FEPP Inventory Instructions
Personal Property System (PROP) and
FEPMIS
As of June 5, 2017
Page 1 of 21
Contents
2019 Inventories - Due Date Checklist ............................................................................................... 3
Inventory Master File Requirements ................................................................................................... 4
PROPERTY MANAGEMENT OFFICERS, SPECIALISTS, AND TECHNICIANS ...................... 5
Training Instructions ....................................................................................................................... 5
Inventory Preparation .................................................................................................................. 5
Inventory Reconciliation ............................................................................................................. 6
Inventory Certification ................................................................................................................ 7
Inventory Controls ........................................................................................................................... 8
Property Definitions: ....................................................................................................................... 8
Acronyms ........................................................................................................................................ 9
Forest Service Training Certificate ................................................................................................. 9
Figure 1 - Sample Notification Letter ....................................................................................... 10
Figure 2 - Sample Certification Letter ...................................................................................... 11
Figure 3 - Interim Inventory Progress Report ........................................................................... 12
Figure 4 - Final Inventory Progress Report ............................................................................... 13
Figure 5 – Sample WO Certification Letter .............................................................................. 14
ACCOUNTABLE OFFICER – STATE FORESTER PHYSICAL INVENTORY ......................... 15
Training Instructions ..................................................................................................................... 15
Accountable Officer Training Certificate...................................................................................... 16
FEPP MANAGER PHYSICAL INVENTORY ................................................................................ 17
Training Instructions ..................................................................................................................... 17
FEPP Manager Training Certificate .............................................................................................. 19
INVENTORY TAKER PHYSICAL INVENTORY ........................................................................ 20
Training Instructions ..................................................................................................................... 20
Inventory Taker Training Certificate ............................................................................................ 21
Page 2 of 21
2019 Inventories - Due Date Checklist
July 1, 2017
Asset/Property Management staffs:
Property Management Officers (PMOs), Property Management
Specialists (PMSs), Property Technicians, and Inventory
Takers take training, begin Inventory Preparation and
distribution of reports (Inventory documentation will not be
accepted dated prior to July 1, 2017)
December 8, 2018
Interim Inventory Progress Report due to Washington Office
(WO)
February 9, 2019
Interim Inventory Progress Report due to WO
March 31, 2019
State Cooperators complete physical inventory. All inventory
sheets must be turned in to Property Management Staff for
review and reconciliation
April 13, 2019
Interim Inventory Progress Report due to WO
May 26, 2019
Interim Inventory Progress Report due to WO
June 1-30, 2019
Inventory reconciliations completed and final inventory
completion certifications must be signed by PMOs, and the
inventory dates updated in the Corporate Property Automated
Information System (CPAIS) – Personal Property (PP), no later
than June 30, 2019.
July 31, 2019
Final Certification Letters due to WO
Page 3 of 21
Inventory Master File Requirements
State:
Due Date: FY ____
The following documents must be filed in the Inventory Master file:
State Forester/Accountable Officers Inventory Notification Letters.
Inventory Instructions
 Due Date Checklist
 Property Management Officer, Property Specialists and Technicians
 Accountable Property Officer
 FEPP Manager
 Inventory Taker(s)
Accountable Property Officer report
 Original (if corrections are needed)
 Corrected (if applicable)
FEPMIS/CPAIS-PP match electronic file with 3 tabs showing all 3 reports. Maintain
headers on pulled CPAIS-PP report. Reports are pulled in March when state notifies
regional office that the state inventory has been completed. Printed combined sheet of
FEPMIS and CPAIS-PP with the mandatory CPAIS-PP fields.
 Annotated FEPMIS Inventory Worksheets
 CPAIS-PP Screen Prints for All Annotated Changes
 CPAIS-PP Change Request to Correct or Update Incorrect Financial Information
 Corrected and matched FEPMIS/CPAIS-PP inventory report, printed.
