; documenting findings; making written recommendations for disposition of property and other actions; making determinations as to whether employees have committed simple or gross negligence; arriving at findings regarding financial liability as indicated by results of the investigation; and submitting a signed Report of Survey to the proper Reviewing Authority.

(4) Investigations.

(a) Investigations conducted by Boards of Survey shall be objective, comprehensive, and thorough. Every effort shall be made to determine the whereabouts of missing property. Members shall be diligent in utilizing every available source of information, including review of records, and interviews with employees or other persons. They will call for all evidence obtainable and will not limit inquiries to evidence or statements presented by parties in interest. They will examine and verify all evidence presented and available, and arrive at findings and make determinations consistent with the circumstances and conclusions disclosed by such examination. Investigation reports shall document the last known location of missing property; the last known custodian; the events surrounding its loss, damage, or destruction; the results of personal interviews and reviews of records; and other efforts made by the Board to ascertain facts leading to conclusions and supporting any findings.

(b) Where additional data or proof is required, including investigation by local law enforcement personnel to support a finding, it shall be developed by the Board of Survey through impartial investigation in which the interests of the Government are protected. Findings must be supported by logical written determinations. Facts, circumstances, conclusions, and findings must clearly be stated and fully documented particularly when it is determined that an employee has been responsible for simple/ordinary or gross negligence, and subsequently it is determined that an employee or employees should be held financially liable. Complete data regarding the investigation and findings must be available in the event of an employee appeal of the Board's determination.

(5) Continuing Property in Service. Boards of Survey should carefully examine property being surveyed. Where the Board finds that property has further usefulness, either in its present condition or after necessary and cost-justifiable reconditioning, it may recommend that the property be continued in service.

(6) The Report of Survey shall be signed by all Board members, and submitted through the servicing Division of Contracting and General Services office to the Reviewing Authority. The Board Chairperson shall retain a copy for record purposes. If approved, the original will be used as the authority to make appropriate adjustments to the property records, after which a copy will be annotated and forwarded to the Chairperson, Board of Survey by the Property Administrator, or his/her designee. A copy shall also be furnished to the originating office by the servicing Division of Contracting and General Services. (See 7.10 for additional distribution of completed reports.)

D. Employee Involvement

(1) When a Board of Survey investigation is to be conducted, the employee(s) involved will be given due notice of the investigation and will be permitted to submit written, signed statements for the investigative file. Employees and Accountable Officers shall be relieved of accountability and financial liability for lost, damaged, or destroyed Government property when they satisfactorily explain the circumstances surrounding the situation, and the evidence is consistent with such explanation, that, under the circumstances of the case, the loss occurred despite all reasonable care and precautions taken by the individual(s) concerned.

(2) The Chairperson, Board of Survey will send written notification to the employee, who may potentially be held financially liable for lost, damaged, or destroyed property, and afford the employee the opportunity to present his/her written statement of facts to the Board of Survey. Any such statement should be presented to the Board of Survey by the employee within fourteen (14) calendar days from notification, and will become a part of the Report of Survey, and will be considered in the investigation and any subsequent determinations of financial liability. A sample letter which may be used to satisfy this requirement is included as Exhibit 1.

(3) The Board of Survey or Travelling Survey Officer will provide the employee with a copy of the Report of Survey, which includes the findings and determinations, including determinations of the amount of financial liability, if applicable. The employee will be provided a 30-day period in which he/she may provide to the Board or Travelling Survey Officer any additional pertinent information which may have a bearing on the findings and determinations of the Board or Travelling Survey Officer.

(4) An employee may appeal a Board of Survey or Travelling Survey Officer finding of simple or gross negligence and/or financial liability. Appeal procedures are found in 370 DM 550.

7.5 Procedures for Certificate of Unserviceable Property.

A. Controlled Property

(1) Property that is believed by a Service employee to be unserviceable will be reported to the Accountable Officer. The Service employee or Accountable Officer will complete a Certificate of Unserviceable Property, detailing the circumstances surrounding the unserviceability of the property. All information including, but not limited to, description of the property, dates, and locations involved shall be included in the report.

