DOE HQ O 580.1A, Government Personal Property Asset Management

DISTRIBUTION: INITIATED BY: All Headquarters Elements Office of Administration HQ O 580.1A U.S. Department of Energy ORDER Washington, D.C. Approved: 9-23-01 SUBJECT: GOVERNMENT PERSONAL PROPERTY ASSET MANAGEMENT 1. OBJECTIVES. a. To establish procedures for managing Government personal property (refer to Attachment 4, definition 11) owned or leased by the Department of Energy (DOE) and in the custody of DOE Headquarters employees, including those in the National Nuclear Security Administration (NNSA), in accordance with Federal and Departmental regulations. b. To ensure each Headquarters DOE employee takes responsibility for achieving Government personal property accountability. 2. CANCELLATION. HQ O 580.1, Government Personal Property Asset Management, dated 5-11-98. 3. APPLICABILITY. a. DOE Elements. This Order applies to all Headquarters elements, including Headquarters NNSA. b. Contractors. This Order applies to contractors performing on-site in DOE-owned or DOE-leased facilities in the Washington, D.C., metropolitan area. Contractor compliance with the Contractor Requirements Document (CRD) (Attachment 1) will be required to the extent set forth in a contract. 4. REQUIREMENTS. a. Ensure compliance with provisions of Title 41 Code of Federal Regulations (CFR), Chapter 101, the Federal Property Management Regulations, 41 CFR Chapter 102, the Federal Management Regulation, and 41 CFR 109, the Department of Energy Property Management Regulations, as they pertain to Government personal property management. b. Perform Government personal property management activities through Government personal property needs determination; Government personal property acquisition; Government personal property accountability and control, including receipt, storage, CANCELE D 2 HQ O 580.1A 9-23-01 distribution, and proper use and care; and Government personal property disposition. (See Attachment 2, “Acquisition, Accountability, and Disposal of Government Personal Property,” and Attachment 3, “Instructions for Completing the Property Removal Authorization Form.”) c. Designate an organizational property management officer (OPMO) for Headquarters. d. Designate a property accountable officer (PAO) for Headquarters. e. Establish accountable property representatives (APRs) for all Headquarters elements. 5. RESPONSIBILITIES. a. Heads of Departmental Elements, including NNSA. Ensure initiators of procurement requests identify in the requests whether the CRD for this directive is to be applied to the award or subawards resulting from the procurement request and any special instructions for application of the CRD. b. Director, Office of Administration. (1) Has the overall responsibility to develop and implement the personal property management program for DOE Headquarters organizations. (2) Oversees the official automated property accountability system for Headquarters. (3) Designates in writing the OPMO. c. Organizational Property Management Officer. (1) Develops and implements program guidance on all matters about Government personal property for DOE Headquarters direct operations, in accordance with 41 CFR 101, 102, and 109. (2) Operates and manages the official automated property accountability system for Headquarters. (3) Oversees inventories, utilization, and declarations of excess of Government personal property. (4) Distributes information to all Headquarters elements regarding Government personal property.

