This document is the first of two documents in the automated gsa directives Library used to depict fss p 4025 This document contains the change orders, the
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  This document is the FIRST of two documents in the automated GSA Directives Library used to depict FSS P 4025.5. This document contains the change orders, the entire table of contents, and chapters 1 - 12. The second document contains only appendixes A and B and the table of contents pertaining to those portions of the handbook. GENERAL SERVICES ADMINISTRATION Washington, DC 20405 FSS P 4025.5 CHGE 4 March 24, 1999 GSA ORDER SUBJECT: Donation of Surplus Personal Property 1. Purpose. This order transmits changed pages to the HB, Donation of Surplus Personal Property. 2. Cancellations. FSS IL 95-2 and FSS IL 97-1 are canceled. 3. Explanation of changes. Ch. 2 is revised as follows: a. Par. 13a is revised to update the guidelines for determining the frequency of State agency reviews. b. Fig. 2-5.1 is retitled and revised to update the national distribution target percentages, which were formerly called national entitlement percentages. c. Figs. 2-9.2, 2-9.3, and 2-9.4 are revised to update the conditional transfer documents for vessels, non-combat-type aircraft, and combat-type aircraft. FRANK P. PUGLIESE, JR. Commissioner Federal Supply Service GENERAL SERVICES ADMINISTRATION Washington, DC 20405 FSS P 4025.5 CHGE 3 May 22, 1995 GSA ORDER SUBJECT: Donation of Surplus Personal Property 1. Purpose. This order transmits changed pages to the HB, Donation of Surplus Personal Property. 2. Cancellation. The letter FSS-IL-94-1, of April 1, 1994, from the Commissioner of Federal Supply Service (FSS) to the Assistant Regional Administrators of FSS, subject: State Agency Reviews (FSS P 4025.5, ch. 2-13), is canceled. 3. Explanation of change. Ch. 2-13 is revised to provide updated instructions for evaluating a State agencys program for the donation of Federal surplus personal property. 4. Instructions. Remove pp. 39 thru 42.4 and 89 thru 92 of ch. 2. Insert the attached corresponding new pages. /s/ Donna Bennett for FRANK P. PUGLIESE, JR. Commissioner Federal Supply Service GENERAL SERVICES ADMINISTRATION Washington, D.C. 20405 FSS P 4025.5 CHGE 2 July 26, 1989 GSA ORDER SUBJECT: Donation of Surplus Personal Property 1. Purpose. This order transmits new and revised pages for inclusion in the HB, Donation of Surplus Personal Property. 2. Cancellations. FSS Donation Program Memoranda Nos. DPD-19-81, FMD-3-86, FBP-8-86, FBP-9-86, FBP-10-86, FBP-11-86, FBP-12-86, and FBP-3-87 are canceled. 3. Explanation of changes. a. Ch. 1 of the handbook is changed as follows: (1) Subpar. 13w is revised to provide new guidelines for donating PCE or PCB-contaminated items. (2) Par. 21 is revised to eliminate the processing of overage and shortage reports for property having a minimal acquisition cost. (3) Par. 22 is amended to make the sponsoring agency responsible for determining whether screener applicants are qualified to screen items for donations b. Ch. 2 is changed as follows: (1) Par. 8 is amended to reflect new requirements for updating donee eligibility records and granting conditional eligibility. It also contains a provision whereby a donee, which has failed to meet the terms of its conditional eligibility, will pay the fair market value, rather than fair value, of donated property it has received and cannot return to the State agency. (2) Par. 9 is amended to provide procedures for including the required donee certifications and agreements on computer-produced distribution documents. In subpar. 9b, the acquisition cost criterion for imposing special handling and use limitations on vessels and aircraft is raised from $3,000 to $5,000. Subpar. 9c is revised to reflect the eligibility of programs for the homeless to acquire donable property. (3) Par. 12 is amended to allow a State agency's reimbursable expenses to be applied against total sales proceeds in lieu of the present method of determining reimbursement for each item or lot sold. In subpar. 12k(5)(b), the acquisition cost criterion for abandoning or destroying property without public notice is raised from $100 to $500. (4) Par. 13 is revised to address the review requirements recommended in the General Accounting Office's May 1988 report to Congress entitled "Property Management: Excess and Surplus Personal Property Transfers to Nonfederal organizations (GAO/GGD-88-68)." The report recommended, in part, that regional reviews of State agency donation programs be expanded to include assessments of the State agency's financial condition and distribution practices. (5) Par. 14 is revised to provide for compliance with the external audit requirements of OMB Circular A-128, "Audits of State and Local Governments." (6) Par. 16 is amended to eliminate the requirement for legislative involvement in amendments to State plans of operation. (7) Subpar. 