14 FAH-1 H-100
DELEGATED RESPONSIBILITIES
14 FAH-1 H-110
DEPARTMENT-WIDE MANAGEMENT
CONTROLS
(CT:PPM-15; 07-12-2012)
(Office of Origin: A/LM)
14 FAH-1 H-111 AGENCY PROPERTY
MANAGEMENT OFFICER
(CT:PPM-15; 07-12-2012)
(Uniform State/USAID)
a. The Director, Program Management and Policy
(A/LM/PMP), is the designated Property Management Officer (PMO) for the
Department of State. See 14 FAM 411.2, paragraph a, for details.
b. USAID Agency Property
Management Officer: The Chief, Overseas Management Division, Management
Services Office, Bureau for Management (M/MS/OMD), is the designated USAID
Property Management Officer (PMO) for USAID property abroad. See 14 FAM 411.2, paragraph b, for details.
14 FAH-1 H-112 POST RESPONSIBILITIES
14 FAH-1 H-112.1 Property
Management Officer (PMO)
(CT:PPM-15; 07-12-2012)
(Uniform State/USAID)
a. The posts property management officer (PMO) must be
a U.S. citizen direct-hire employee. Functional responsibility for property
management is inherent in the positions of the post management officer or USAID
executive officer. Therefore, the head of the establishment abroad must
designate, in writing, the incumbent of one of those positions to serve as
PMO. At small posts not having these positions, the principal officer will
serve as PMO.
b. See 14 FAM 411.2-1 for further details on the responsibilities of the PMO.
14 FAH-1 H-112.2 Accountable
Property Officer (APO)
(CT:PPM-15; 07-12-2012)
(Uniform State/USAID)
a. Functional
responsibility for the accountable property officer (APO) is inherent in the position of the general services
officer (GSO) for posts abroad.
b. State only: The
executive director of each bureau or office is accountable for personal
property in the control of that bureau or office located in the United States.
c. The APO must be a
U.S. citizen direct-hire employee designated in writing by the property management
officer (PMO).
d. At a small post not
having a general services officer to serve as APO, the PMO will retain APO
operational responsibilities or may designate an APO who is a U.S. citizen
hired under a personal services agreement, a direct-hire foreign national, or
foreign national serving under a personal services agreement if the individual
is under the direct supervision of the management officer or executive officer.
e. See 14 FAM 411.2-2 for further details on the responsibilities of the
APO.
f. In addition, the APO
for posts abroad is responsible for:
(1) The preparation of
Form DS-132, Property Disposal
Authorization and Survey Report, for State or for USAID, documenting shortages
or damages, and the forwarding of Form DS-132 to the PMO for approval or referral to the property
survey board;
(2) The preparation of
property reports required by the owning parent agency;
(3) Personally
conducting periodic, unannounced spot counts of expendable and nonexpendable
property in warehouses to verify the accuracy of property records. Discrepancies
between property records and physical count must be reconciled (see 14 FAH-1 H-614); and
(4) The periodic review
of material and supplies issues ensuring not to exceed a 30-day supply.
g. The APO must make a
personal and thorough review of property operations to ensure that
documentation is being used for property transactions, and that all property
operations are in compliance with regulations and policies. A review of the
property records and the acquisition document file will help. Look for a
pattern of purchases and for types of material that may show an abnormal
frequency of replacement. This could mean, for example, that property is being
discarded prematurely, or that property is being pilfered.
h. Warehouse inspection: The
APO should personally inspect the supplies and equipment at the warehouse. He
or she must note the steps taken to protect the contents of the warehouse. Are
they being kept dry and protected? Does the facility have adequate racking,
bins, racks, and other storage aids? Are sensitive items adequately protected?