CANCELE D HQ O 580.1A 3 9-23-01 (5) Approves and submits annual Government personal property reports for the Office of Administration to the Office of Resource Management. (6) Maintains liaison with counterparts at other Federal agencies. (7) Represents DOE Headquarters on interagency committees regarding Government personal property issues. (8) Participates as a member of the OPMO Working Group. (9) Designates in writing a PAO. d. Property Accountable Officer. (1) Administers Government personal property management requirements at DOE Headquarters. (2) Establishes and maintains Government personal property accountability records for all items recorded on the official automated property accountability system for Headquarters. (3) Provides effective control over all Government personal property under his/her jurisdiction in accordance with 41 CFR 101, 102, and 109. (4) Plans and schedules physical inventories of equipment and sensitive items in accordance with 41 CFR 109-1.5110, Physical Inventories of Personal Property, and DOE Personal Property Letter 970-2, current Departmental guidance. (5) Prepares annual Headquarters Office of Administration Government personal property reports for submission to the Office of Resource Management. (6) Maintains liaison with other local utilization officers and the General Services Administration regional utilization officers to obtain needed items that have been or may be declared excess Government personal property. (7) Approves transactions between APR accounts. (8) Provides monthly gain and loss reports to APRs for reconciliation. e. Accountable Property Representative. Any DOE employee may be appointed APR at the discretion of the appointing official. For control purposes, however, it is recommended that this responsibility be fixed at the division level, preferably in the CANCELE D 4 HQ O 580.1A 9-23-01 office authorized to sign requisitions and obligate funds. Accordingly, the division director or the first-tier administrative officer responsible for the Government personal property in that organization must appoint the APR in writing and forward that information to the PAO. Except for the appointing official, the APR is the only individual authorized to sign for Government personal property for that account. In making the appointment, the appointing official should consider the time-consuming nature of the APR’s duties, as outlined below. (1) Ensures that Government personal property is properly accounted for, controlled, protected, and used. (2) Serves as the primary holder and is responsible for all Government personal property listed on a hand receipt or automated property accountability system. (3) Receives all reports of Government personal property loss, theft, damage, or destruction; handles such situations; and assists the reporting employee in completing HQ F 1400.20, “Retirement Work Order.” (4) Ensures uniform procedural compliance by— (a) notifying the PAO in writing of any personnel actions that would affect the current automated property accountability system listing; (b) submitting HQ F 1400.18, “Property Transfer or Turn-In,” when Government personal property is no longer needed to support program requirements; (c) participating in inventories of Government personal property as scheduled by the PAO and reconciling all inventory discrepancies; (d) monitoring movement and hand receipts on sensitive items of Government personal property;

(e) confirming, certifying, and returning within 2 weeks from issue the Monthly Gain and Loss Report identifying transactions that occurred during the previous month within his/her account; (f) notifying asset management staff at Forrestal or Germantown, as appropriate, if items of Government personal property with identification numbers are removed or replaced or if the physical form of the Government personal property has changed (e.g., items have been damaged or component parts added or removed); CANCELE D HQ O 580.1A 5 9-23-01 (g) overseeing the transfer, reassignment, or separation of personnel from the organization to ensure that accountable Government personal property is not abandoned or removed from the area of responsibility without proper documentation; and (5) Upon the transfer or separation of an employee, takes a physical inventory of all Government personal property in the employee’s custody. f. DOE Personnel. (1) Protect all Government personal property. (2) Use Government personal property for official business only. (3) Maintain Government personal property in the same condition as received, allowing for normal wear and tear. (4) Notify the organization APR before any Government personal property transactions occur, such as transfers or removals of Government personal property from the premises. Before removing Government personal, contractor-owned, or personally owned property from the premises, obtain a Property Removal Authorization form, signed by an authorized issuing officer. (5) Notify APR of loss or theft of Government personal property within 24 hours. 6. REFERENCES. a. Federal Property Management Regulations, Title 41 CFR, Chapter 101. b. Federal Management Regulation, Title 41 CFR, Chapter 102. c. Department of Energy Property Management Regulations, Title 41 CFR, Chapter 109, Part 1. d. DOE Personal Property Letter 970-2. e. Executive Order 12999, Education Technology: Ensuring Opportunity for All Children in the Next Century, dated 4-17-96. 7. DEFINITIONS. See Attachment 4 for definitions of terms used in this Order. CANCELE D 6 HQ O 580.1A 9-23-01 8. CONTACTS. For assistance regarding any issue of Government personal property, please contact the following individuals. a. Organizational Property Management Officer Assets Management and Support Services Forrestal, Room 1F-039 Phone: 202 586-5201 Fax: 202 586-7621 b. Team Leader, Property Germantown, Assets Management Germantown, Room R-006B Phone: 301-903-5446 Fax: 301-903-3790 c. Group Director, Assets Management and Support Services Forrestal, 1F-039 Phone: 202-586-5201 Fax: 202-586-7621 d. Team Leader, Property Forrestal, Assets Management Forrestal, Room 1F-039 Phone: 202-586-6615 Fax: 202-586- 7621 BY ORDER OF THE SECRETARY OF ENERGY: FRANCIS S. BLAKE Deputy Secretary CANCELE D HQ O 580.1A Attachment 1 9-23-01 Page 1 (and Page 2) CONTRACTOR REQUIREMENTS DOCUMENT HQ O 580.1A, Government Personal Property Asset Management In the performance of Department of Energy (DOE) Headquarters on-site contracts, the contractor must adhere to requirements related to the management and accountability of Government personal property. Contractor employees performing on-site in DOE-owned or DOE-leased facilities must— 1. Take responsibility for Government personal property accountability while using DOE-owned Government personal property. 2. Protect all Government personal property under the control or responsibility of the contractor.