19c is revised to raise from $3,000 to $5,000 the unit acquisition cost of property on which state agencies are required to impose additional restrictions. (8) Fig. 2-5.1 is revised to update the entitlement percentages of each State. (9) Fig. 2-6.1 is revised to update the format used for interstate cooperative distribution agreements. (10) Fig. 2-9.1 is revised to add a "hold harmless" clause and to raise from $3,000 to $5,000 the unit acquisition cost of property on which State agencies are required to impose additional restrictions. Also, the special handling conditions and use limitations imposed by GSA on the donation of foreign gifts and decorations are added to the terms and conditions to be included on the State agency distribution document. (11) Fig. 2-12.3 is added to provide a format to use in preparing a public notice of abandonment or destruction. (12) Fig. 2-13 is revised to reflect the change in (4), above. (13) Fig. 2-14 is revised to reflect new audit guidelines. c. Organizational references are updated and editorial changes are made throughout. DONALD C. J. GRAY Commissioner Federal Supply Service GENERAL SERVICES ADMINISTRATION Washington, D. C. 20405 FSS P 4025.5 CHGE 1 February 10, 1987 GSA ORDER SUBJECT: Donation of Surplus Personal Property 1. Purpose. This order transmits new and revised pages for inclusion in the HB, Donation of Surplus Personal Property. 2. Cancellations. Donation Program Memoranda Nos. DPD-20-81, FMD-4-84, FMD-7-84, FMD-8-84, FMD-10-84, FMD-5-85, and FBP-5-86 are canceled. 3. Explanation of changes. a. Ch. 1 of the handbook is changed as follows: (1) Subpar. 13c is revised to provide procedures for screening surplus ADP equipment which is generated at classified Department of Defense activities. (2) Subpar. 13i is revised to ensure that State agencies are contacted for pickup instructions when a vessel is transferred for donation. (3) Subpar. 13j is revised to clarify instructions for donating noncertified electronic products. (4) Subpar. 13k is revised to allow sports cars and luxury cars to be donated for administrative use. Previously, this was prohibited. (5) Subpar. 21c is revised to require that overage and shortage reports be submitted to GSA within 90 calendar days of the date of allocation. (6) Subpar. 22b is revised to clarify how State agency and donee screeners may be approved to screen at installations outside the State in which they reside. (7) Fig. 1-17 is revised to add a geographic location code for the Commonwealth of the Northern Mariana Islands. (8) Fig. 1-26 is revised to remove and replace an incorrect page. b. Ch. 2 is changed as follows: (1) Subpar. 3d is revised to delete the requirement for legislative involvement in amendments to permanent State plans of operation. (2) Subpar. 5h(1)(e) is revised to make optional the procedure for nonallocating regional offices to send copies of approved Standard Form 123, Transfer Order Surplus Personal Property, for reportable property to allocating regions. (3) Subpars. 5h(1)(i) and (2)(b)(ii) are revised to delete the requirement that property acquired as a result of residual screening not be charged to a State agency's entitlement. (4) Subpar. 5j(2) is revised to provide for adjustments to be made in the costs to be charged to a State agency's entitlement for averages or shortages reported within 90 calendar days of the date of allocation. (5) Subpar. 12i is revised to provide procedures for State agencies to sell undistributed Federal property in their custody. (6) Subpar. 12j1(2) is revised to clarify procedures for reimbursing State agencies when undistributed property in their possession is sold. (7) Par. 20 is added to provide procedures for donating surplus clothing to public agencies for use by needy persons. (8) Fig. 2-12 is redesignated fig. 2-12.2. (9) Fig. 2-12.1 is added to illustrate the cooperative agreement that State agencies must enter into with GSA before being authorized to sell undistributed Federal property. c. Ch. 12 is completely revised to provide procedures governing the donation of foreign gifts and decorations to public agencies and eligible nonprofit, tax-exempt activities. d. App. A is revised to include definitions for the terms "adult day care," "foreign decoration," "foreign gift," and "purpose." The term "approved" is redefined to provide for educational applicants to meet the criteria for approval under the "three-institutional-certification method" established by section 1201(a)(5)(B) of the Higher Education Act of 1965. The terms "donee" and "program for older individuals" are redefined to reflect changes made by the 1981 amendments to the Older Americans Act of 1965. e. App. B is revised to incorporate an eligibility determination for hospices and to provide guidance for evaluating applications from adult day care centers, museums, and the Civil Air Patrol. f. Organizational references are updated. 