Department of Commerce Personal Property Management …

Department of Commerce Personal Property Management Manual

December 5, 2017

Office of Financial Management Office of Administrative Programs Personal Property and Transportation Division, 202-482-5054

TABLE OF CONTENTS

1.0

GENERAL ............................................................................................................ 13

1.0.1 Scope of Chapter ..................................................................................................... 13

1.1 Purpose........................................................................................................................... 13

1.2 Goals and Objectives ..................................................................................................... 13

1.3 Executive Summary ....................................................................................................... 13

1.3.1 Introduction ............................................................................................................. 13

1.3.2 Authority for Manual .............................................................................................. 14

1.3.3 The PPMM and the FMR........................................................................................ 14

1.3.4 Publication and Distribution ................................................................................... 14

1.4 Applicability .................................................................................................................. 14

1.5 Authorities and References ............................................................................................ 15

1.5.1 Authorities and Responsibilities ............................................................................. 15

1.5.2 Basis for Delegation of Authority and Assignment of Responsibilities ................. 15

1.5.3 Delegation of Authority .......................................................................................... 15

1.5.4 References ............................................................................................................... 16

1.6 Supplementary Personal Property Manuals ................................................................... 16

1.7 Changes, Updates, and Deviations................................................................................. 17

1.7.1 Changes and Updates to the PPMM ....................................................................... 17

1.7.2 Deviations ............................................................................................................... 17

1.8 Inherently Governmental Functions .............................................................................. 18

2.0

PERSONAL PROPERTY MANAGEMENT PORTFOLIO ........................... 20

2.0.1 Scope of Chapter ..................................................................................................... 20

2.1 Property Management and Personal Property Organizations ........................................ 20

2.1.1 Property Management Executive Council (PMEC)................................................ 21

2.1.2 Interagency Committee on Property Management (ICPM) .................................... 21

2.1.3 Property Management Officer's Meeting ............................................................... 21

2.1.4 National Property Management Association (NPMA) ........................................... 21

2.1.5 American Society for Testing and Materials (ASTM) International ...................... 22

2.2 Personal Property Management Grade Levels, Roles, and Responsibilities ................. 22

2.2.1 Grade Level Recommendations for Property Officials (POs) ................................ 22

2.2.2 General Departmental Responsibilities................................................................... 23

2.2.3 Departmental Property Management Officer (DPMO) .......................................... 24 2.2.4 Departmental National Utilization Officer (DNUO) .............................................. 25 2.2.5 Property Management Officer (PMO) .................................................................... 25 2.2.6 Property Accountability Officer (PAO) .................................................................. 27 2.2.7 Property Custodian (PC) ......................................................................................... 28 2.2.8 National Utilization Officer (NUO) ........................................................................ 29 2.2.9 End User.................................................................................................................. 29 2.2.10 Government Contractors ......................................................................................... 30 2.3 Change Management ..................................................................................................... 31 2.3.1 Entering and Separating on Duty ............................................................................ 31

2.3.1.1 Entering on Duty ................................................................................................. 31 2.3.1.2 Separating from Duty .......................................................................................... 31 2.4 Types of Personal Property Assets ................................................................................ 32 2.4.1 General .................................................................................................................... 32 2.4.1.1 Capital Assets ...................................................................................................... 32 2.4.1.2 Non-Expendable Personal Property .................................................................... 33 2.4.1.3 Capitalized Personal Property ............................................................................. 33 2.4.1.4 Non-Capitalized Personal Property ..................................................................... 33 2.4.1.5 Expendable Personal Property............................................................................. 33 2.4.1.6 Accountable Personal Property ........................................................................... 33 2.4.2 Heritage Assets ....................................................................................................... 34 2.4.3 Firearms .................................................................................................................. 34 2.4.4 Sensitive Property ................................................................................................... 34 2.4.4.1 Sensitive Items List ............................................................................................. 35 2.4.5 Fleet......................................................................................................................... 36 2.4.5.1 Motor Vehicles .................................................................................................... 36 2.4.5.2 Vessels ................................................................................................................. 36 2.4.5.3 Aircraft ................................................................................................................ 36 2.4.6 Gifts and Decorations.............................................................................................. 37 2.4.7 Classified Personal Property ................................................................................... 37 2.4.8 Property Owned by Personnel................................................................................. 37 2.4.9 Contractor-Owned Property .................................................................................... 37

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2.4.10 Other Personal Property .......................................................................................... 38