3. Use Government personal property for official business only. 4 Maintain Government personal property in the same condition as received, allowing for normal wear and tear. 5. Notify the accountable property representative (APR) of the Headquarters element that is being supported by the contract before any Government personal property transactions occur, such as transfers or removals of Government personal property from the premises. 6. Notify the APR of loss or theft of Government personal property within 24 hours. 7. Present a Property Removal Authorization form (HQ F 1400.25), signed by an authorized issuing officer, to Protective Force personnel when removing Government personal property, contractor-owned property, or personally owned property.CANCELE D HQ O 580.1A Attachment 2 9-23-01 Page 1 ACQUISITION, ACCOUNTABILITY, AND DISPOSAL OF GOVERNMENT PERSONAL PROPERTY 1. ACQUISITION OF GOVERNMENT PERSONAL PROPERTY. The acquisition of Government personal property (e.g., furniture items, recording devices, calculators) and “special needs” Government personal property is performed by the asset management staff, Office of Administration. Department of Energy (DOE) requests for Government personal property should be submitted to Forrestal or Germantown by requisition. The acquisition process will be performed in accordance with Federal Property Management Regulation (FPMR) 101-43 and FPMR 101-26 or the Federal Management Regulation (FMR). 2. ACQUISITION BY GOVERNMENT PURCHASE CARDS. Holders of the Government Purchase Cards making Government personal property acquisitions are to comply with the Guidelines and Operating Procedures for the Use of the Government Purchase Card, published by Office of Headquarters Procurement Services. Holders of the Purchase Cards must supply a copy of the Telephone Work Sheet, for each purchase, to the asset management staff [Forrestal (fax: 202-586-7621) or Germantown (fax: 301-903-3790)] at the time the order is placed to ensure proper accountability. Refer to the Office of Headquarters Procurement Services “Guidelines and Operating Procedures for the Use of the Government Purchase Card.” Electronic Commerce purchases will follow the same guidelines for providing documentation to the Assets Management and Support Services Group. 3. GOVERNMENT PERSONAL PROPERTY TAGGING. Government personal property is tagged for accountability and control purposes at the time of receipt of the items. All equipment and sensitive Government personal property will be assigned an individual identification tag number for tracking, inventorying, and disposal. All administratively controlled Government personal property costing $300 or more will also be tagged for tracking purposes and disposal. Personal property items costing less than $300 will not be assigned an individual identification tag number but will be identified as U.S. Department of Energy Property by using a special identification tag. The identification tag is a bar-code, pressure-sensitive label and will be affixed to the item of Government personal property by a member of the asset management staff. When it is deemed impractical to affix an identification number bar-code label because of the size or delicacy of the item, the identification number will be assigned, referencing the serial number of the item and recorded in the official Government personal property database. High- risk personal property will be identified and marked according to the DOE PMR.

