2 Personal Property This guide is a short overview of personal property policies and procedures to help employees who are assigned property management responsibilities. In this guide, the term “PMO” refers to the individual that is responsible for property management oversight as well as the individual responsible for performing property functions, at Area or location. This may be the property management specialist, property technician, realty specialist, LAO, or clerk. We condensed existing policies, included …

8 1. Property Management Officers (PMO’s). PMO’s are responsible for establishing and implementing property management policies and programs to: $ ensure maximum use of agency assets, $ operate adequate inventory control and accountability systems, and $ properly report and dispose of excess property. AFM’s Acquisition and Property Division (APD), is responsible for the REE property program, delegating responsibility to the Property and Support Branch (PSSB) , who serves as the REE PMO. For the ARS field, through the AAO, the Area property management officer (APMO) manages the Area-wide program, overseeing locations, where the location administrative officer (LAO) is the PMO. PMO’s may delegate property functions to other employees. However, the PMO maintains official responsibility ( See Exhibit A for Responsibility Chart.) In this guide, “PMO” refers to employees who are responsible for property oversight and for performing property functions, such as the property management specialist, property technician, realty specialist, LAO, or clerk. 2. Accountable and Sensitive Property. Accountable property is: $ Government property with an acquisition cost of $5,000 or more, $ Capital Leases (lease to own) with an acquisition cost of $5,000 or more, and $ Items ARS determined sensitive; which are firearms and law enforcement badges (regardless of cost). Areas/locations may determine other items as sensitive. PMO’s will maintain the official inventory of all accountable/sensitive property in the Property Management Information System (PMIS/PROP). 3. File Management. Establish property files that show a clear audit trail of acquisition to disposal, including documenting physical inventories, accountable acquisitions, transfers, and reports of excess or unserviceable property. PSSB recommends: APO Files . Establish a consolidated file for each APO, maintaining all property activities for each APO. Use a 6-part folder that provides a separate section for each property activity: $ Physical Inventories, $ Accountable Acquisitions, $ Excess/Unserviceable Documents, $ Transfers Documents, $ Donation Programs, and
9 $ Correspondence/Miscellaneous. Motor Vehicle Files. Establish an individual file for each vehicle that includes: $ Certificate of origin, $ Purchase Document, $ Maintenance/Operational Records, $ Mechanical and Safety Inspections, and $ Log sheets. General files. Establish the following general property management general files: $ Non-Accountable Excess, $ Property Management, $ Property Passes, $ Donation Programs (for annual reports), $ General Vehicle Management, and $ Home-to-Work Authorization. Retention Schedules: According to the National Archives General, Agencies will maintain acquisition documents through the life cycle of the item. Ensure the official APO file contains copies of supporting purchase documents for all active inventory items. Other retention schedules for property are: GRS Number and Title Details Destroy Date No. 8- Plant Equipment Acquisition document of inventory item Through Life Cycle of Item Inventory report Maintain Current Copy No. 4 – Disposal Records Excess Records 3 yrs after disposal Sold under $25,000 (includes all sales documentation) 3 yrs after payment Sold over $25,000 (includes all sales documentation) 6 years after payment Transfers 2 years after transfer No. 10 – Motor Vehicles General correspondence not listed when 2 years old Maintenance records, service & repair when 1 year old. * Accident Files, investigative reports. 6 years after case is closed …

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