LOANS AND ReUtilization AT DEPARTMENT AND FIELD OFFICES
(CT:PPM-21; 10-02-2014)
(Office of Origin: A/LM)
14 FAH-1 H-431 LOANS of U.S. Government personal Property
(CT:PPM-21; 10-02-2014)
(Domestic State Only)
a. Request for loan:
(1) Requests for property loans must be submitted, via memorandum, to the principal custodial officer (PCO). The memorandum must include the name and office of the employee, the reason the requestor needs the property for official purposes, and the length of time she or he needs to use the property. Generally, loans are not to exceed 90 days;
(2) If the property is to be removed from the building, the memorandum must include information necessary for the PCO to prepare Form DS-1953, Authorization for Removal of Property;
(3) If the property is for use by a Department of State employee, that individual's supervisor signs the memorandum. If the property is for the general use of an office, the office supervisor signs the memorandum;
(4) For loans to other U.S. Government agencies, the bureau's accountable property officer must coordinate with the borrowing agency's property management official for approval. Reference 14 FAM 425.3-4; and
(5) See 14 FAM 425.3-4 for the PCO or acting alternate to authorize loans or the accountable property officer (APO) using Form DS-584, Property Transaction. If the PCO or the acting alternative approved the loan, she or he annotates the memorandum accordingly and keeps the memorandum on file along with Form DS-584, Property Transaction until the property is returned.
b. Loan control: Form DS-584, Property Transaction, is used to approve, document and control property loans. The PCO prepares Form DS-584, listing all items included in the loan. A separate line entry is made for each item bearing a serial number or a property number. A pending file, containing all documents (Form DS-584) prepared for loans, is maintained by the PCO. The Integrated Logistics Management System (ILMS) allows the PCO to maintain files electronically.
c. Accountability records: If the item is recorded on the property records, the PCO retains responsibility for records accountability, including loans outside the bureau. If the loan occurs for more than 90 days and the property is on the property records, the PCO should place comment in the remarks field of ILMS property record stating that the property is on loan.
d. Monitoring the loan: The PCO must periodically review the pending file containing Form DS-584 to look for upcoming loan termination dates. As the loan period nears completion, the PCO must remind the borrower of the approaching termination date. PCOs keeps a record of deadlines using, for example, a computerized or paper calendar, to track property return due dates.
e. Loan extension: If the borrower requests a loan extension, the PCO may require a second memorandum or may indicate approval and new loan terms by annotating and dating the original memorandum. The expiration date field on Form DS-584 must also be changed to reflect the new expiration date.
f. Return of property: When the borrower returns the property, the PCO or a representative must inspect it to confirm that it is the property listed on Form DS-584, and to determine its current condition. The PCO must report and process damaged or missing loaned property in accordance 14 FAM 428. If more than one item was loaned but the borrower fails to return all items, the PCO annotates Form DS-584 accordingly and keeps the annotation on file. When the borrower returns the other items, the original paper Form DS-584 may be destroyed. Destroy copies when operational purposes have been served in accordance with Domestic Records Disposition Schedule A-03-0111-02 and A-11-014-18.
14 FAH-1 H-432 unassigned
(CT:PPM-21; 10-02-2014)
14 FAH-1 H-433 AUTHORIZATION TO REMOVE PROPERTY FROM DEPARTMENT BUILDINGS
(CT:PPM-21; 10-02-2014)
(Domestic State Only)
a. General:
(1) It may be necessary, from time to time, for employees to remove personal property from U.S. Government premises for short periods. The removal of the property is permitted, but only when authorized by the proper authority. To accomplish this, a property pass system is used;
(2) Form DS-1953, Authorization For Removal of Property, which is generally issued by the area custodial officer (ACO), is used to document and control removal of both U.S. Government-owned and privately-owned property from buildings. Property not accompanied by a property pass must not be allowed to leave the building and, during working hours, the security officer must refer the individual attempting to remove the property to his or her executive office;
(3) Before a property pass is issued, the ACO must clearly establish that the removal of the property is for official purposes, is the private property of the individual, or is being removed for repair;
(4) The property pass must list all items; descriptions of property must be clear so that the building/unit security officer can clearly identify it. If the property is recorded on the ILMS Asset Management application, the description does not need to be included. The Asset Management barcode number and the serial number will suffice;
(5) Each property pass must contain a specific expiration date, which must not exceed 30 days;
(6) If authorization has been granted to transport property between buildings, this must be indicated on the property pass; and
(7) A property pass should only be valid for a single removal. If daily removals have been authorized for a period of time, this must be indicated on the property pass. When the property pass authorizes daily removals, the holder surrenders the original property pass to the uniformed security officer at the time of the initial property removal. Subsequent removals, prior to the expiration date of the property pass may be made by presenting the holder’s copy of the property pass and a valid Departmental ID, to the security officer.
b. Removing property on loan: If property on loan is to be removed from the building, the ACO or the principal custodial officer (PCO) prepares Form DS-1953.