Furniture items are tagged with bar-code tags indicating the national stock number (NSN) or locally assigned stock number assigned to the furniture item. The NSN is cataloged and entered into the Government personal property database. CANCELE D Attachment 2 HQ O 580.1A Page 2 9-23-01 4. FURNITURE ALLOWANCES. The following paragraphs describe the use standards and minimum guidelines for furniture and furnishings. The authority for them is Title 41 CFR, Chapter 109-25.3 (Use Standards). a. Employee grade, needs, and organizational responsibilities will be considered in selecting furniture for use at Headquarters. b. Furniture will be provided to all employees at the lowest net cost to the Federal Government, consistent with approved furniture guidelines and use standards. c. Four categories of furniture are available at DOE Headquarters for official use: Class A (Senior Executive Service and above) and unitized, contemporary, and automated data processing (ADP) (all grade levels). The furniture is distributed in accordance with established criteria (below) as prescribed by the director of the Office of Administration or his/her designee. (1) Class A furniture is traditional style executive wood office furniture used by Executive-level appointees and Senior Executive Service employees. (2) Unitized and contemporary furniture is executive wood office furniture used by GS-15 or below employees. (3) ADP furniture is metal and wood furniture used by GS-15 or below employees as required to support computers. d. Furniture will not be provided for home use (Flexiplace). 5. COMPUTERS AUTHORIZED FOR HOME USE. Computers and related items may be authorized for home use. However, in accordance with Title 41, Code of Federal Regulations, Section 109-1.5101, Government personal property must be used only to perform official U.S. Government work. The items must be made available for inventory when requested. The following procedure must be followed when authorizing home use of computers and related items. a. HQ F 1400.18, “Property Transfer Turn-In” (TP), must be completed for any Government personal property intended for home use. The TP must include the user’s name, home address, home phone number, and office phone number and the signature of the responsible accountable property representative (APR). b. A user must sign a certification statement acknowledging his/her responsibility for the equipment. The statement should be placed in the “Remarks” area of the TP form and should read as follows. CANCELE D HQ O 580.1A Attachment 2 9-23-01 Page 3 I, , hereby acknowledge receipt for the above computer(s) and related items and will hold myself accountable for its safety. It will be used for official Government business at the location noted above. Personal software programs will not be loaded onto these computer items. Printed Name Signature Date c. Once all signatures are obtained, the APR must forward the TP to the property accountable officer (PAO). The information provided on the TP will be used to establish accountability and update the Headquarters Government personal property database.

6. TRANSFER OR SEPARATION OF EMPLOYEE. Upon the transfer or separation of an employee, a physical inventory will be taken of all Government personal property in the employee’s custody. If all Government personal property is satisfactorily accounted for, block 8 on the “Employee Final Separation Clearance” form (HQ F 3293.1) will be signed by an Office of Administration representative. If all Government personal property is not satisfactorily accounted for, clearance for final salary payment must be withheld until missing or damaged Government personal property is accounted for and DOE is made whole for such loss or damage. Any items of Government personal property not properly accounted for at the time of transfer or separation must be the subject of a Retirement Work Order indicating the loss or damage and providing a full explanation of the circumstances resulting in the missing items. Once the Retirement Work Order settles the loss or damage claim, the HQ F 3293.1 will be signed by an OAS representative. 7. TRANSFER OR SEPARATION OF APR. The PAO is responsible for ensuring that whenever there is a change in APRs, the incoming APR must be required to accept responsibility for all Government personal property located in the APR’s area of responsibility. This will be accomplished through a joint physical inventory by the separating APR and the newly appointed APR. If warranted by unusual circumstances, the new APR may authorize acceptance of the inventory through the following certification. I, , incoming accountable property representative, have satisfied myself that the records for Government personal property under the jurisdiction of the (name of the APR account) are accurate; and that the items recorded therein are physically on hand as of this date. I hereby agree to accept full responsibility for Government personal property as recorded and waive any requirement for a physical inventory as a condition to such acceptance. Signature: Title: Date: CANCELE D Attachment 2 HQ O 580.1A Page 4 9-23-01 8. TRANSFER OR SEPARATION OF PAO. The organizational property management officer (OPMO) is responsible for ensuring that whenever there is a change in PAO, the incoming PAO must be required to accept full accountability and responsibility for all Government personal property under the jurisdiction of the Property Accountable Office. This may be accomplished through either a physical inventory or a certification similar to that cited in paragraph 7. 9. LEASED PERSONAL PROPERTY. All leased personal property will be tagged with an individual identification bar-code tag for accountability and control purposes. Purchasing documents must indicate the length of the lease agreement and whether there is an option to purchase at the expiration of the lease. 10. LOAN OF GOVERNMENT PERSONAL PROPERTY. Personal property that would be out of service and is not excess may be loaned to other DOE offices, contractors, and other Federal agencies for official purposes. Organizations must request approval in writing, indicating their intention to loan personal property outside of Headquarters. This request should be signed by the organization’s APR. The official documentation to execute loans is on DOE F 4420.2, “Personal Property Loan Agreement.” This form must be signed by the Headquarters OPMO. The loan period must not exceed 1 year, but may be renewed.