Unsigned Accountable Property Officer report and Signature Page or FEPMIS
Inventory Certification Report with signature page.
Accountable Property Officer report and Signed or FEPMIS inventory Certification
Report (Original provided to APO for signature after PMO or Program Manager certified
inventory and signs).
 CPAIS-PP Screen Prints for AO/PMO Inventory Update (Certification Dates)
Signed and Dated Training Certificates for All Employees Involved in the Inventory
Progress Reports
 Interim – Enter Report Dates:
 Final – Enter Report Date:
Page 4 of 21
PROPERTY MANAGEMENT OFFICERS, SPECIALISTS, AND TECHNICIANS
Training Instructions
MANDATORY Training:
All employees assigned personal property inventory duties will be required to read
the applicable portion(s) of this document and complete a Personal Property
Inventory Training Certificate prior to performing the inventory tasks.
Signed certificates must be given to each unit’s designated Property Management
staff.
Separation of Duties:
Maintain separation of duties at all times when performing the inventory and
reconciliation. Separation of duties means that no one person has responsibilities for
conducting the inventory and the reconciliation procedures.
The current Property Management Officer (PMO), Property Management Specialist
(PMS), and Property Technician (PT) cannot perform the physical inventory.
Custodians should not inventory property that is assigned to them. Optimally, property
custodians should not inventory their own assets unless there are no available resources
to assist
Inventory Preparation
1. Create a Personal Property Inventory Master File for the current inventory year. All
property files must be in order for future reviews and audits. Keep all information
and reports described in these instructions in this file.
2. Pull CPAIS-PP Accountable Property Officer Report listing all APOs and PMOs for
your units to ensure accuracy of information.
a. Update and pull a new report, if necessary.
b. Retain and file both the annotated and corrected reports in the Personal
Property Inventory Master File.
3. Pull the FEPMIS Inventory Exception Report or the CPAIS-PP Property Inventory
Report after ensuring that FEPMIS and CPAIS-PP match.
a. Review inventory records and delete all assets from CPAIS-PP not meeting the
definition of accountable personal property as shown in Definitions. Notify state
cooperators to prepare a change of status in FEPMIS to remove items that do
not meet the definition of accountable personal property; close and remove
these items from FEPMIS and CPAIS-PP simultaneously.
Page 5 of 21
b. As you delete records from the database, be sure to annotate the reason for the
deletion in the notes field of the electronic property master record and on the
original inventory report.
c. Print the electronic property master record screen (CPAIS-PP) showing the
deletion has been completed and file a copy in the individual asset master file.
d. Retain and file this report and screen print(s) in the Personal Property Inventory
Master File.
4. Submit a CPAIS-PP Change Request via the Albuquerque Service Center-Property
and Working Capital Information Site, to correct or update inaccurate financial
information in the asset master record. Keep a copy of the CPAIS-PP Change
Request in both the Personal Property Inventory Master File and the individual
asset master file.
5. Notify the State Accountable Officer, via Official Correspondence, that the FEPP
inventory is required and scheduled. Include instructions on how to conduct the
inventory, the current FEPMIS Inventory Report or CPAIS-PP Inventory Report, the
Inventory Training Certifications, and the completion due date. Retain and file
copies of Accountable Officer Notification Letter in the Personal Property Inventory
Master File. Figure 1.
Inventory Reconciliation
1. Upon receipt of the FEPMIS Inventory Worksheets from the state, the Property
Staff will make all appropriate annotated corrections to the electronic property
master records and document the reason for the changes in the notes field of the
electronic property master record(s).
a. Review the Completed FEPMIS Inventory Worksheets and verify the following:
1) Each asset is inventoried and has Inventory Taker’s signature (no initials)
and date next to each line item.
2) Assets identified as “FOUND” have supporting documentation. Attach either
the original procurement documentation or the completed FS-6500-222,
Asset Valuation Documentation Form when no procurement documentation
is available.
3) Assets identified as being “LOST OR STOLEN” or “DISPOSED” have a
completed AD-112 attached.
