Annual Property Inventory Date: Wed, 11 Mar 1998 12:06:44 -0500 To: "AP - Accountable Property Officers", "PC - Property Clerks", "AO - All Administrative Officers" From: "Alice A. Sabatini" Subject: Annual Property Inventory--Response Required by July 31, 1998 Cc: "Ruth C Hines, Secretary (OA), Reston, VA" , "Elizabeth A Brenner, Management Assistant, Reston, VA" , "Nancy J Hill, Chief, Mgmt Support Section, Reston, VA" In Reply Refer To: Mail Stop 210 MEMORANDUM To: Accountable Property Officers Through: Property Administrators From: Melissa Courtney Acting Property Management Officer Subject: Annual Property Inventory RESPONSE REQUESTED BY JULY 31, 1998 Consistent with departmental and bureau policy, all Custodial Property Officers (CPOs) must conduct an annual inventory of accountable property. Accountable property consists of items with an acquisition cost of $5000 or more, firearms, leased equipment, vehicular equipment identified with license plates, and other agencies' property. At his/her convenience, each CPO may generate a listing of his/her accountable property from the Property Management Information System (PMIS), on the mainframe M204b. The PMIS User Guide can be found on the Program Support Intranet pages at http://www.usgs.gov:8888/ops/oms/property.html . The listings need not be forwarded to the Property Management Branch, but any documentation required to resolve discrepancies between the actual and the record should be forwarded. Instructions for completing the inventories can be found on the Program Support Intranet pages at http://www.usgs.gov:8888/ops/oms/pinv.html , "Annual Inventory of Accountable Property." It is important if CPO's have documentation which substantiates a different acquisition cost than that shown on the listing, that a copy of the acquisition documentation be forwarded to the Branch of Property Management (PMB), MS 210 National Center, for possible record adjustment. In order to satisfy the requirements of the Chief Financial Officers (CFO) Act, record adjustments to the property account must be completed prior to the end of the fiscal year. Accordingly, we request that any documentation required to correct the property records be submitted by July 31, 1998, and that you certify in writing by that date to the Property Management Officer, MS 210, Reston, that all your CPOs' inventories have been completed. If at the time you begin the inventory process, you determine that neither you nor any of your CPO's are responsible for accountable property, please so notify PMB; a telephone call or e-mail message will suffice for this purpose. We appreciate your help with this important task. If you or your staff have questions or need assistance, please call the Property Management Branch at (703) 648-7324, or your servicing Property Management Section in Denver on (303) 236-5900, ext. 500, or Menlo Park, on (650) 329-5508.