4. Reports. OMB Approval Number 3090-0014 is assigned to the report required by this order. DONALD C. J. GRAY Commissioner Federal Supply Service GENERAL SERVICES ADMINISTRATION Washington, D. C. 20408 FSS P 4025.5 December 31, 1984 GSA ORDER SUBJECT: Donation of Surplus Personal Property 1. Purpose. This order incorporates the HB, Donation of Surplus Personal Property, into the FSS series and transmits new and revised pages. 2. Cancellations. Donation Program Memoranda Nos. DPD-18-79, DPD-5-82, DPD-982, DPD-13-82, DPD-15-82, YMD-2-83, YMD-4-83, FMD-7-83, FMD-8-83, FMD-9-83, FMD10-83, FMD-11-83, FMD-12-83, FMD-13-83, FMD-14-83 and FMD-3-85 are canceled. 3. Background. The GSA Organization Manual (OHR P 5440.1 CHGE 35) abolished the Office of Personal Property, Federal Property Resources Service, and transferred its functions to the Office of Personal Property. On January 22, 1983, by GSA Order ADM 5440.284, the Office of Personal Property was renamed the Office of Federal Supply and Services. 4. Validation and constructive revision. The HB, Donation of Surplus Personal Property, is hereby validated, subject to the following changes: a. Wherever they appear in the handbook, the order identifications FSS P 4025.4 and PRM P 4025.1 should be interpreted to mean FSS P 4025.5 and should be so referenced. b. Wherever the designations Federal Supply Service or Federal Property Resources Service or the initials FPRS are used in the handbook, they should be interpreted as meaning the Office of Federal Supply and Services or FSS. 5. Explanation of changes. a. Ch. 1 is revised as follows: (1) Par. 13 provides revised procedures for processing automatic data processing equipment and expended ammunition cartridge cases. Subpars. 13z and aa are added to provide procedures for processing paints and radioactive materials. Provisions are also made for State agencies to use a special processing code when requesting property having characteristics that require special handling or use limitations. Fig. 1-13 is added to illustrate the codes. (2) Fig. 1-16.1 is revised to illustrate the current edition of the Standard Form 123, Transfer Order Surplus Personal Property. (3) Fig. 1-26 is revised to update the criteria for reporting excess personal property. b. Ch. 2 is revised as follows: (1) Par. 7 is revised to provide procedures for implementing a nationwide program for restricted rotational Joint screening. (2) Par. 8 is revised to reflect changes made by the 1981 amendments to the Older Americans Act of 1965, as amended. (3) Par. 10 is revised to provide that any insurance funds collected by the State agencies involving damaged or destroyed property still under Federal restrictions should be remitted to GSA for deposit in the U.S. Treasury. (4) Par. 12 is revised to eliminate reimbursement to the State agencies for certain sales expenses; to provide criteria for reimbursing State agencies for their transportation expenses; and to provide clarification on disposing of property by abandonment and destruction. (5) Par. 14 is revised to provide for use of the audit guide illustrated in fig. 2-14. (6) Par. 16 is revised to emphasize that a liquidation plan constitutes a major amendment of the State's plan of operation and, as such, must conform with the requirements of FPMR 101-44.202(b), (d)(1), and (d)(2). It also provides for the liquidation plan to include a provision for designating a successor in function. (7) Par. 18 is added to provide procedures for State agencies to turn in undistributed property to Defense Property Disposal Offices (DPDO). (8) Par. 19 is added to provide cannibalization procedures. (9) Fig. 2-5.1 is revised to update the national entitlement percentages of each State. (10) Fig. 2-12 is added to illustrate the format used in calculating reimbursement for State agency transportation expenses. (11) Fig. 2-18.1 is added to illustrate the memorandum of understanding between DOD and GSA which allows State agencies to turn in nondonated property to DPDO's. (12) Fig. 2-18.2 is added to illustrate the document used to turn in property to DPDO's. (13) Fig. 2-18.3 is added to provide guidelines on batch lotting property for turn-in to DPDO's. c. Ch. 3 is revised to update procedures and guides to be used in processing donations of surplus personal property to service educational activities. d. Ch. 9 is added to prescribe the policies and procedures governing the donation of forfeited alcoholic beverages to eleemosynary (charitable) institutions. e. Ch. 11 is revised as follows: (1) Par. 11 is revised to provide for quarterly status reports on open noncompliance cases. (2) Par. 12 is revised to provide clarification on the payment of funds in noncompliance cases. f. App. B is revised to incorporate an eligibility determination for foodbanks. g. Organizational references are updated. 6. Reports. Office of Management and Budget Approval Number 3090-0001 is assigned to GSA Form 18, Application of Eleemosynary Institution. 7. Forms. This order provides for the use of GSA Form 18, Application of Eleemosynary Institution. Supplies of this form may be obtained in the usual manner. DONALD C. J. GRAY Commissioner Federal Supply Service |
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