4) Verify all attached supporting forms are completed and signed accurately:
 AD-107s (Report of Transferred or Other Disposition or Construction of
Property) for items that have been transferred/sold/traded-in/donated or
constructed.
 AD-112s (Report of Unserviceable, Lost, Stolen, Damaged or Destroyed
Property) for items that cannot be found, were destroyed, damaged,
unserviceable, or obsolete.
 FS-3100-09 (Request for Cannibalization, Modification and Deregistration
of Forest Service Owned Property) for property items that have been
cannibalized or modified or aircraft that are deregistered.
Page 6 of 21


SF-120s (Report of Excess Personal Property) that identifies items that
were excessed.
SF-122s (Transfer Order) that identifies excess items that have been
acquired.
b. Print the new asset master record and notes screen for each completed change
in the electronic property master record.
1) File one copy in the individual asset master file.
2) Attach a copy to the inventory report page on which the correction was noted
and retain in Personal Property Inventory Master File.
3) Document when the correction was completed by initialing and dating next to
each corrected line item on the FEPMIS Inventory Worksheet.
2. The Property Management Staff will run the FEPMIS/ CPAIS-PP Inventory report to
match FEPMIS and CPAIS-PP.
a. Ensure all NFC ID’s, serial numbers and model numbers are matched in both
databases.
Inventory Certification
Property Management Staff Inventory Certification Procedures include:
1. The Property Management Staff will run the FEPMIS/ CPAIS-PP Inventory report to
match FEPMIS and CPAIS-PP.
2. The FEPMIS Inventory Certification (or the CPAIS-PP Certification page with the
Property Inventory Report) will be provided to the Property Management Officer for
signature.
3. The Property Management Officer will ensure the inventory is accurate and
complete, sign, and return the certification to the Accountable Officer for signature
through Official Correspondence. Figure 2.
a. This will serve as notification to the Accountable Officer that the FEPP inventory
has been reconciled and requires their signature for certification.
1) The original signed copy will be returned to the Property Management Staff
to be maintained in the Inventory Master File.
FEPP inventories must be certified and signed by both the Accountable Officer and
the Property Management Officer no later than June 30 of inventory reconciliation
year.
Page 7 of 21
Inventory Controls
1. R/S/A PMOs will provide Progress Reports as required by the WO. Figures 3 and
4.
2. In order to satisfy internal control requirements, the WO property staff will sample
inventory process procedures within selected R/S/As.
3. R/S/A PMOs will provide a Certification Letter to Acquisition Management as
required by the WO. Figure 5.
Property Definitions:
1. Accountable Property is defined as:
a. Owned personal property having an acquisition cost of $5,000 or more
b. Sensitive Property (see definition below)
2. Sensitive Property – Property valued at less than $5,000, but determined to be
sensitive by the WO Property Management Officer. The following are the only
items that are to be carried on FEPP property inventory as sensitive items:
a. All firearms (including handguns, pistols, rifles, shotguns) and weapons
(including flame launchers, flare guns, and taser electronic control devices),
regardless of cost, and including but not limited to, those used for law
enforcement, cone collection, fire prevention, avalanche control and wildlife
protection.
b. Specialized Department of Defense (DOD) Global Positioning System (GPS)
units. This includes GPS receivers, including Precise Positioning Service GPS
receivers, capable of receiving the P(Y) code broadcast from the DOD GPS
satellite constellation. Commercial off the shelf (COTS) GPS units will not be
considered as sensitive and not formally accounted for in the supporting
property management system.
c. Radiological equipment having a radioactive source (i.e., soil moisture gauges).
d. Rolling stock that will be registered or licensed to drive on public roads.
Capitalized Property – Property that has an acquisition value of $25,000 or greater.