11. BORROWING GOVERNMENT PERSONAL PROPERTY. Borrowing Government personal property from other DOE offices and other Federal agencies is allowed for 1 year, but may be renewed. Authorization is required from the Headquarters PAO when an outside office is planning to send equipment. Additionally, the Headquarters organization must have written approval from its APR before equipment is shipped to Headquarters. The approval should be forwarded to the PAO. 12. GOVERNMENT PERSONAL PROPERTY INVENTORY. The PAO will contact the APR by memo to schedule a date for the physical inventory of Government personal property. Staff from the PAO’s office will perform the actual inventory using bar-code readers and scanners. After the inventory is completed, the information obtained will be used to update the Property Accounting and Management System (PAMS). A discrepancy report will be generated for any Government personal property that does not match what is currently in PAMS. The PAO will coordinate with the APR to resolve the discrepancies. All discrepancies must be resolved by the APR within 15 days from the notification date of the discrepancies. 13. PHYSICAL PROTECTION OF GOVERNMENT PERSONAL PROPERTY. Controls such as a property pass system are required to prevent loss, theft, or unauthorized movement of Government personal property from the premises on which such items are located. The Property Removal Authorization (PRA) form, HQ F 1400.25 (available from the Germantown CANCELE D HQ O 580.1A Attachment 2 9-23-01 Page 5 Assets Management Office, R-006, and the Forrestal Assets Management Office, 1F-039), must be used in place of the OF-7 Property Pass form at DOE Headquarters and must be signed by an authorized issuing officer. (See Attachment 3 for PRA issuing instructions.) a. The authorized issuing officer must be designated in writing by an office director, administrative officer (AO), or APR, and the designation must be sent to the PAO. The authorized issuing officer will be notified by the PAO of the effective date of signature. b. A PRA must be used to authorize removal of Government personal property (except expendable supply items) from a DOE Headquarters facility only when it is for official use. It is also used when personally owned and contractor-owned property is removed from a DOE Headquarters facility. (See Table 1.) The authorized issuing officer may use discretion in determining whether a given request may be made orally or in writing. c. A PRA is not needed by an employee or contractor from a DOE field office or another U.S. Government agency provided the individual has a valid property pass issued from his/her office/agency for items in his/her possession and presents an official identification from the office/agency. d. A PRA is not needed to remove expendable supply items (e.g., pens, pencils, notebooks). e. Visitors to DOE Headquarters who are bringing property items into the Headquarters facilities will be supplied with a temporary PRA form, issued by a Protective Force security officer, at the time of sign in. The form will be completed by the visitor and signed by an authorized issuing officer before the visitor leaves the facility. The temporary PRA (1) is valid only on the date of issuance, (2) is not valid for the removal of DOE Government personal property, and (3) cannot be used by a badged Headquarters employee. f. Security officers must not take a PRA from the holder. Security officers are, however, required to verify the following:

(1) the signature of the authorized issuing officer, (2) the holder’s identity, (3) the equipment shown on the pass, (4) that the return date has not been reached, and (5) that the pass is properly completed. CANCELE D Attachment 2 HQ O 580.1A Page 6 9-23-01 g. Security officers must not allow holders of improperly completed or incomplete PRA forms to remove the property from the facility. Table 1. Examples of Government Personal Property and Personally Owned Property That Might Require PRAs Before Being Removed for Official Purposes Government Personal Property Calculators Radios Cameras Recording devices Cellular phones Refrigerators Computers (desktop or portable) Televisions Microwaves Transcribers Monitors Typewriters Printers Video cassette recorders Projectors Any furniture item Contractor-Owned and Personally Owned Property Cameras Projectors Cellular phones Radios Computers (desktop or portable) Refrigerators Microwaves Televisions Monitors Any furniture item Printers 14. LOSS, THEFT, DAMAGE, OR DESTRUCTION OF HEADQUARTERS GOVERNMENT