2.5 Capitalized Property....................................................................................................... 38

2.5.1 Integration of Personal Property Records and Financial Accounts ........................ 38

2.5.1.1 Capitalization Thresholds .................................................................................... 38

2.5.1.2 Personal Property Bulk Purchase ........................................................................ 38

2.5.2 Capitalization .......................................................................................................... 38

2.5.2.1 Standards for Capitalization ................................................................................ 38

2.5.2.2 Personal Property Capitalized Based on Cost ..................................................... 38

2.5.2.3 Personal Property Not Requiring Capitalization ................................................. 39

2.5.2.4 Pricing of Personal Property for Accounting Purposes....................................... 39

2.5.3 Depreciation ............................................................................................................ 39

2.5.3.1 Standards and Methods........................................................................................ 39

2.5.4 Reconciliation of Property Accountability Records and Financial Accounts......... 39

2.5.4.1 Reconciliation of Property Records..................................................................... 40

2.6 Records Management and Reporting Requirements...................................................... 40

2.6.1 Records of Accountable Personal Property ............................................................ 40

2.6.2 Maintaining Property Records ................................................................................ 40

2.6.3 Data Element Standardization................................................................................. 41

2.6.4 Reinstating Asset Records ...................................................................................... 42

2.6.5 Reporting Requirements ......................................................................................... 42

2.6.5.1 GSA Reporting .................................................................................................... 42

2.6.5.2 State Department Reporting for Foreign Gifts .................................................... 43

2.7 Monitoring and Oversight Functions ............................................................................. 43

2.7.1 Metrics (Scorecards) ............................................................................................... 43

2.7.1.1 Controls Affecting Personal Property Bubble Chart ........................................... 43

2.7.1.2 DOC Mobile Computing Device Accountability Matrix .................................... 43

2.7.2 Physical Inventory Verification .............................................................................. 44

3.0

PERSONAL PROPERTY OFFICIAL TRAINING ......................................... 46

3.0.1 Scope of Chapter ..................................................................................................... 46

3.0.2 Policy ...................................................................................................................... 46

3.1 Goals .............................................................................................................................. 46

3.1.1 Professional Development ...................................................................................... 46

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3.2 Applicability .................................................................................................................. 47

3.3 Property Official Knowledge, Skills, and Abilities ....................................................... 47

3.3.1 Property Official Knowledge, Skills, and Abilities ................................................ 47

3.3.1.1 Property Management Knowledge ...................................................................... 47

3.3.1.2 Information Technology Knowledge .................................................................. 47

3.3.1.3 Ethics Knowledge................................................................................................ 48

3.4 Eligibility, Designation, and Appointment with Certification Procedures .................... 48

3.4.1 Eligibility and Performance Criteria ....................................................................... 48

3.4.2 Designation ............................................................................................................. 49

3.4.3 Appointment with Certification .............................................................................. 49

3.5 Property Training and Refresher Training Requirements.............................................. 50

3.5.1 Mandatory Training Requirements ......................................................................... 50

3.5.2 Refresher Training Requirements for Certified Property Officials ........................ 51

3.6 Separation, Extended Leave of Absence, Cancellation, and Waiver Guidelines .......... 53

3.6.1 Separation................................................................................................................ 53

3.6.2 Extended Leave of Absence and Vacant Property Official Roles .......................... 53

3.6.3 Cancellation ............................................................................................................ 53

3.6.4 Waivers for Training ............................................................................................... 54

4.0

ACQUISITION OF PERSONAL PROPERTY ASSETS ................................ 55

4.0.1 Scope of Chapter ..................................................................................................... 55

4.1 Property Management Role in Acquisition.................................................................... 55

4.1.1 Acquisition Planning............................................................................................... 55

4.1.2 Identifying the Need for Personal Property Assets ................................................. 55

4.1.3 Sustainable Acquisition........................................................................................... 56

4.2 Acquiring Assets ............................................................................................................ 56

4.2.1 Reutilization ............................................................................................................ 56

4.2.2 National Utilization Officer (NUO) ........................................................................ 56

4.2.3 GSAXcess? and Transfers from Other Departments or Agencies......................... 57

4.2.4 Exchange, Sale, or Replacement Property .............................................................. 58

4.2.5 Acquiring Through Procurement ............................................................................ 58

4.2.5.1 Electronic Product Environmental Assessment Tool (EPEAT?) ....................... 58

4.2.5.2 DOC Procurement ............................................................................................... 59

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