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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
General Services Administration (GSA) Personal Property
General Services Administration administers the Federal Excess Property Program for federal agency transfers and participation.  Part of the GSA Federal Supply Service (FSS), the Personal Property Management Division approves all transfers of Federal Excess Personal Property to agencies whether requested from a DRMO or another federal agency. GSA, FSS, PPD also administers the "Donation" program transferring items not reutilized within the FEPP community onto State Agencies for Surplus Property. As a foundation for this support, GSA, FSS, PPD is constantly reviewing the property program; implementing regulation and directives to expedite the property disposal process; reaching out to service the federal customer utilizing excess property; working with Defense Reutilization and Marketing Service (DRMS) and Defense Logistics Agency (DLA) in monitoring the reutilization of DoD excess property to its fullest benefit; working with agency officials in utilizing FEPP in their individual programs; developing and implementing technological aids for efficient disposition of property, and many other tasks relating to the Federal Excess Property Program.
  >From the GSA Personal Property Management Policy Division home page, the Division: The GSA MTP does not: Both of these items are expedited by GSA, FSS, PPD (i.e. Operations)

GSA MTP Customers and Stakeholders include Federal Civilian Agencies, Department of Defense, State Agencies for Surplus Property, Office of Management and Budget, Congress, Public, and Special interests
 

GSA Area Property Officers (APO's) are new titles recently implemented and formerly known as "Area Utilization Officers" (AUO's). The APO's primary responsibilities are to coordinate and expedite the excess and donation activities within their assigned areas. In general, one officer may serve 1 to 2 states dependent on geographical area covered and density of federal activities within. The GSA APO is the primary contact person for a given geographical area for transfer approvals and guidance concerning the property program overall. APO's are very knowledgeable of policy and operations concerning disposition of Federal Excess Personal Property whether it be generated by DRMS or another federal activity.
 
  Policy and regulations concerning the Federal Excess Property Program can be found on the GSA Personal Property Management Policy Division home page.

For individual agency regulations regarding the acquisition, accountability, and disposal of FEPP, consult the specific program approving authority. Listed below are a few sites containing information on some of the larger program participants:

The GSA FEDS System is an electronic screening resource available to persons involved in the generation, transfer, and acquisition of Federal Excess Personal Property. The system is accessible via dial-up or Internet. The database contains information on agency property available nationwide as well as all items in the DRMS property inventory. Searches can be performed via FSC, NSN, description, location, SRD, date entered inventory, as well as additional criteria. Users can freeze items within FEDS and have an electronic SF122 generated to their fax machine. Property listed also includes contact person and phone numbers. Access to the FEDS electronic screening system is usually limited to persons and entities screening and transferring FEPP under direction of General Services Administration, FSS, PPD.

The system requires a password and account. Contact your agency approving authority for an application. Agencies can also utilize FEDS for reporting Federal Excess Personal Property directly.

For more information on the FEDS Screening System, visit the GSA Personal Property website.
 

For inquiries or assistance on the FEDS system, users should: The GSA Area Property Officer (APO) is the true centralized key figure to successful property acquisitions and management. APO's have a wide array of personal property knowledge whether it be policy or operations, DRMS or federal agency property, or property acquisition or disposal. APO's have high understanding of the big picture of federal property management. Area Property Officers are service-oriented individuals committed to the federal and state customer and ultimately serve as tremendous stewards for the American taxpayers' investment in government.
  A thorough legislative background of federal property disposal programs can be found on the GSA Personal Property Management Policy Division website.
  GSA Report Numbers and Defense Turn-in Documents (DTID's) for all practical purposes serve the same need. Both act as a unique "disposal serial number" attached to every item reported for excess screening and disposal action. "Report Numbers" are used on property reported to GSA on Form SF120 by federal agencies disposing of property; DTID's are used on military property located at DRMO's. Both of these numbers are used to refer to and track a line item of property during its entire disposal process. Both numbers are 14 digits long (sometimes suffixed with a letter) and are designed as follows:
  Both report numbers and DTID's are designed so there are no two numbers duplicated within a given decade. For the most part, federal civilian agency Activity Address Codes (and thus, report numbers) begin with numbers; military address activity codes (and thus, DTID's) begin with letters.
  Cost-reimbursable codes are used by GSA to define status of excess and surplus property with regard to reimbursability, donability, and salability.  In essence they identify the applicability/possibility of returned proceeds to the owning agency for excess items. A listing of these codes is available in the USA Electronic Toolkit located on this website.  Most items available as excess can be transferred to another agency with no charge. However, other items may require a charge from the transferring activity usually based on fair-market value. Cost-reimbursible codes identify such situations. In general, items marked with a 2 or C are available at no charge; items identified with a 4 or E require a charge based on fair market value. Consult the listing of reimbursable codes in the Electronic Toolkit for the full listing.
  "Exchange-sale" property is one classification of cost-reimbursable codes assigned to excess property generated by federal agencies. Exchange-sale property is identified with a cost-reimbursable code of 4 or E and requires a fair-market reimbursement from the transferring activity upon receipt. With exchange-sale property, the owning agency may only request exchange-sale status if the funds received will be used in the purchase of replacement item(s).  Several federal agencies -- and a few military activities -- require exchange-sale reimbursement on items. Agencies requesting exchange-sale status for property have the authorization to "waive" the reimbursement upon request by a federal agency interested in transfer, but instances are rare.