(2) The completed certificate will be reviewed, signed, and forwarded by the Accountable Officer to the servicing Division of Contracting and General Services for a recommendation as to whether the property is or is not unserviceable. If the property is determined to be serviceable and is not needed, excessing procedures will be followed. If the property is determined unserviceable, the certificate will be so annotated and signed by the property official in the Division of Contracting and General Services. The certificate, with the property official recommendation, shall then be forwarded to the Reviewing Authority by the Division of Contracting and General Services.

(3) A review of the completed certificate will be completed by the Reviewing Authority as outlined in 7.8. If approved by the Reviewing Authority, appropriate adjustments will be made to the official property records. The Reviewing Authority may disapprove the certificate if supporting information provided by the employee or the Accountable Officer is inadequate, incomplete, or does not provide sufficient information to justify an adjustment to the property records and relief of accountability. In these instances, the Reviewing Authority will outline the deficiencies, disapprove the action, and specify what additional information is required. The certificate and statements attached thereto will be returned to the originator for additional action. The revised completed certificate and statements will be resubmitted by the originator within 30 days. Upon resubmission, a final determination will be made by the Reviewing Authority.

(4) If destruction action is approved, the certificate will be returned to the originator, final action taken to destroy the property, appropriate entries made on the DI 103A, and the original certificate forwarded to the servicing Division of Contracting and General Services to adjust the property records accordingly. The originating office should keep a copy of the form for its records. In cases other than destruction, the certificate will be used to make appropriate adjustments to the property records, after which a copy will be annotated and forwarded to the initiating office by the servicing Division of Contracting and General Services.

B. Accountable Property.

(1) Accountable Officers have the authority to approve or disapprove Certificates of Unserviceable Property for accountable, non-controlled property which has been rendered unserviceable due solely to fair wear and tear while in service. This authority shall not apply to any other circumstances.

(2) The Service employee or Accountable Officer shall prepare the Certificate of Unserviceable Property. The Accountable Officer shall:

(a) Inspect worn-out property.

(b) Approve or disapprove the Certificate of Unserviceable Property.

(c) Be one of two individuals to witness the destruction and/or reduction to scrap of the property.

(d) File and maintain locally the Certificate of Unserviceable Property according to General Records Schedule 4.

7.6 Determination of Liability. When Government property is lost, damaged, or destroyed, the Board of Survey will determine whether the employee involved was negligent, and whether such negligence resulted in the loss, damage, or destruction of Government property. In any instance where employee negligence resulted in the loss, damage, or destruction of Government property, the Board will use the following guidelines in arriving at its findings pertaining to the financial liability of an employee:

A. Employer Liability. Employees will not be held financially liable for loss, damage, or destruction attributable to inadequate instruction, inexpert use or inherent defects in the property. A supervisor or management official who fails to provide an employee with adequate instruction, or authorized the inexpert use of property may be found responsible by a Board of Survey for the property loss, damage, or destruction, and held financially liable for the amount of loss, damage, or destruction as determined by the Board of Survey.

B. Employee Liability. Under circumstances other than the above, employees will be held financially liable when a thorough investigation determines that the:

(1) Property was lost, stolen, damaged, or destroyed as a result of its being used for other than official purposes; or

(2) Loss, damage, or destruction was due to simple or ordinary neglect or negligence, which is an act or omission of the employee(s) in which the employee(s) failed to exercise the degree of care, precaution, attention, and vigilance necessary for protecting the interests of the Government, or the failure to exercise that degree of care which a prudent person would exercise under like circumstances; or

(3) Loss, damage, or destruction was due to gross negligence, which is an act or omission of the employee(s) which constituted misconduct, willful negligence, or a wanton and reckless disregard for the property.

