R1 SUPPLEMENT 6400-2003-1
EFFECTIVE DATE: 03/21/2003
DURATION: This supplement is effective until superseded or removed.
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6410.5 - DEFINITIONS
9. Sensitive Property
e. In Region 1, sensitive property accountable in PMIS/PROP follows the servicewide definition of sensitive property and includes:
(1) Handguns, rifles, shotguns, and avalanche-control weaponry.
(2) Frequency-modulated land-mobile radios (in either PMSIS/PROP or EMIS).
(3). Radiological equipment.
(4) Federal Excess Personal Property (FEPP) on loan to States.
(5) Precision Positioning Service (PPS) Global Positioning System (GPS) receivers
having P (Y) code DOD capability.
In addition to the above, Forests may determine any other sensitive items by supplement.
6412 – UTILIZATION
6412.1 – Use Provisions and Standards
6412.11 - Loans, Gifts, and Related Transactions
1. Lending and Borrowing Government-Owned Property.
a. Loans to Federal Agencies. Annually, the Forest Service cooperates with the U.S.
Postal Service by lending trucks for handling mail during the Christmas rush period,
approximately December 15 to 28. Upon request for trucks by local postmasters,
lend only those trucks, which can be spared without interference with proper conduct
of work.
An agreement for loan of vehicles was entered into at the Department level November 11, 1977.
There are several provisions in the agreement which affect the way we handle the loan of
vehicles. The agreement is shown in 6412.11-Exhibit 01. See AGPMR 104-38.5007-1.
R1 SUPPLEMENT 6400-2003-1
EFFECTIVE DATE: 03/21/2003
DURATION: This supplement is effective until superseded or removed.
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6412.11 - Exhibit 01
Agreement No. CNCA-78-0001
AGREEMENT FOR LOAN OF VEHICLES
This agreement is between the U.S. Postal Service (hereinafter called the Postal Service) and the United
States Department of Agriculture (hereinafter called Agriculture) and provides for the seasonal use by the
Postal Service of Agriculture agency vehicles on a reimbursable basis.
1. Upon request by the Postal Service, Agriculture agencies will lend to the Postal Service
automotive vehicles that can be spared without adverse effect on Agriculture programs. Vehicles offered
will be clean and in safe operable condition. Postal Service form PS-4577, Hired and Borrowed Vehicle
Condition Report, will be the basis for determining the condition of the vehicle at the time of the loan and
return.
2. The Postal Service will permit the use of the vehicle only by its employees while on Postal
Service business.
3. The Postal Service will be responsible to Agriculture for any damage to the vehicle; normal
wear and tear excepted. The Postal Service will hold and save harmless Agriculture from any and all
actions, causes of actions, claims and demands for, upon, or by reason of any damage, loss, or injury to
persons or property which may be sustained in consequence of the use of the vehicle by Postal Service
employees.
4. The Postal Service will reimburse the Agriculture agency for the vehicle on the basis of ten
cents per mile during the loan period. Billings will not be made unless the per vehicle rental cost exceeds
$100 in any calendar quarter.
5. Operation and maintenance costs will be paid by the Postal Service. Operation and
maintenance costs include but are not limited to: the necessary gasoline, oil, repairs, tires, and parts to
maintain the vehicle in a clean and safe operating condition.
6. Postal Service will maintain the operation and utilization record (AD-187) provided by
Agriculture with each vehicle.
7. This agreement is effective as of the date of signature and continues unless terminated by
either party upon 10 days notice in writing to the other party.
Authority 39 U.S.C. 411
U.S. POSTAL SERVICE
UNITED STATES DEPARTMENT
OF AGRICULTURE
/s/ James R. Braughton
JAMES R. BRAUGHTON
Assistant Postmaster
General Delivery Service Department
/s/ J. Fred King
J. FRED KING
Assistant Secretary for
Administration
November 1, 1977
Date
November 21, 1977
Date
R1 SUPPLEMENT 6400-2003-1
EFFECTIVE DATE: 03/21/2003
DURATION: This supplement is effective until superseded or removed.
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3. Transfer of Property to Accompany Transferring Employees. Individuals or units
charged with property for which they no longer have definite need should turn in the item or
items to the accountable property officer. Individuals charged with property which has been in
the possession of others on an informal basis for some time should notify the responsible
accountable property officer so that action can be initiated to transfer the item to the proper unit.
Functional identity will have no bearing on the utilization of Region 1 property except that it
shall be respected as to the initial use for which an item is procured.
6413 - DISPOSAL
6413.3 - Surplus
3. Perishables such as milk, fresh vegetables, and so forth that remain at the end of fires
and cannot be used by Job Corps Centers should be offered to the State Surplus Property Office.
Since the need for disposal is urgent, this can be done by telephone requesting pick up of
unneeded perishables by a specific time. The State Surplus Property Office should sign a receipt
for perishables received. Offer these surpluses to the appropriate State Office depending on
physical location of the surplus.