Page 8 of 21
Acronyms:
APO
BOC
CPAIS-PP
EMIS
FEPP
FSH
FSM
NFC
PMO
PMS
PT
WO/R/S/A
Accountable Property Officer
Budget Object Classification
Corporate Property Automated Information System - Personal Property
Equipment Management Information System
Federal Excess Personal Property
Forest Service Handbook
Forest Service Manual
National Finance Center
Property Management Office
Property Management Specialist
Property Technician
Washington Office/Region/Station/Area
Forest Service Training Certificate
Property Management Officer, Property Specialist, and Property Technician
_____________________________________________________
Duty Station (Region, Forest, District; Station or Lab; Area or Lab)
(Check one box for your inventory position)
Property Management Officer
Property Management Specialist
Property Technician
I certify the following statement to be accurate: I have received and read the FY 20__
Inventory of Accountable Personal Property Instructions for CPAIS-PP related to my
inventory position as documented above. I am following the separation of duties
requirement and understand my role and responsibilities prior to performing the Forest
Service inventory. I will contact my Unit Property Management Staff for clarification or
questions before completing my portion of the inventory.
_____________________________________________________________________
Print Name Legibly
Title
Phone Number
______________________________________________________________________
Signature
Date
Page 9 of 21
Use Letter Head
File Code: 6410/3120
Date:
Sample Notification Letter
State Forester
Dear
;
Our Records indicate that your last inventory of accountable personal property
was completed (Date). The Agriculture Property Management Regulations
104-51.106 requires a physical inventory of accountable personal property
every two years. To comply with the United States Department of Agriculture
(USDA), Forest Service directive on Federal Excess Personal Property
(FEEP), you must complete your next inventory no later than March 31, 20 .
The date of March 31, 20 , was established to provide cooperators and the
USDA, Forest Service property staff sufficient time to complete both the
physical verification and the reconciliation in both the Federal Excess
Property Management Information System (FEPMIS) and property database
by the Agency’s due date of June 30, 20 .
Before initiating your physical inventory, please ensure the enclosed
instructions are reviewed and the certification at the bottom of the document is
signed and returned to (PMO’s name), Regional FEPP Property Management
Officer, (enter a mailing address), or scanned and emailed to (email address)
or via fax at xxx-xxx-xxxx.
All copies of the inventory worksheets, as a result of the physical inventory,
must be mailed, emailed or faxed to (the PMO or PS/PT name) for
reconciliation to the property database. After your inventory is reconciled and
posted in both FEPMIS and the property database you will be notified.
If you have any questions or concerns regarding this process, please feel free
to contact (user your normal contact protocol here).
Sincerely,
(Have it signed by your Regional Forester or FAM Director)
Figure 1 - Sample Notification Letter
Page 10 of 21
Use Letter Head
Dear :
The revised reconciled Federal Excess Property Management Information System (FEPMIS)
Inventory Certification Report is enclosed. This inventory is based on your March (year) inspection
of the Federal Excess Personal Property (FEPP). There are no discrepancies between the Federal and
State inventory records. To complete the Inventory Certification process, your signature is required
on the following documents:

Accountable Officers Inventory Training Certification (only if they haven’t provided a
signed training cert earlier)

Federal Excess Property Management Information System (FEPMIS) Certification. You can
also use the CPAIS-PP Inventory Certification Report but you do not need both.
Please sign both documents and return the originals to (person’s name and title). (name) is available
to answer questions regarding the state’s inventory, the certification process or the FEPP program at
(phone number) or (email).
We commend your staff for their efforts in completing the (year) Federal Excess Personal Property
(FEPP) physical inventory.
Sincerely,
Enclosures
cc:
Melissa Frey
Caring for the Land and Serving People
Printed on Recycled Paper
Figure 2 - Sample Certification Letter
Page 11 of 21
Interim FEPP Inventory Progress Report
Fiscal Year
FEPP State
Unit PMIS ID/AO #
Date Submitted
Inventory Type:
CPAIS-PP/FEPP
Beginning Number of Assets on Inventory
159
Number of Assets Inventoried to Date
(Do not include Found Assets Here)
82
Number of Assets Left to Inventory
77
Number of Assets Found
Percentage of Inventory Completed
Delete all the highlighted text before submitting to the WO.