PERSONAL PROPERTY. All DOE employees are responsible for protecting Government personal property. If Government personal property is lost, stolen, damaged, or destroyed, the following actions are required. CANCELE D HQ O 580.1A Attachment 2 9-23-01 Page 7 a. Employees who detect or suspect the loss, theft, damage, or destruction of Government personal property must immediately make an oral report to the appropriate APR. The APR must initiate a search for the item or review the circumstances of damage or destruction. If the item cannot be located or the Government personal property has been damaged or destroyed, the employee must submit a report of loss or theft within 24 hours, in accordance with the following procedures. (1) Notify the Headquarters Protective Force (202-586-6900, Forrestal; 301- 903-2403, Germantown) if there is reason to suspect theft. A member of the Headquarters Protective Force will respond and will complete an Incident Report. (2) Prepare a Retirement Work Order (HQ F 1400.20). For cases of theft, a completed Incident Report must be attached to the Retirement Work Order. (3) Submit the Retirement Work Order to the APR for review/signature. The APR will submit the Retirement Work Order to the PAO, Germantown. b. Upon receipt of the Retirement Work Order, the PAO will investigate the loss or damage and will take the following actions. (1) Remove the Government personal property record from the official Government personal property database if circumstances so warrant. The PAO is authorized to remove from the database records for Government personal property with an acquisition value of $500 or less. (2) Recommend to the reviewing authority (i.e., the OPMO) that the Government personal property record for Government personal property with an acquisition value greater than $500 be removed from the official Government personal property database if circumstances so warrant. The OPMO is authorized to remove from accountability records, Government personal property with an acquisition value of $1,000 or less. (3) Prepare a concise summary of the case for personal property records with an acquisition value greater than $1,000 and submit it and the Retirement Work Order to the Board of Survey with one of the following recommendations. (a) Government personal property is serviceable and should be continued in service. CANCELE D

Attachment 2 HQ O 580.1A Page 8 9-23-01 (b) No individual is pecuniarily liable for the loss, theft, damage, or destruction of the Government personal property. Therefore, the item should be removed from the Government personal property accountability records. (c) The employee must be held pecuniarily liable because his/her negligence or willful misconduct led to the theft or contributed to the loss, damage, or destruction of the Government personal property. Any case that involves a possible illegal act by a DOE employee must be referred to the Office of the Inspector General. Final Board of Survey actions should be deferred until that office completes its investigation. 15. UTILIZATION AND DISPOSAL OF GOVERNMENT PERSONAL PROPERTY. At Headquarters, the authority to reassign and transfer Government personal property to and from other DOE offices, to obtain excess Government personal property from other Federal agencies, and to report and dispose of excess and surplus Government personal property is limited to the Headquarters PAO, in accordance with FPMR 101, Subchapter H; FMR 102; and DOE PMR 109. Government personal property that is no longer required by Headquarters elements must not be disposed of through transfer to another Federal agency, donated, or sold until a determination has been made by the Headquarters PAO that such Government personal property cannot be used elsewhere within DOE. Cannibalization of all Government personal property must be approved in advance in writing by the Headquarters PAO or the Headquarters OPMO. Cannibalization is the removal of some or all component parts, from a single piece of personal property, to be used in another like item for the purpose of repairing that item or bringing it to a more efficient operating level. Only personal property items that have a depreciated value of at least 15 percent of their original acquisition costs may be cannibalized. Any personal property that has a depreciated value of $25,000 or more will not be cannibalized. Before cannibalization, all requests for approval of personal property cannibalization must be submitted on a Retirement Work Order, HQ F 1400.20, and must be signed by the