C. Financial Liability. Relief from responsibility and financial liability will be denied when loss, damage, or destruction is the result of intent to defraud, simple or ordinary neglect or negligence, gross or willful or wanton negligence or misconduct, or failure to follow standards or procedures prescribed and disseminated by written or oral means by the Property Administrator, Custodial Officer, or other responsible official.

(1) In the case of missing property where the employee is unable to produce the property and is unable to explain meaningfully the circumstances under which it disappeared, the Board shall determine whether the employee had, or should have had, adequate unrestricted control over the custody of the property, and whether the employee acted in a reasonable or prudent manner in the care and protection of Government property. In instances where custody and control were impaired, the Board should recommend that the employee be relieved of financial liability.

(2) Financial liability shall not be imposed on employees who produce evidence and information which, in the Board's opinion, substantiate that circumstances beyond the employee's control impaired the custody, protection, and control of such property.

D. Relationship with Disciplinary Actions. Any deliberation as to the question of an employee's financial liability must be completely separate and apart from, and without prejudice to, any personnel action that may be under consideration (e.g., admonishment, reprimand, suspension, reassignment, demotion, etc.). The assessment of financial liability is not to be used in lieu of, or as a form of, disciplinary action. Some cases may merit both actions; it is also possible that some cases may merit one or the other of those actions.

7.7 Determining Amount of Financial Liability. When the Board of Survey finds that an employee should be held liable for property loss, damage, or destruction, the Board will determine and specify in writing the exact dollar amount of financial liability for which the employee should be held liable. The amount of liability assessed the employee shall be determined as follows:

A. Simple Negligence (Excluding Motor Vehicles). The amount of financial liability assessed the employee by the Board of Survey in cases where property loss, damage, or destruction was the result of simple or ordinary negligence, shall be:

(1) Damage. The estimated or actual cost of repairs for damage that was a direct result of the incident, regardless of whether or not the property is repaired; or the replacement cost for a comparable item, whichever is less. Consideration will be given to original acquisition cost, current fair market value, expected useful life, depreciation, condition, and age, and value to the Government, as compared to replacement costs for a comparable item. In no case will the employee be assessed more than one month's disposable pay.

(2) Loss or Destruction. The amount of liability for property which was lost or destroyed as a result of simple negligence will be the value of the property lost or destroyed, based upon the original acquisition cost, current fair market value, expected useful life, depreciation, condition and age, credit for salvage, and value of the property to the Government at the time of its loss or destruction. Replacement costs will also be considered if the cost of a comparable replacement item is less than the original acquisition cost of the property lost or destroyed or the depreciated value of the property in question. In no case will the employee be assessed more than one month's disposable pay.

B. Simple Negligence (Motor Vehicles).

(1) When a Board of Survey finds that an employee should be held liable for property loss, damage, or destruction of a Government motor vehicle, which resulted from an act of simple negligence, the employee shall be held financially liable for either $200, or the amount of loss, damage, or destruction, whichever is less. In determining the amount of loss, damage, or destruction, the Board must consider such factors as original acquisition cost, expected useful life, depreciation, condition and age, credit for salvage, and value of the property to the Government at the time of its loss or destruction.

(2) This policy is established because the Government is a self-insurer of motor vehicles, which simply means that the Government carries no commercial insurance. Employees are unable to protect themselves from catastrophic losses with regard to motor vehicle accidents as they would be able to do in the private sector, because the insurance industry generally will not provide a Government employee coverage for operation of a Government vehicle. The maximum amount of liability is based upon the standard insurance industry deductible benefits which would occur if an employee were operating his/her privately-owned vehicle.

C. Gross Negligence. When a Board of Survey finds that an employee should be held liable for property loss, damage, or destruction resulting from gross negligence of the employee, the amount of liability shall be determined as follows:

(1) Damage. The amount of financial liability for property damage shall be the estimated or actual cost of repairs for damage that was a direct result of the incident, regardless of whether or not the property is repaired. The amount of financial liability for which the employee is held liable shall be the full amount of the loss suffered by the Government, taking into consideration such factors as original acquisition cost, expected useful life, depreciation, condition and age, credit for salvage, and value of the property to the Government at the time of damage. The amount of financial liability for which the employee is held liable shall be the full amount of the loss suffered by the Government. Payment should be construed simply as reimbursement to make the Government whole.