Montana
Idaho
Department of Administration
Property and Supply Bureau
P.O. Box 200137
930 Lyndale Avenue
Helena, MT 59620-0137
Telephone: (406) 495-6000
Federal Surplus Property
P.O. Box 83720
Boise, ID 83270-0086
Telephone: (208) 334-3477
6414 - CONTROLS
6414.1 - Accountable Property Officer
Regional Office. The Staff Directors are designated as Accountable Property Officers and shall
be responsible for all Government personal property assigned to their units (see FSPMR 104G50.106).
Each Staff Director may designate a custodian responsible for personal property assigned to their
unit.
Forests. The Forest Property Management Officer will designate custodial responsibility for
each subunit to Accountable Property Officers (APO). This designation should be by position
title in a Forest Supplement and by name in the PMIS/PROP data base. See FSPMR 104G50.109 for duties and designation of Forest property accounting clerk.
R1 SUPPLEMENT 6400-2003-1
EFFECTIVE DATE: 03/21/2003
DURATION: This supplement is effective until superseded or removed.
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6414.2 - Employees
2. Employees shall ensure that no Government property is given away, no matter how
small in value, accountable or not accountable, except as provided by procedures
prescribed for donation or transfer to public institutions or other Government
organizations.
3. Form AD-139, Final Salary Report. (Includes transfer of station.) (Regional Office
use.)
a. The original and one copy of form AD-139 initiated by Staff Unit from which
employee is leaving, will be routed to (1) Acquisition Management, (2) Financial
Resources, (3) Information Systems, and (4) Human Resources.
b. The separating or transferring employee shall return all Government property.
Example of items to be returned are: travel advances, credit cards, phone cards,
Forest Service badges, identification cards, keys or keycards, calculators, computer
equipment, and library books purchased by Region 1. These items shall be returned
to the issuing office or arrangements made to transfer to the next duty station.
c. Individual Staff Unit is responsible for blocks 1, 3, 8, 5, and 12.
d. Acquisition Management is responsible for blocks, 6d, and 8.
e. Financial Resources is responsible for blocks 2a, 2b, 6c, 9a, 9c, and 11.
f. Information Systems is responsible for block 6b, 8, and for removal of user name
from computer equipment. This will be added as Item 14, under Remarks, with
Information Systems signing in the certification section.
g. Human Resources is responsible for block 13, Other Indebtedness, and checking to
see that all blocks on form AD-139 have been certified by the responsible staff. If
annual or sick leave is overdrawn, Human Resources will prepare Form AD-343,
Payroll Action Request, and transmit to NFC for collection of overdrawn leave.
h. Form AD-139 is not submitted to NFC in connection with separations. Use this
form to assure that a separating or transferring employee has accounted fully for all
funds and property entrusted to the employee.
4. Employees should take Government property home only when absolutely necessary to
accomplish official business. These occasions should be further restricted when the use of
Government property at home might be viewed by others as for personal use.
When it is necessary to take Government property home for official use, the employee will
obtain approval from their next higher level line officer or Staff Director as follows:
R1 SUPPLEMENT 6400-2003-1
EFFECTIVE DATE: 03/21/2003
DURATION: This supplement is effective until superseded or removed.
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verbal approval for overnight use when the item will be returned to the worksite the
following day; and
written approval for longer periods.
These approvals are not required when taking Government property on official business trips, for
example, brief cases, docking stations/lap tops, and pocket calculators which are needed for a
particular trip.
Taking Government property home for safekeeping will not be approved. Locked cabinets will
be provided at the worksite for high-value/high-risk items such as docking stations/laptops,
cameras, binoculars, and so forth.
6414.31 - Property Record Forms
2. Form AD-112, Report of Unserviceable, Lost, or Damaged Property. This form shall
be forwarded to the Property Management Officer when there is lost, stolen, or damaged
property.
6414.33 - Accountability for Property Denoting Official Authority, Negotiable
Property, and Property of a Personal Character
12. License Plates and Vehicle Credit Cards. The Regional Field Service Facility
(RFSF) will issue plates to Forests. Each Forest will requisition plates from RFSF, maintain a
current record of plates in use on its equipment, and handle disposal of its unserviceable plates.
A copy of Form AD-112, Report of Unserviceable, Lost, or Damage Property, listing
unserviceable plates will be forwarded to RFSF.
6414.4 - Identification of Property
1. Marking Methods. In addition to the property tag, portable radios and other property
subject to frequent transfer during fire season, may be marked with the computer address and
function that owns the item, for example, R01F14D05A Timber. Small penlike paint pencils
may be used.
2. Unique Property.
d. Books. For marking see FSM 1673.34.
R1 SUPPLEMENT 6400-2003-1
EFFECTIVE DATE: 03/21/2003
DURATION: This supplement is effective until superseded or removed.
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6414.6 - Physical Inventories
Physical inventories of nonexpendable and sensitive property shall be taken every other year as
of December 31, except for Job Corps property, which shall be inventoried annually.
A certification sheet is printed with the Personal Property Physical Inventory report. This
certification is to be signed by the Accountable Officer and the Property Management Officer
(PMO) and kept on file at the PMO location. A copy of this certification is to be sent to
Acquisition Management by March 15