organization’s APR and forwarded to the PAO or OPMO. Failure to obtain prior approval could result in the employee being held pecuniarily liable as stated in HQ O 580.1A, Attachment 2, Paragraph 14b(3)(c). a. All ADP equipment must be sanitized by the using Headquarters organization before being transferred into excess to ensure that all data, information, and software have been removed from the equipment. The “Property Transfer Turn-In” (TP) must be signed by the AO or APR and certified by the program office’s designated Headquarters security officer (HSO). The certification statement must include the following wording: “I certify that the above listed equipment has been low-level formatted or wiped clean.” In addition, a certification label must be affixed to each piece of ADP equipment. This certification will confirm that the equipment has been sanitized by the appropriate personnel. Each label should contain the statement CANCELE D HQ O 580.1X Attachment 2 9-23-01 Page 9 (and Page 10)

“Equipment certified to be sanitized” and be signed by the HSO. These labels can be generated from the desktop using standard “Avery” type labels. If more than one piece of equipment is turned in for excess, the program office must ensure that each piece is checked and certified by the HSO as sanitized. Random sampling of the equipment by the HSO for verification of sanitization purposes is not acceptable. If each piece of equipment does not have a label affixed certifying to its sanitation or if the TP is not completed with the appropriate statement of sanitation and signed by the HSO, the equipment will not be accepted/picked up by Assets Management or the movers. b. In accordance with Executive Order 12999, 61 Fed. Reg., 17227, (April 17, 1996), ADP equipment is offered to qualifying recipients of the Computers for Learning Program. All such transfers of Headquarters Government personal property are coordinated through the Headquarters PAO. CANCELE D HQ O 580.1A Attachment 3 9-23-01 Page 1 INSTRUCTIONS FOR COMPLETING THE PROPERTY REMOVAL AUTHORIZATION FORM The following instructions for completing the three-part Property Removal Authorization (PRA) form must be adhered to strictly. 1. A PRA MUST NOT BE CHANGED OR ISSUED WITH CHANGES. If an error is made in preparing a PRA or the information on a PRA changes, the PRA must be discarded and a new PRA issued. 2. The PRA must be signed by the holder and approved by the authorized issuing officer. 3. Each PRA must be issued for specific items and user(s). Blanket authorizations are not permissible. For example, a PRA may not be issued with the description “any cellular telephone.” Any exception to this specific authorization requirement must have a written justification and authorization from the Headquarters Physical Protection Program. 4. An authorized issuing officer is not allowed to approve a PRA for his/her own use. 5. A PRA requesting removal of furniture or furnishings must be signed by one of the following employees: Director, Office of Administration, 4A-191, Forrestal Director, Office of Operations, Office of Administration, 1G-079, Forrestal Director, Assets Management and Support Services Group, 1F-039, Forrestal Forrestal Property: Assets Management Team Leader, 1F-039, Forrestal Germantown Property: Assets Management Team Leader, R-006, Germantown Organizational Property Management Officer, 1F-039, Forrestal 6. The PRA must be completed by the requester (holder) as follows: Date Issued Date PRA is issued. Name of Holder Printed name of individual removing item. Holder’s Org. Code Organizational routing symbol of holder. Holder’s Room/Bldg. Room and building of the holder. CANCELE D Attachment 3 HQ O 580.1A Page 2 9-23-01 Signature of Holder Signature of individual requesting permission to remove the item. Holder’s Phone Phone number of holder. Property Pass Valid At Not necessary to complete. Form has been preprinted. Description of Property Being Removed Nomenclature, manufacturer, model, identification number (tag number), and serial number. Property Belongs To Identify the owner of the item (e.g., DOE Headquarters, DOE contractor, personal). Authorized Issuing Officer Printed name and signature of authorized issuing officer. Return Date Date the item(s) is to be returned (not to exceed 1 year). The word “indefinite” must not be used in the Return Date area. Once the indicated return date has been reached, a new PRA must be issued. If the item(s)is contractor-owned or personally owned, the Return Date may be indicated as N/A (not applicable).

