Section 114-60.1 -- Personal Property Administration

114-60.1 -- Personal Property Administration

114-60.100 -- Definitions

Terms used in Part 114-60 are defined as follows:

1. Accountable Officer. A Government employee assigned overall responsibility for a specified group of personal property items and responsible for ensuring the establishment and maintenance of accountability records to provide for effective overall control over that property. Accountable Officers are usually the individuals in charge of a region, area, project, park, refuge, office, etc.
    
2. Accountable Property. Non-expendable personal property with a useful life of two years or more for which accountability or property control records are maintained, and which may or may not be charged to a general ledger control account. Accountable property includes system-controlled, bureau-managed, capitalized, non-capitalized, sensitive, leased and contractor-held property, and stores property. (Also see IPMD 114-60.200.)
    
3. Acquire. To procure, purchase, or obtain in any manner, including transfer, acquisition from excess, lease, loan for a period of 6 months or more, donation or forfeiture, manufacture, or production at Government-owned plants or facilities.
    
4. Acquisition Cost. The amounts paid to acquire assets including handling, storage, packing, shipping, transportation, installation, and related costs of obtaining the assets in their current form and place, less prompt payment or other discounts. For items received as a result of donation or transfer (without reimbursement), a fair market value or actual value at the time of receipt will be established. That value, plus any other related costs included above, will represent the acquisition cost.
    
5. Ammunition. Small arms ammunition or cartridge cases, primers, bullets, or smokeless propellants designed for use in small arms, including percussion caps, 3/32 inch and other external burning pyrotechnic hobby fuses. The term does not include black powder.
    
6. Betterment. An enhancement to a given piece of equipment that adds value or increases the capability of the item, or extends the useful life one or more years. Betterments meeting, or exceeding, the capitalization threshold for personal property must be recorded as a separate item in the bureau/office property and financial records.
    
7. Bureau-Managed Property. Personal property with an original acquisition cost of less than $5,000, excluding sensitive property, that is managed according to bureau/office policy.
    
8. Bureau/Office. This refers to all Departmental bureaus, as well as the Office of the Secretary, Office of Surface Mining, etc.
    
9. Capitalized Property. Non-expendable property, (excluding stewardship property, plant, and equipment) with a useful life of two years or more, and an acquisition cost at, or above the capitalization threshold. It does not include property acquired through loan or museum property. Property converted to ownership at the end of a lease period may be capitalized.
    
10. Cognizant Employee. Any employee who utilizes Government property, and therefore is responsible for the proper and reasonable care, use, safekeeping and return of such property.
     
11. 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 terms where title is vested in the Government. Contractor records of Government property established and maintained under the terms of an agreement are the Government's official Government property records. However, Government property managers are required to maintain records of capitalized Government personal property provided to a contractor under the terms of a contract and to report such property to the general ledger financial accounts.
     
12. Custodial Officer. An official who is responsible for the daily control and supervision of personal property assigned to them.
     
13. Disposable Pay. The remainder of an individual's pay after the deduction of any amount required by law to be withheld
     
14. Excess Personal Property. Any personal property under the control of any Federal agency which is not required for its needs and the discharge of its responsibilities, as determined by the head thereof, or designee.
     
15. Expendable Property. Non-sensitive property with a normal life expectancy of less than two years and an acquisition cost of less than $300. It is usually consumed in the normal course of its use, or becomes an integral part of another item.
     
16. Explosives. Any chemical compound, mixture, or device, the primary or common purpose of which is to function by explosion. The term includes, but is not limited to, dynamite and other high explosives, black powder, pellet powder, initiating explosives, detonators, safety fuses, squibs, detonating cord, igniter cord, and igniters.
     
17. Fair Market Value. The estimated price that both a buyer and seller would willingly agree to when neither party is under undue pressure to complete the transaction.
     
18. Government-Furnished Property. Government property that a contracting officer authorizes a contractor to use for performance of a Government contract, grant, agreement, memorandum of agreement, etc.
     
19. Hazardous Materials. Solid, liquid, or gaseous waste, or combination of these wastes, which because of its quantity, concentration or physical, chemical, or infectious characteristics may cause or significantly contribute to an increase in mortality or an increase in serious irreversible or incapacitating illness or pose a substantial present or potential hazard to human health or the environment when improperly treated, stored, transported, disposed of, or otherwise managed.
     
20. Head of Agency. The Secretary of the Interior.
     
21. Heavy Equipment (Also Motorized Equipment). Any item of equipment which is self-propelled or drawn by mechanical power, and is designed principally to be operated off highways. Includes construction and maintenance equipment, materials handling equipment, forestry and agricultural equipment, vessels, aircraft, and aircraft ground support equipment.
     
22. Materials and Supplies. Consumable items for the construction, maintenance, operation, and support of governmental activities without distinction regarding use for administrative or operational purposes.
     
23. Motor Vehicle. Any vehicle, self-propelled or drawn by mechanical power, which is designed to be principally operated on highways or to transport property or passengers. This term includes, but is not limited to, motorcycles, sedans, station wagons, carryalls, ambulances, specialized mounted equipment and truck chassis with special purpose bodies (i.e., fire trucks, garbage trucks, etc.).
     
