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Disclaimer - The USA-FEPP Frequently Asked Questions Section poses commonly asked questions within the Federal Excess Personal Property Community. Answers are provided by the leadership of USA-FEPP, Inc. based on experience, common regulations involved in FEPP, information received from authoritative federal sources, and other avenues of information. While every attempt has been made to provide up-to-date answers and responses to issues and questions common to Federal Excess Personal Property, USA-FEPP, Inc. does not assume any liability for the information provided nor does it replace directives, guidelines, or mandates directed from federal authorities relating to federal personal property management.
Frequently Asked Questions - Forms

  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. 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, Forest Service, and NSF) require additional typed justification information and signatures in the description body of the form.
 
 

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.
 
 

DoD Form 1348 - Issue Release/Receipt Document is used with military property located at Defense Reutilization and Marketing Offices (DRMO's). This document is used within DoD/DRMS to facilitate the reporting of property from the DoD generator to the DRMO as well as provide information facilitating its transfer onto excess and donation customers. Each item at a DRMO has a Form 1348 affixed to it containing information necessary to freeze and transfer property. For items received from the Recycling Control Point (RCP) Program, a Form 1348 serves as the packing slip for items when received. The most relevant parts of the Form 1348 to the excess customer are the NSN, DTID, description, condition code, DEMIL code, warehouse location, unit cost, and extended cost.
 
  The USDA Form AD112 is used for the Report of Unserviceable, Lost, Stolen, Damaged, or Destroyed Property. It is used specifically for USDA programs. Consult your agency approving authority for direction on its completion.
 
  DoD Form 103 - Screeners Tally Request to Freeze/Hold Excess/Surplus Property is used at the DRMO's for screening and freezing available excess property. Items requested and tagged should be recorded on the Form 103 and turned into the DRMO office. All the information to be entered is recorded off the Form 1348's affixed to each item in the warehouse locations.  Relevant information to be recorded includes NSN, unit, quantity, DTID, site, storage location, DEMIL codes, condition codes, unit price, extended total, and noun description.  Screeners should complete the top portion with their name, agency name, phone number, and screening date.  Information recorded on the Form 103 is used to prepare Form SF122 - Transfer Order for Excess Personal Property.
 
  Yes...all the above forms except for the DoD Form 1348 are available from the FEPP "Electronic Toolkit" on the USA-FEPP Resource/Reference page. The file is a .zip file and can be opened when downloaded using Win Zip or another compression program.  For items frozen in -- and allocated from -- the GSA FEDS Screening System, an electronic form is generated to a fax number (inputted during the freezing process) for manual processing from that point forward.