(2) Loss or Destruction. The amount of financial liability for property loss or destruction shall be the estimated or fair market value of the property taking into consideration such factors as original acquisition cost, expected useful life, depreciation, condition and age, credit for salvage, and value of the property to the Government at the time of its loss or destruction. The amount of financial liability for which the employee is held liable shall be the full amount of the loss suffered by the Government. Payment should be construed simply as reimbursement to make the Government whole.

7.8 Reviewing Authority.

A. Report of Survey

(1) Assignment. The Reviewing Authority for Reports of Survey shall be the Property Management Officer or his/her designee (e.g., Property Administrators). In all cases, the Reviewing Authority must be at the next higher organizational level than that at which the property was assigned. For example, if a field office conducts a survey, and Board members are from that field activity, review must occur at the Regional level. If the property surveyed was assigned to a Regional Office, and Board members are assigned at the Regional level, the review must occur at the Washington office level. Regional authority may be delegated, but not lower than the employee responsible for the property management program in the Region (Assistant Regional Director - Budget and Administration). A Reviewing Authority shall not be a member of the Board of Survey which acted in the particular case under consideration. Under no circumstances shall a Reviewing Authority be the Accountable Officer for the property involved.

(2) Board Findings. Findings of a Board of Survey shall be final and are not subject to change or modification by the Reviewing Authority. The Reviewing Authority may return a Report of Survey to the Board of Survey for reasons of technical insufficiency, or inadequate documentation. If the Reviewing Authority disagrees with the Board of Survey's findings and determinations, he/she shall prepare a written statement outlining reasons for such disagreement, which will become an attachment to and a part of the Report of Survey. The Report of Survey, along with the Reviewing Authority's statement, shall be forwarded to the Property Management Officer, or his/her designee for resolution.

B. Certificate of Unserviceable Property

(1) Controlled Property. The Reviewing Authority will be the same as in 7.8A(1).

(2) Accountable, Non-Controlled Property. No Reviewing Authority is necessary.

7.9 Property Irregularities. Property irregularities, including property loss, damage, and destruction cases, shall be investigated by Boards of Survey in accordance with the following procedures.

A. Investigation Requirement. The Departmental Manual, 355 DM 2, requires additional investigation of property irregularities when the situation warrants. The provisions in the Departmental Manual pertaining to Office of Inspector General (OIG) investigations are in addition to Boards of Survey requirements, and do not relieve property officials from ensuring that appropriate Board of Survey actions are conducted.

B. Property Irregularities Defined. Examples of property irregularities include:

(1) Loss, damage, or destruction to Government property in which the total loss suffered is in excess of $10,000, either in the aggregate for a single incident, or for a single item.

(2) Repetitive losses of a particular type of property or recurring losses at a given location.

(3) Losses of a suspicious nature.

(4) Evidence of serious misconduct or irregularity (fraud, falsification of records, etc.).

(5) Known, suspected, or alleged waste, fraud, or abuse affecting the personal property program, or misappropriation of Government property.

(6) Loss or theft of a firearm or weapon, ammunition, explosives, hazardous materials, or controlled substance.

C. Responsibilities.

(1) Boards of Survey or Travelling Survey Officer. If in the course of the investigation there exists evidence of property irregularities as outlined in 7.9, the findings will be referred to the Director or designee for review, and possible submission to the OIG.

(2) Director. Reports forwarded due to evidence of property irregularities shall be reviewed by the Director or designee to determine whether the case should be referred to the OIG. When it is determined that property irregularities as defined in 7.9 exist, the initial findings, and all of the pertinent documentation shall be forwarded to the Assistant Inspector General for Investigations by the Director or designee. A copy of each case referred to the OIG will also be provided to the Director, Office of Acquisition and Property Management, for review. No further investigations or disciplinary actions will be taken by the Board of Survey or by other Service personnel pending the outcome of the OIG review.