24. Museum Property. (sensitive, non-capitalized) An assemblage of museum objects collected according to some rational scheme and maintained so they can be preserved, studied, or interpreted for public benefit. Museum objects include prehistoric and historic objects, artifacts, works of art, non-record archival documents (see 380 DM 1.11 and 1.12), and natural history specimens that are a part of museum collections. Elements, fragments and components of structures are objects if they are no longer a part of the original structure. Museum property does not include those items necessary to display a collection such as exhibit cases, dioramas, special lighting, graphics, replicas, etc. (Also see 411 DM.)
     
25. Non-Capitalized Property. Personal property with an acquisition cost below the approved capitalization threshold.
     
26. Non-Expendable Property. Property which has a continuing use; is not consumed in use; is of a durable nature with an expected service life of two or more years; and has an acquisition cost of $300 or more, or is identified as sensitive property.
     
27. Neglect or Negligence. Includes both simple negligence and gross negligence.

    Simple Negligence is the failure to exercise that degree of care which a prudent person would exercise under like circumstances.

    Gross negligence is an act or omission which constitutes misconduct in accordance with 370 DM 752, or a wanton and reckless disregard for the property.
     

28. Personal Property. Property of any kind or an interest therein, except (1) real property, (2) records of the Federal Government, and (3) naval vessels of the following categories: battleships, cruisers, aircraft carriers, destroyers, and submarines. Specifically, personal property includes all equipment; materials and supplies; and museum objects. It does not include property which is incorporated in, or permanently affixed to, real property.
     
29. Personal Property Management. All functions necessary for the proper determination of need, source, acquisition, receipt, accountability, utilization, maintenance, rehabilitation, storage, distribution, and disposal of personal property.
     
30. Property Accountability. The assigned responsibility and liability associated with the management of Government property. It includes the responsibility for establishing and maintaining property records, safeguarding property and ensuring its proper use, as well as submitting required reports. It also includes the liability associated with loss, theft, damage, or destruction of Government property.
     
31. Property Administrator. A senior management official at a major organizational element (region/area or comparable office) who is responsible for the program control and administration of personal property for a major organizational or geographic area. The Property Administrator is responsible for dissemination and implementation of policy and guidance to subordinate or serviced offices.
     
32. Property Loss. The damage to, or loss, theft, or destruction of Government property.
     
33. Property Management Officer (PMO). (One per bureau/office) An individual responsible for the overall administration, coordination, and control of the personal property management program of a bureau/office.
     
34. Property Responsibility. The obligation of an individual to properly use, care for, and safeguard property entrusted to or in their possession or under their direct supervision.
     
35. Receiving Officer. An individual designated in writing by the Accountable Officer to receive property, goods, or services at a location.
     
36. Related Personal Property. Any personal property:
     
    • Which is 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
       
    • Which is determined by the Administrator, General Services Administration (GSA) to be related to the real property. (Also see FPMR 101-47.103-13.)
37. Reviewing Authority. A management official designated by the head of the bureau/office or the Property Management Officer to provide technical and procedural guidance to Boards of Survey/Survey Officers. (Also see IPMD 114-60.805.)
     
38. Sensitive Property. Property that is system-controlled, regardless of value, by detailed accountability records. Sensitive property must, at a minimum, include firearms and museum property. Bureaus and offices may develop additional categories of property that they determine to be sensitive and for which detailed property accountability records will be maintained.
     
39. Shelf Stock. Small quantities of expendable property located near end-users for their convenience and for immediate use. Quantities of each line item of shelf stock are large enough to meet immediate operating needs but small enough to informally control for the prevention of waste and misuse.
     
40. Stores property. Expendable or non-expendable property acquired for future use, usually in substantial quantity, charged to a general ledger stores account, and controlled in an inventory system.
     
41. Surplus Personal Property. Any excess personal property not required for the needs and the discharge of the responsibilities of all Federal agencies, as determined by the Administrator of the General Services Administration, or designee.
     
42. Survey Action. Official action taken by a Board of Survey or a Survey officer involving the investigation into the loss, theft, damage, or destruction of Government property; or the determination of unserviceability of Government property.
     
43. System-Controlled Property. Property with an original acquisition cost of $5,000 or more, and sensitive property, regardless of cost. System-controlled property must be recorded and controlled in a bureau/office property management system.

114-60.101 -- Supplemental regulations

The head of each bureau and office shall issue supplemental instructions, or procedures as necessary, consistent with the provisions of this Part, for implementation of these Interior Property Management Directives (IPMD), 410 DM Addition to IPMD.

114-60.102 -- Compliance reviews

The heads of bureaus and offices shall conduct Property Management Reviews(PMR) of regional, area, and comparable field office levels, not less often than every four years. In addition, heads of regional, area, and comparable field offices shall conduct PMRs of their subordinate offices not less often than every four years. PMRs shall be conducted in accordance with the Department of the Interior Review Guideline issued by the Office of Acquisition and Property Management.

114-60.103 -- Property management forms

Department of the Interior forms are provided for use in carrying out the provisions of Part 114-60. These forms may be modified by bureaus or offices to accommodate individual needs. Modified forms must contain at least all of the data required on the Departmental forms. Bureau or office form numbers shall be assigned to modified forms