GSA Standard Form (SF) 122 - Transfer Order - Excess Personal Property is the document used to facilitate transfer of federal excess property from one federal entity to another. With few exceptions, all SF 122s are automatically generated through GSAxcess with all the required information fields filled and are sent to the requestor/screener via email for the required approval signatures. During the 'freeze' process, when filling out the form on-line, be sure to indicate how the property is to be removed from the holding agency. With the exception of approval signatures, it is very much an automated system.
In special instances when a 'manual' SF 122 is required, follow the directions below. Although each transferring agency may have specialized instructions on completing the form particular to their needs, listed below are the basic elements needed for completion:
Box 1- Order number assigned by approving agency
Box 2 - Date order initiated
Box 3 - GSA address responsible for area in which property to be transferred is located
Box 4 - Ordering agency and address
Box 5 - Holding agency i.e. name and address of agency from which property is being transferred
Box 6 - Ship To name and address; can also be the user or custodian of the item
Box 7 - Location of property; only if different than information in box 5
Box 8 - Shipping instructions; should include contact person, pickup or shipping information, phone and/or fax numbers
Box 9 - Ordering Agency Approving Signature and Title
Box 10, 11, and 12 - not relevant for the most part to person preparing form
Box 13 - Full description of property being transferred including Federal Stock Class (FSC) or National Stock Number (NSN), Report or Defense Turn-in Document (DTID) number, warehouse location, condition code, full noun description including make, model and serial if relevant. Columns D, E, F, and G should show unit, quantity, unit cost and total cost per line item respectively.
Box 14 - GSA approval and completion only
In addition, many approving agencies (including USDA-CSREES, Forest Service, and NSF) require additional typed justification information and signatures in the description body of the form.
What is an SF120 and how do I complete it? GSA Standard Form (SF) 120 - Report of Excess Personal Property is the document used to report "Excess" items to GSA for screening purposes. The SF120 is used to initiate and expedite the excess process. GSA uses the report and information contained within to make items available for transfer to other federal agencies, donation to state agencies, or lastly, sale to the general public. For "generators" of FEPP, the SF120 should be completed as follows:
Box 1 - report number assigned by owning agency
Box 2 - date mailed by agency to GSA
Box 3 - total acquisition cost of items on report
Box 4 - Type of report i.e. original, corrected, etc. (Check one box only)
Box 5 - GSA office address for geographical area in which property is located
Box 7 - Holding agency of property and address
Box 9 - Contact information for person(s) holding property
Box 11 - Address to which disposal instructions are to be sent
Box 13 - Federal Stock Class (FSC) for which items reported belong
Box 14 - Physical location of property (may or may not be same as box 9)
Boxes 6, 8, and 10 all to be completed by owning agency and pertain to approvals and reimbursements, if any
Box 12, 16, and 17 - all to be completed by GSA only
Box 18 - Complete description of item(s) reported as excess with condition code, unit cost, and extended cost. Items should have a full description including make, model, serial number, known defects, operation, etc.
*** TIP - A complete description of reported property is the single most important element in its disposition.