7. The completed PRA must be presented to the authorized issuing officer for verification and signature. (Self-serve lamination will be available in the Germantown Assets Management Office, R-006, and the Forrestal Assets Management Office, 1F-039, if a PRA is being used for an extended period of time.) 8. The authorized issuing officer is responsible for approving or disapproving PRAs and distributing approved PRAs as follows. a. Original (white copy) is given to the holder (requester) of the PRA. b. Copy 2 (yellow) is mailed immediately to the property accountable officer in Germantown. c. Copy 3 (blue) is mailed immediately to the accountable property representative for the organization. CANCELE D HQ O 580.1A Attachment 4 9-23-01 Page 1 DEFINITIONS 1. Account. The sum of all Government personal property in the custody of an organizational unit. 2. Accountable Property Representative (APR). The custodian of Government personal property appointed by the head of an organizational unit. The APR has physical responsibility for the proper use, maintenance, and protection of Government personal property assigned to a specific custodial area. 3. Administratively Controlled Property. Government personal property items that have an acquisition value from $300 to $4,999 and are not considered sensitive. 4. Authorized Issuing Officer. The individual responsible for authorizing the removal of Government personal property, contractor property, and personally owned property from a Department of Energy (DOE) Headquarters facility. 5. Bar-Code Labels. Labels, placed on Government personal property for tracking and identification purposes, consisting of a group of printed, patterned bars and spaces, and alpha and numeric characters, designed to be scanned and read into computer memory as identification for the objects they label. 6. Board of Survey. A group of individuals, consisting of at least three members and not more than five, who are appointed by the director of the Office of Administration to investigate reports of missing or damaged Government personal property. The organizational property management officer (OPMO), property accountable officer (PAO), accountable property representative (APR), or employee(s) reporting the missing or damaged Government personal property are not authorized to serve on a Board of Survey. 7. Capitalized Personal Property. Any single item of nonexpendable Government personal property that is acquired at a cost of, or valued at, $25,000 or more and has an estimated service life of 2 years or more. 8. Equipment. Any item of Government personal property having a unit acquisition cost of $5,000 up to $24,999 and having the potential for maintaining its integrity (i.e., not expendable due to use) as an item. 9. Excess Government Personal Property. Government personal property from a DOE Headquarters organization that is excess to the user’s needs. Such personal property should be documented as excess by the organization’s Accountable Property Representative and turned into the Property Office using HQ F 1400.18. CANCELE D Attachment 4 HQ O 580.1A Page 2 9-23-01 10. Expendable Personal Property. Materials and supplies that when put to use are consumed, lose their identify, or become an integral part of other Government personal property. 11. Government Personal Property. Government-owned or Government-leased (from commercial sources) items of any kind (except real property or property related to real property) that are in the custody of DOE personnel or DOE contractors.

12. Government Personal Property Accountability. The establishment and maintenance of Government personal property accountability records and the development of procedures to ensure effective protection and control of Government personal property. 13. Hand Receipt. A document used to establish the direct accountability of a user for sensitive property. HQ F 4420.1, “Certificate of Property Receipt,” is prepared for this use by asset management staff at Forrestal and Germantown. Computer-generated reports from the official Property Accounting and Management System (PAMS) may also be used as hand receipts. 14. Office Furnishings. Articles that supplement office furniture and augment the utility of the space assigned. These articles include lamps, desk trays, waste receptacles, draperies, carpets, and rugs. 15. Office Furniture. Items normally associated with occupancy or use in such areas as offices, conference and reception rooms, institutional waiting rooms, lobbies, and libraries. Such items include computer furniture, desks, tables, credenzas, bookcases, coatracks, telephone cabinets, filing sections and cabinets, security containers, chairs, and davenports. 16. Organizational Property Management Officer (OPMO). The individual appointed to establish and administer a Government personal property accountability program at DOE Headquarters. 17. Physical Inventory. The physical confirmation of the existence of the Government personal property. 18. Property Accountable Officer (PAO). The individual in the Assets Management Office who is responsible for the complete coordination of the Headquarters Government personal property asset management program. 19. Property Removal Authorization (PRA). The PRA form (HQ F 1400.25) used for the authorized removal of property (Government-, contractor-, and personally owned), except expendable supply items, from any DOE Headquarters facility. Accountability of DOE Headquarters Government personal property will become the responsibility of the PRA form holder. (See HQ O 580.1A, Attachment 3, for instructions on completing the PRA form.) CANCELE D HQ O 580.1A Attachment 4 9-23-01 Page 3 (and Page 4) 20. Retirement Work Order. The form (HQ F 1400.20) required to report property that is lost, stolen, damaged (except damage to a Government vehicle resulting from a motor vehicle accident, which is to be investigated), disposed of for salvage, reduced to scrap, destroyed, abandoned, or determined to be an inventory shortage. 21. Sensitive Property. Items of Government personal property susceptible to being misappropriated for personal use or readily converted to cash (e.g., portable computers, portable communications items, photographic items, firearms, survey instruments, binoculars, power tools, televisions, and video cassette recorders). CANCELE D DOE HQ O 580.1A Attachment 1, Contractor Requirements Document Attachment 2, Acquisition, Accountability, and Disposal of Government Personal Property Attachment 3, Instructions for Completing the Property Removal Authorization Form Attachment 4, Definitions