Annual Property Inventory

In Reply Refer To:                                                April 9, 
2001 
Mail Stop 210 

                        MEMORANDUM 



To:       Accountable Property Officers 

From:        Melissa Courtney 
          Property Management Officer

cc:       Custodial Property Officers
 
Subject:  Annual Property Inventory 

Departmental and bureau policy requires that all Custodial Property 
Officers (CPOs) must conduct an annual inventory of accountable property.  
Accountable property consists of items with an acquisition cost of $5,000 
or more, firearms, equipment leased under Lease with Option to Purchase 
(LWOP), or Lease to Purchase (LTOP) arrangements, vehicular equipment 
identified with license plates, and other agencies' property.   

By copy of this memorandum, we are asking each CPO to generate a listing 
of his/her accountable property from the Property Management Information 
System (PMIS).  Since record access in PMIS is controlled by profiles 
based on organization codes, all of which changed in the past few months, 
some individuals may have difficulty in accessing the appropriate records 
in PMIS.  If this occurs, please contact Sharon Umphlett (703-648-7324, or 
via email at sumphlet@usgs.gov).  The PMIS User Guide can be found 
on the Program Support Intranet pages at 
http://www.usgs.gov:8888/ops/oms/property.html.  The inventory listings 
need not be forwarded to the Property Management Branch, but any 
documentation required to resolve discrepancies between the equipment you 
actually have and that shown on the inventory listing 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."  If CPOs have documentation 
which substantiates a different acquisition cost than that shown on the 
listing, it is important that a copy of the acquisition documentation be 
forwarded to the Branch of Property Management (PMB), MS 210 National 
Center, for possible record adjustment. 

We are concerned that numerous items of accountable property are not on 
record in the official property database; ordering offices often fail to 
send copies of acquisition documents to their servicing Property 
Management office.  Please annotate your inventory listings with 
information about any items which do not appear on your property list, but 
which should be considered accountable based on the definition in the 
first paragraph.  This includes leased items which were leased under 
either an LTOP or LWOP agreement.  Conversely, if you have leased items on 
your property listings which were not leased under an LTOP or LWOP 
agreement, please annotate your listing accordingly, so that Property 
Management can delete the item(s).  Your cooperation in addressing these 
issues during the inventory process to prevent a future adverse audit 
report would be much appreciated.   

In order to satisfy the requirements of the Chief Financial Officers' 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, 2001.  
If you are a CPO, please certify to your Accountable Property Officer 
(APO) that you have completed your inventory; each APO must, in turn, 
certify in writing by July 31 to the Property Management Officer, MS 210, 
Reston, that all CPOs' inventories have been completed.  If any CPOs do 
not know who their APOs are, they should contact their servicing property 
office (listed below) for assistance. 

If at the time you begin the inventory process, you determine that you are 
not responsible for accountable property, please notify your APO.  If an 
APO determines that neither he/she nor any of his/her CPOs is responsible 
for accountable property, please 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 office (Eastern 
Region:  703-648-7330, Central Region:  303-236-9185, Western Region: 
650-329-5508). 




Melissa Courtney
Property Management Branch
USGS National Center, MS 210
Reston, VA  20192
(703) 648-7322; FAX (703) 648-7527