EFFECTIVE DATE: 05/27/1994
DURATION: This supplement is effective until superseded or removed. / 6410
Page 1 of 4
FSM 6400 – Property management
Chapter 6410 – personal property management
/ Forest Service Manual
southwestern region (region 3)
albuquerque, new mexico
fsM 6400 – property management
chapteR 6410 – personal property management
Supplement No.: 6400-94-1
Effective Date: May 25, 1994
Duration: This supplement is effective until superseded or removed.
Approved: R. forrest carpenterActing Regional Forester / Date Approved: 05/27/1994
Posting Instructions: Supplements are numbered consecutively by title and calendar year. Post by document; remove the entire document and replace it with this supplement. Retain this transmittal as the first page(s) of this document. The last supplement to this title was 6400-92-1 to FSM 6410.
New Document / 6410 / 4 PagesSuperseded Document(s) (Supplement Number and Effective Date) / 3 Pages
Digest:
This supplement incorporates direction from interim directive R3 6410-92-1, which has expired. The supplement makes no substantive changes to text.
6411 - Director of Range Management is changed to: Director of Rangeland Management and Ecology.
6414.33 - ADP/FLIPS/Micro Equipment is changed to: ADP/Information Systems Technologies/Microcomputer Equipment.
6411 - ACQUISITION.
1. Rental From Employees.
Approval Process. Rental of saddle and pack stock from employees must be approved by the Forest Supervisor or Acting to ensure compliance with the Forest's Stock Management Plan. This approval shall be documented on a purchase order with appropriate clauses attached. Assign and document the value of the animal on the rental agreement. In no event shall this amount exceed $1,500. Inspections and stock utilization logs must be maintained in accordance with the Stock Management Plan.
In addition, the rental agreement must be approved by a procurement official one level above the contracting officer/purchasing agent.
The rental agreement must state that the animal may be used by any Forest Service employee but that assignment is based on need, operator skill and suitability for the task, as outlined in the Stock Management Plan. The rental agreement may permit the use of the animal by the owner during the weekend, if approved in advance by the Forest Supervisor or District Ranger; this is to assure that the animal retains proper condition levels and remains in usable condition. Deny approval to use the animal on the weekend or cancel the agreement if such usage would tire the animal sufficiently to prevent usage by the Government the following week.
2. Stock Management Plan. Submit Stock Management Plans, approved by the Forest Supervisor, to the Director of Procurement and Property. The plans will be reviewed by the Director of Procurement and Property, and the Director of Rangeland Management and Ecology for compliance with FSM 6410. Forests will be notified of any discrepancies and needs for correction of plans.
Once the initial plan has been developed and approved, the plan must be reviewed annually for any needed change or update of information. When changes are made to the plan, the revised plan must be submitted to the Director of Procurement and Property for review. If there are no changes to the plan, then it need not be submitted.
Every five years a new plan needs to be developed, approved by the Forest Supervisor, and submitted to the Regional Office for review.
6412 - UTILIZATION.
6412.2 - Excess Personal Property.
1. Transfers of Property. To transfer excess property from a Forest to another USDA agency, the following procedures are established:
a. Upon receipt of transfer authorization from the Department Coordinator, the Regional Office Property Management Officer (PMO) notifies the Forest.
b. Forest staff prepare form AD-107, Report of Transfer or Other Disposition or Construction of Property, and forward it to the transferee for signature and date.
c. Forest staff carries out shipping instructions or makes property available for pickup.
d. Upon completion of transfer, the Forest sends to the Regional Office a copy of form AD-107 signed by the transferee.
6414 - CONTROLS.
6414.31 - Property Record Forms.
1. Form AD-107, Report of Transfer or Other Disposition or Construction of Property. For transfers of property, the transferor completes and forwards the original and three copies of form AD-107 to the PMO for numbering and logging. The PMO forwards the original and three copies to the transferee (unit receiving the property) for receipt, signature, and date. The transferee keeps a copy of the completed AD-107. The original will be forwarded to the PMO, one copy to the transferor, and one copy to the Property Accounting Clerk (PAC) for preparation of form AD-740, Personal Property Transaction Form. This applies to all types of transfers listed in FSM 6410.
Inter-Regional and Inter-Unit Transfer. For transfers outside the custodial responsibility of the Forest or Region, the transfer will be completed by the PMO. The Accountable Property Officer (APO) transfers the property to the PMO. The PMO completes, numbers, and forwards the original and three copies of the AD-107 to the receiving PMO for receipt action. The transferee keeps a copy and returns the original and one copy to the transferor. The PMO provides a copy to the PAC for final posting to the property records.
2. Form AD-112, Report of Unserviceable, Lost or Damaged Property.
a. Lost or Stolen Property. The employee responsible for property which is lost or stolen shall immediately notify the Zone or Forest criminal investigator. The Unit PMO shall notify other offices as instructed in the parent text, FSM 6410.
b. Number and Filing. Each form AD-112, Report of Unserviceable, Lost or Damaged Property, will be numbered by the PMO. The original and three copies will be forwarded to the PMO for numbering and logging. After appropriate action is taken, the PMO forwards the original and two copies to the originating APO for certification signature in section BB5 (applicable to unserviceable property). The originating APO forwards the completed original to the PMO, one copy to the PAC, and keeps one copy. When the PMO forwards form AD-112 to Fiscal and Accounting and Personnel Management, the PMO informs the originating unit and PAC of such action.
6414.33 - Accountability for Property Denoting Official Authority, Negotiable Property, and Property of a Personal Character.
In addition to those items shown in the parent text, FSM 6410, maintain accountability on the following items with an acquisition cost between $500 and $999.
1. Radios - communications.
2. ADP/Information Systems Technologies/Microcomputer Equipment:
Disk Drives
Personal Computers
Printers
Tape Drives
3. Livestock - all livestock, regardless of cost, shall be accountable and carried on Property Management Information System (PMIS) records.
Additional to section 6414.33, para. 1-3 above, Forests may determine by FSM supplement, any other low cost, sensitive or personal item to be accountable.
Property of Sensitive Nature or Personal Character. It is not necessary to keep property records (accountability) for any personal property item costing $500 or less.
Maintain accountability on ID cards, building cardkeys and telephone credit cards.
6414.6 - Physical Inventories.
APO's have responsibility for timely completion of the annual personal property inventory within their unit and shall forward the completed inventory to Procurement and Property. Reconciliation of the inventory will be performed by Fiscal and Accounting Services.