c. Removing property for repair: Adequate control must be exercised over the movement of property by commercial service/repair personnel. If property must be removed from the building for repair, the ACO must provide the individual removing the item(s) with Form DS-1953.
d. Removing turn-in property: Although a property pass is not needed for unneeded/turn-in property being removed from the building to take to the Department of Agriculture (USDA) Centralized Excess Property Operation (CEPO), the individuals removing the property must present the turn-in document to the security officer.
e. Removing privately owned property: The removal of privately owned property requires a property pass. The individual wishing to remove the property must request a property pass from the ACO.
f. Form preparation: See the instructions that follow Form DS-1953 in 14 FAH-1 Exhibit H-433.
g. Copy distribution:
(1) The ACO keeps one copy. The ACO gives the original and the second copy to the person who will remove the property from the building. Upon leaving the building, the person removing the property from the buildings gives the original to the security officer who will verify the identity of the person removing the property, confirm that the property being removed is listed on the property pass, and keep the original. The person removing the property keeps the remaining copy as evidence of that his or her right to possess the property; and
(2) The security officers who collect the forms for Form DS-1953 will forward them each morning to the appropriate bureau executive office for distribution to the ACOs. Once the ACO determines that the returned original pass is valid, both the original and the copy may be destroyed. If the pass has not been approved, the ACO must determine the facts and take necessary action.
h. Property removal afterhours and on weekends: ACOS and security officers must anticipate afterhours or weekend property removal; the ACO must issue property passes. If the ACO cannot issue a property pass in advance, the security officer at the exit will obtain the name, the supervisor’s name, office, and building pass number of the individual removing the property.
14 FAH-1 H-434 ReuTILIZATION OF PROPERTY
(CT:PPM-21; 10-02-2014)
(Domestic State Only)
a. To ensure that the necessary control and accountability of property is exercised in the movement of property and that necessary property records adjustments are made, the movement of property between custodial areas and bureaus is authorized and documented on Form DS-584, Property Transaction. Before any property is moved, a classified material inspection must be made (see 14 FAM 427.2).
b. Reutilization between custodial areas within a bureau: The losing ACO prepares Form DS-584, and makes two copies. The ACO keeps one copy and she or he forward the original and remaining copy to the principal custodial officer (PCO) for approval signature. The PCO then forwards the signed documents to the gaining ACO. The gaining ACO keeps the copy and signs the original and returns it to the PCO. If accountable property is being reused, a property records adjustment is made and the form is kept on file until the next physical inventory is taken. If the property is not on the accountability records, the returned original may be destroyed.
c. Reutilization between bureaus:
(1) The ACO prepares Form DS-584, Property Transaction, and forwards it to the APO for approval. If approved, the APO signs as authorizing officer and returns the form to the ACO;
(2) The ACO makes two copies, keeps one copy, which may be disposed of upon return of the original, and forwards the original and remaining copy to the gaining ACO. The gaining ACO keeps the copy and signs the original and returns it to the originating ACO;
(3) If the property is on the property records, the ACO forwards the returned original to the PCO;
(4) The APO must submit a copy of Form DS-584 to A/LM/PMP/PM, Property Management Division (A/LM/PMP/PM) to complete the reutilization between bureaus in ILMS; and
(5) Instructions on preparing Form DS-584 are on the ILMS portal page link to the ILMS Asset Management online tutorials for domestic users.
14 FAH-1 H-435 THROUGH H-439 UNASSIGNED
14 FAH-1 Exhibit H-433
Form DS-1953
Authorization for Removal of Property
(CT:PPM-21; 10-02-2014)
Data Field Preparation Instructions for Form DS-1953
Form DS-1953, Authorization for Removal of Property, is prepared in triplicate. The data field numbers below correspond to the data field numbers on the form.
Data Field
[1] Date
The date that the property pass was prepared.
[2] Type of Property
Indicate if the property is U.S. Government-owned or privately owned.
[3] Name
The name of the individual who is removing the property from the building. If the property is being removed for repair, enter the name of the repair person.
[4] Signature
The signature of the individual who is removing the property from the building.
[5] Building
The building from which the property is being removed.
[6] Date Expires
The date that the pass expires.
[7] Work Telephone Number
The telephone number of the employee removing the property. If the property is being removed for repair, enter the company telephone number.
[8] Office Symbol
The office symbol of the employee removing the property. If the property is being removed for repair, enter the repair company name.
[9] DOS Employee Badge Number
The badge number of the employee removing the property, if applicable.
[10] Property Code Number
The ILMS Asset Management property number, if the property is on the property records.
[11] Description
The description of the property being removed. Care must be taken in describing the property so that the description will restrict the pass to the actual property being removed.
[12] Serial Number
If the property item has a serial number, enter the serial number here.
[13] Authorizing Officer
The printed name of the officer signing the pass.
[14] Office Symbol
The office symbol of the authorizing officer.
[15] Room Number
The room number of the authorizing officer.
[16] Telephone No.
The telephone number of the authorizing officer.
[17] Signature
The signature of the authorizing officer.
[18] Date
The date that the property pass is signed.