Is the stock maintained in a neat and orderly condition? Is the physical
security of the facility adequate to prevent unauthorized entry? Unneeded
property that has accumulated in the warehouse should be inspected. At posts
where property operations are lax, it is common to find an accumulation of
discarded, unserviceable, and obsolete items "cluttering up" the
warehouse. Such property should be screened and classified as to condition and
serviceability, and a decision made as to whether it should be disposed, or
reconditioned and returned to stock. Action should be taken immediately, as
continued storage of unneeded property is a waste of space.
i. Self-audit: If time
permits, the APO should conduct an in-depth self audit of all property
activities using 14 FAH-1
Exhibit H-112.2 as a guide. The audit will
help the APO become acquainted with property management operations and provide
a good picture of the condition of the operations. Such a review will help
identify those areas in need of attention.
j. A sound management
control system must ensure that no one individual is in the position to control
all aspects of any transaction affecting the receipt, storage, or disposition
of expendable or nonexpendable personal property. The following criteria
should be used when determining separation of duties:
(1) If the employee has
purchasing duties, do not assign the employee:
(a) Paying duties; or
(b) Receiving duties;
(2) If the employee has
receiving duties, do not assign the employee:
(a) Purchasing duties;
(b) Paying duties; or
(c) Property
record-keeping duties;
(3) If the employee has
paying duties, do not assign the employee:
(a) Purchasing duties; or
(b) Receiving duties;
(4) If the employee has
property record-keeping duties, do not assign
the employee:
(a) Physical inventory
duties (the exception to this is when bar code scanning equipment is used. In
those situations, the accountable property officer must question any manual
entry to the scanner);
(b) Stock pulling duties;
(c) Receiving duties; or
(d) Property disposal
duties; and
(5) When circumstances
prevent total separation of duties, the accountable property officer must
review and document the result of the review twice annually. Maintain
documentation (even when there are no discrepancies) in the
inventory/reconciliation file (see 14 FAH-1 H-612). Select at random several receiving reports and
related documents, such as vendor packing lists and Despatch Agency
notifications prepared during the past several months, and compare the
receiving reports with the documents looking for:
(a) Discrepancies in
quantities between what should have been shipped by the vendor, what was
received by the Despatch Agent, and what was received at post; and
(b) Short/partial
shipments for which the balance was never received.
k. Make sure that all
accountable personal property listed on the receiving report has been posted to
the records. Examine the issue patterns for expendable items, paying
particular attention to items which have a ready local market or are attractive
for personal use such as tools, light bulbs, batteries, and paper products; and
conduct spot inventories on warehouse expendable and nonexpendable stock items,
selected at random, and compare the results with records.
14 FAH-1 H-112.3 Post Property Disposal Officer (PDO)
(CT:PPM-15; 07-12-2012)
(Uniform State/AID)
a. The designated post property
disposal officer (PDO) must be a U.S. citizen designated in writing by the
property management officer (PMO) and should be an official other than the
accountable property officer (APO). It is desirable, but not mandatory, that
the PDO also have property management and supply management experience.
b. See 14 FAM 411.2-4 for further details on the responsibilities of the
PDO.
14 FAH-1 H-113 THROUGH H-119 UNASSIGNED
14 FAH-1 Exhibit H-112.2
SELF-AUDIT CHECKLIST
(CT:PPM-15; 07-12-2012)
GENERAL
Is Form DS-582, Property Management
Report, on file and valid (i.e., was inventory
taken and reconciled in a timely manner)? Yes ____ No ____
Is 14 FAM easily accessible for property
operations staff? Yes ____ No ____
Are copies of written delegations on file
designating:
Property management officer (PMO)? Yes ____ No ____
Accountable property officer (APO)? Yes ____ No ____
Property disposal officer (PDO)? Yes ____ No ____
Has a property survey board been
established? Yes ____ No ____
Have survey board members been
delegated in writing? Yes ____ No ____
Is damaged and/or stolen property being
reported in accordance with policy? Yes
____ No ____
Has a preventive maintenance program
been established? Yes ____ No ____
SEPARATION OF DUTIES
Are all of the following duties separated