7.10 Distribution. In addition to the distribution requirements in 7.4C(6) and 7.5B(1)(d), copies of completed Certificates of Unserviceable Property and Reports of Survey shall be distributed as shown below. The following requirements outline minimum distribution of reports.

A. Certificates of Unserviceable Property. One copy of each completed Certificate of Unserviceable Property for controlled property will be forwarded to the Property Administrator, or his/her designee for review and final approval. A copy of the approved certificate will then be forwarded to the appropriate property office.

B. Reports of Survey. The Property Management Officer shall forward one copy of approved Form DI-103, Report of Survey, to the Office of Acquisition and Property Management, Office of the Secretary, when the documented loss, damage, or destruction to the property is over $20,000.

7.11 Relief of Accountability. Missing property will not be removed from the property records until the Board of Survey completes the Report of Survey, submits it to the Reviewing Authority, the Reviewing Authority has approved the Report of Survey, and returns it to the property staff. The approved Report of Survey will then serve as the authority for deletion of the item(s) from the property accountability records.

7.12 Destruction or Reduction to Scrap. Where approved Reports of Survey direct the destruction or reduction to scrap of property, such disposition shall be witnessed by two employees, one of which shall be a member of the Board. In instances where a member of the Board cannot witness the reduction of property to scrap, the Board shall appoint an alternate official to serve as witnessing officer. The witnessing officer may not be the Accountable Officer or a previous custodian of the property.

7.13 Reimbursement to the Government.

A. Billing the Employee. When it is determined by the Board of Survey that an employee should be held liable for Government property loss, damage, or destruction and that determination has been approved by the Reviewing Authority, the Government will establish its claim against the employee by billing the employee. Payment of such billing does not convey title to the property to the employee; rather, payment should be construed simply as reimbursement required to make the Government whole.

B. Establishing Receivable Accounts. A copy of the approved Report of Survey, which specifies the amount of financial liability, must be forwarded to the Division of Finance with a memorandum requesting that the employee be billed for the amount liable. This memorandum, which is the determination of indebtedness, shall be signed or concurred with, in writing, by the Director or designee.

(1) When it is determined that an employee is financially indebted to the United States Government, the amount of indebtedness may be collected in monthly installments, or at officially established pay intervals, by deduction from the current pay account of the individual. The deductions may be made from basic pay, special pay, incentive pay, retired pay, retainer pay, or in the case of an individual not entitled to basic pay, other authorized pay. The amount deducted for any period may not exceed 15 percent of disposable pay, except that a greater percentage may be deducted upon the written consent of the individual involved. If the individual retires or resigns, or if his/her employment or period of active duty otherwise ends before collection of the amount of indebtedness is completed, deduction shall be made from subsequent payments of any nature due the individual from the agency concerned.

(2) If an employee found by a Board of Survey to be financially liable is no longer employed by the Service, all pertinent papers shall be forwarded to the Property Management Officer through the Division of Contracting and General Services. The Property Management Officer will provide the Report of Survey to the Division of Finance, who will forward a copy of the Report of Survey, with a letter of explanation, to the head of the employing agency or his/her designee, requesting that action be taken in accordance with 410 DM 114-60.812-9 to collect the amount of indebtedness.

(3) If an employee found by a Board of Survey to be financially liable is no longer employed by the Federal Government and no longer is due any Federal monies from which the indebtedness can be collected, the Division of Finance may send the ex-employee a Bill of Collection. If the debt is not honored and no payment is received, the Division of Finance may take action to turn over the debt collection to a debt collection contractor for collection action.

(4) The Department of the Interior's Office of Personnel has issued detailed procedures for recovery of debts owed to the United States Government through salary offset. These procedures can be found in 370 DM 550, Subchapter 10, Debt Collection by Salary Offset. That subchapter includes detailed procedures for entitlement to notice, hearing, written response, and final decision, and timeframes for those actions.