IFAS Internal Management Memoranda

IFAS; Federal Excess Personal Property Program Policies and Procedures

EFFECTIVE: December 22, 2000

INTERNAL MANAGEMENT MEMORANDUM NUMBER: 6C1-6.40-21 (Revised)

SUBJECT: IFAS; Federal Excess Personal Property Program Policies and Procedures

Through the U. S. Department of Agriculture via Public Law 97-98, which included an amendment to the Federal Property and Administrative Services Act (PL-519), the Institute of Food and Agricultural Sciences (IFAS) is authorized to participate in the Federal Excess Personal Property (FEPP) Program. This program allows certain IFAS activities to acquire, without cost, most items declared excess by any federal agency or contractor. The only expenditure to the participating IFAS unit may be transportation charges incurred in obtaining the item. The title to property transferred under this program remains vested with the U. S. Government.

Under PL 97-98, the following USDA (Cooperative State Research, Education, and Extension Service) affiliated activities are eligible to participate:

  1. Cooperative Extension Service at 1862 and 1890 Land Grant Universities;
  2. Agricultural Experiment Station at 1862 and 1890 Land Grant Universities;
  3. School of Forest Resources and Conservation (McIntyre-Stennis Cooperative Forestry Program); and
  4. College of Veterinary Medicine.

Acquisition of FEPP will have these requisites:

  1. Must have a specified purpose and immediate need for property items requested.
  2. Address all requests in writing itemizing needs to: Plant Science Education & Research Unit (PSERU) 2556 West Hwy. 318
    Citra, FL 32113
    (352) 591-2678
    Fax: 352-591-1578

  3. All requests submitted must be approved and signed by the Unit Administrator (no delegations).
  4. Priority for disposition and allocation of acquisitions will be given primarily on a chronological receipt of request. Units that have agreed to support both the expense and time utilization of a screener will be provided priority on the items that screener locates.

Acquisition of FEPP is effected through screeners authorized by the FEPP Coordinator - USDA, ARS, AFM, PPD. Screeners are recommended for consideration to (PSERU) by the IFAS Accountable Property Officer (APO) based on need; knowledge, skills and abilities to evaluate property; programmatic function and willingness of the respective unit to support the IFAS screening efforts. The number of authorized screeners is limited by USDA; therefore, as a vacancy occurs, other units will be given the opportunity to recommend a screener.

The Directors of the Agricultural Experiment Station, Extension Service and School of Forest Resources and Conservation and the Dean of the College of Veterinary Medicine are responsible for assuring that all federal property assigned to their respective units is being properly utilized, maintained and accounted for. Each Unit Administrator will be directly responsible and accountable for all federally-owned personal property furnished by or through USDA. The Unit Administrator shall establish and maintain a property management and inventory system to control, protect, preserve, and maintain all FEPP acquired. Any item obtained with an original acquisition cost of $1,000 or more (accountable property) will be issued a numbered U.S. Government Property decal through PSREU and that item will be placed on an inventory separate from state property. Any item obtained with an original acquisition cost of less than $1,000 (expendable property) will not be issued a numbered inventory decal, but will be cataloged on a separate inventory record for control.

Once acquisition of FEPP has been obtained, this property is assigned to a specified unit and must remain with that unit until appropriate authorization is obtained through Facilities Planning & Operations to transfer, dispose of or relocate. FEPP that has become unserviceable, lost, damaged, stolen or destroyed may be removed from unit accountability. Screeners are expected to comply with the IFAS Federal Excess Personal Property Program Procedures Manual and it must be followed to ensure Federal compliance.

The guidelines for the administration of the Federal Excess Personal Property Program are found in the U.S. Department of Agriculture's Administrative Manual for Federally-Owned Personal Property. As outlined in this manual, the Accountable Property Officer (APO) is designated to serve as the representative of and liaison to the U.S. Department of Agriculture, Cooperative State Research, Education and Extension Service. All facets of the Federal Excess Personal Property Program include:

  1. Approval of all acquisitions, transfers, modifications and disposal of FEPP;
  2. inventory control; and
  3. implementation of all Federal laws, rules, regulations and policies governing this program.