from each other:
Procurement? Yes ____ No ____
Receiving? Yes ____ No ____
Payment? Yes ____ No ____
Property records maintenance? Yes ____ No ____
Conduct of physical inventories? Yes ____ No ____
Property disposal? Yes ____ No ____
REQUISITIONING PROCEDURES
Are procedures in place to
request personal property and to request
repair services to personal property? Yes ____ No ____
Are requests for procurement action
approved by signature of accountable
officer? Yes ____ No ____
Does receiving office sign for receipt of
property delivered? Yes ____ No ____
Does the occupant or occupant's designee
sign for receipt of property delivered to
residence? Yes ____ No ____
Are requests for repair/service to residential
personal property approved by signature of
the facilities or accountable property
officer? Yes ____ No ____
Upon completion of repair/service to
personal property in an office or residence,
is document signed by recipient to indicate
work is acceptable? Yes ____ No ____
Are procedures in place to assure that a
completed copy of the repair/service
reaches the individual responsible for
property records? Yes ____ No ____
Are property disposal actions properly
documented and approved before disposal
action is taken? Yes ____ No ____
Have all documents been posted to the
property records? Yes ____ No ____
RECEIVING
Is a specific individual designated in writing
to receive property? Yes ____ No ____
Is anyone other than the designated
individual allowed to sign for receipt of
incoming property? Yes ____ No ____
Have written receiving procedures been
given to the receiving clerk? Yes ____ No ____
Does receiving clerk receive copies of
acquisition documents routinely? Yes ____ No ____
Does post notify the receiving activity
at the Logistics Management office
(A/LM/OPS/WLC/MAT) warehouse or the
appropriate Logistics Management office
(A/LM/OPS/TTM/TO) Despatch Agent of all
the posts orders to transit that facility by
providing a copy of each applicable
procurement document? Yes ____ No ____
PROPERTY RECORDS
Is information technology (IT) equipment
on property records? Yes ____ No ____
State only:
If nonserialized property under
$5,000, or serialized property under $500 is
not tracked on ILMS, are stock control
records
maintained on stock in the warehouse? Yes ____ No ____
ILMS
Are the following data elements routinely
entered:
Total acquisition cost as defined in its
definition under 14 FAH-1 H-013? Yes
____ No ____
Purchase order number? Yes ____ No ____
Repair/maintenance information? Yes ____ No ____
Shipping/handling/installation costs? Yes ____ No ____
Information required for capitalized
property? Yes ____ No ____
PROPERTY RECORDS
Have minimum and maximum levels been
established on stock records? Yes ____ No ____
RESIDENTIAL PROPERTY
Are individual inventory files maintained
for each residence? Yes ____ No ____
Are residence inventories taken when
occupant leaves and when new occupant
moves in, and are the inventories signed
by occupant and general services office
representative? Yes ____ No ____
WAREHOUSE
Are expendable items deteriorating because
of heat/humidity? Yes ____ No ____
Is property damaged because of dampness
or leaky roof? Yes ____ No ____
Is furniture damaged by careless handling? Yes ____ No
____
Does warehouse have suitable racks/
shelving? Yes ____ No ____
Does warehouse have appropriate materials
handling equipment? Yes ____ No ____
Does warehouse have sprinkler system
and/or fire extinguishers? Yes ____ No ____
Are fire extinguishers clearly marked and
easily accessible? Yes ____ No ____
Are designated fire exits clearly identified
and clear of storage? Yes ____ No ____
Is there adequate protection from theft of
any construction material stored outside? Yes ____ No ____
Is property belonging to various agencies
identified? Yes ____ No ____
Are items highly vulnerable to theft housed
in a secure area? Yes ____ No ____
Is fireproof room or storage container built
for hazardous items? Yes ____ No ____
Are hazardous items isolated in a separate
part of the warehouse? Yes ____ No ____
Are items susceptible to oxidation stored
in a well-ventilated area? Yes ____ No ____
Is property set aside for disposal discarded
within a reasonable period of time? Yes ____ No ____
DISPOSAL
Is Form DS-132, Property Disposal
Authorization and Survey Report (for
State), prepared for all disposal
actions? Yes ____ No ____
Are disposal actions receiving the
necessary pre-disposal approvals? Yes ____ No ____
Are attempts made to redistribute excess
property in accordance with regulations
prior to disposal by sale? Yes ____ No ____
Are sale day actions being monitored by
the property disposal officer? Yes ____ No ____