Reclamation Supplement to Federal Property Management Regulations

Part 60 Property Accountability

Subpart 114S-60.1 Personal Property Administration


114S-60.100(a) Accountable Officer.

(a) The head of an operating office will be the Accountable Officer for Government property held or acquired by that office. Primary responsibilities of this officer are:

(1) Safeguarding of the property;

(2) Enforcing measures to prevent loss, theft, misuse, or abuse of the property;

(3) Maintaining proper records for the property; and

(4) Preventing unauthorized use or misappropriation of the property.

Accountability carries the pecuniary liability for all property - real, personal, and museum property - under the jurisdiction of the office. The Accountable Officer may be held liable for loss, theft, or damage to property and can be charged under the Debt Collection Act of 1982 (Public Law 97-365) to the full extent of the Government's loss.

(b) Except as noted below, this accountability may not be delegated to other officers or employees. Recordkeeping functions and responsibility for safekeeping, care, custody, and use of property may be assigned to others. All redelegations must be in writing in accordance with 410 DM 114-60.205.

(1) The Director, Reclamation Service Center (RSC); Regional Directors; Area Managers; and the Director, Administrative Service Center, may designate their principal administrative officer as Accountable Officer. The Director, Operations, is designated Accountable Officer for the Commissioner's Office. All redelegations must be in writing, with a copy furnished to the RSC, D-7910. Redelegations will not operate to relieve the office head of responsibility for observance of regulations in regard to the preservation, use, and management of property.

(c) The contracting officer, grant officer, or management official administering a contract, grant, or legal instrument will be the Accountable Officer for Government in accordance with 114-60.202-4(b).

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114S-60.100(a)(1) Accountable Officer's Signature.

Documents which require the signature of the Accountable Officer must be signed by the designated officer personally. In cases of extended leave of absence or detail assignment, documents such as reports of survey may be forwarded to the next higher approving authority without the Accountable Officer's signature. A transmittal letter should explain the circumstances involved.

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114S-60.100(c) Acquire.

(a) Personal property is acquired by the following methods:

(1) Transfer from other Reclamation offices;

(2) Transfer from other Interior offices;

(3) Transfer from other Government agencies;

(4) Fabrication in Reclamation shops;

(5) Donation/recovery;

(6) Available/excess listings; or

(7) Procurement from commercial sources.

(b) All requests to acquire property will be reviewed by property personnel to determine whether items requested are available from stocks on hand (refer to 114S-60.7). The reviewing individual will indicate on the request or requisition that the items listed have been screened against existing storehouse stock and the appropriate action has been taken to furnish items that are available from other sources.

(c) If property is available from offices within the region, appropriate action will be initiated to affect the transfer. If the requested items are not available, the request or requisition will be forwarded to the acquisition office with appropriate notation as to action taken.

(d) If the requested items are not available from other sources as described above, the requisition will be processed for acquisition. The requisition (refer to 114S-25) will bear the approval of the reviewing individual, who will indicate the source of any known available or excess items meeting the requirements. FEDSTRIP requisitions will be screened against available and excess property sources.

114S-60.100(c)(1) Notice of Acquisition.

The acquisition office will furnish the receiving storehouse with a copy of each purchase order and/or transfer order. These copies will be filed in the storehouse to provide a record that action has been taken on the requisition and that items will be received by the storehouse at some future date. Notice of all subsequent changes in orders will be furnished so that records may be kept current.

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114S-60.100(f) Cognizant Employee.

Cognizant employees are responsible for all property entrusted to their care and are responsible for protection and proper use of Government property with an original cost of less than $5,000. Usually a cognizant employee is under the direct supervision of a Custodial Officer who has daily control and/or supervision of the assigned property.

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114S-60.100(h) Custodial Officer.

Within the context of this subpart, responsibility with respect to controlled and sensitive equipment requires responsibility to be formally documented. The obligation of an individual is for the proper custody, care, and use of Government property entrusted to his/her possession or under his/her direct supervision.

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114S-60.100(n) Materials and Supplies.

Materials and supplies include stores, shelf stock, and consumable items. Supplies, materials, or stores are also called expendable property. Refer also to 114S-60.7.

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114S-60.100(v) Property Administrator.

The Leader, Property and Office Services, D-7900, is designated as Reclamation's Property Administrator.

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114S-60.100(w) Property Management Officer.

Within Reclamation the Director, Management Services, RSC, is designated as the Property Management Officer.

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114S-60.100(aa) Reviewing Authority.

Within Reclamation the reviewing authority will be one organizational level higher than the Accountable Officer.

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114S-60.100(bb) Sensitive Property.

In addition to the sensitive property identified in 114-60.100(bb), Reclamation's sensitive property will include motor vehicles and heavy equipment (refer to figure 1). Offices may develop additional categories as determined by either the Accountable Officer or the Reviewing Authority.

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114S-60.101 Supplemental Regulations.

The Director, Management Services; Regional Directors; Director, Administrative Service Center; and Area Managers will issue supplemental regulations as necessary, consistent with the provisions of the IPMR and Reclamation Manual.

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114S-60-102 Compliance Reviews.

Regional Directors will ensure that scheduled reviews of all area/field offices are conducted triennially to ensure compliance with the FPMR, IPMR, Reclamation Manual, and any other supplements. The reviews will be conducted in accordance with an established schedule. Established schedules should be updated annually to ensure that all offices are reviewed triennially. Copies of review schedules will be submitted to the RSC, code D-7910, by December 1 of each year. Work requirements may affect the scheduling, but all reviews will be conducted within the year scheduled unless unusual circumstances preclude the conduct of the review. Such delays will be reported to the RSC, D-7910.

Property management reviews are intended to provide a complete profile of the property management program, including strong points and deficiencies. Reviews should describe the deficiencies and the causes of the deficiencies identified during the review. Personnel responsible for overseeing and implementing corrective actions will establish a formal follow- up system that identifies officials responsible and the time frames for implementation of corrective actions.

In addition to utilizing the Departmental Review Guidelines, special emphasis should be given to the areas identified as material weaknesses for Reclamation's personal property program (see figure 2).

(a) Each review will be documented in a written report. The findings for each activity must be summarized in the report.

(b) The reviewed office must submit detailed plans for each required corrective action and/or recommendation within 30 days after receipt of report.

(c) Offices conducting the reviews will retain supporting documentation that verifies the completion of all corrective actions. Regional Offices will ensure that the final completion date on all action is reported to the RSC, D-7910, utilizing the Response and Follow-up Report, figure 3.

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FPMR-22 - 11/27/95