To determine the Percentage of Inventory Complete; Go to FEPP Certification in FEPMIS and
select the State and “B” – this will give you the Beginning Number of Assets on Inventory: next
select Inventoried “Y” – this will give you the Number of Assets Inventoried to Date: next select
Inventoried “N” – this will give you the Number of Assets Left to Inventory.
To get the Percentage – Divide the Number of Assets Inventoried by the Number of Assets on
Inventory and then Multiply that total by 100. I.E. 82 / 159 x 100 = 51.57; round up to 52%
Figure 3 - Interim Inventory Progress Report
Page 12 of 21
52%
Final FEPP Inventory Progress Report
Fiscal Year
FEPP State
PMIS ID/AO #
Date Submitted
Inventory Type:
CPAIS-PP/FEPP
Beginning Number of Assets on Inventory
975
Number of Assets Inventoried
(Do Not Include Found Assets Here)
975
Number of Assets Not Inventoried
0
Number of Found Assets
4
Percentage of Inventory Completed
100%
Delete all the highlighted text before submitting to the WO.
To determine the Percentage of Inventory Complete; Go to FEPP Certification in FEPMIS and
select the State and “B” – this will give you the Beginning Number of Assets on Inventory: next
select Inventoried “Y” – this will give you the Number of Assets Inventoried to Date: next select
Inventoried “N” – this will give you the Number of Assets Left to Inventory.
Your Final Inventory Progress Report should always be reported as 100% since all inventories
must be completed by this date.
Figure 4 - Final Inventory Progress Report
Page 13 of 21
SAMPLE
20__ Inventory Certification Letter
(Use Letterhead)
File Code: 6410
Route To: 6500
Date:
Subject: Certification of 20__ (Enter state name) FEPP Personal Property Inventory Actions
To: The Appropriate Line Officer (i.e. Forest Supervisor, Regional Forester, Station
Director, Chief)
The action items below are necessary for the Forest Service to maintain an unqualified opinion on
the Agency financial statements.
I certify, to the best of my knowledge, that I have satisfactorily completed the items indicated below
and the supporting documentation is available (exceptions are noted where requirements could not
be met) as set forth in the inventory instructions issued in (enter the month and date).
a. Completed personal property physical verification in accordance with the inventory
instructions.
b. Completed personal property verification of accounting data in the sub-systems
(CPAIS-PP and EMIS) to the supporting documentation for all individual assets.
c. Sub-systems were updated with accurate and reliable personal property data based on
results obtained in performing (a) and (b) above.
d. Performed a final review to validate the accuracy and completeness of data of all subsystem entries relating to inventory data entered as a result of the actions completed in
(a), (b), and (c) above, as of (enter the date of the certification).
THE FOLLOWING EXCEPTIONS APPLY:
(Attach separate page(s) if necessary)
If you have any questions, please contact __________________ of my staff at ________.
_______________________________________________
(I.e. Forest Supervisor, Regional Forester, Station Director)
____________
Date
Figure 5 – Sample WO Certification Letter
Page 14 of 21
ACCOUNTABLE OFFICER – STATE FORESTER PHYSICAL INVENTORY
Training Instructions
The areas listed below will each have separate inventory instructions:
o Property Management Officers, Specialists, and Technicians
o FEPP Managers
o Inventory Takers
MANDATORY Training:
Accountable Officers (State Foresters) will be required to read this document and
complete a Personal Property Inventory Training Certificate prior to certifying the FEPP
inventory. Signed certificates must be sent to the Regional Property Management
Officer.
Separation of Duties:
Maintain separation of duties at all times when performing the inventory and
reconciliation. Separation of duties means that no one person has responsibilities for
conducting the inventory and the reconciliation procedures. The current Property
Management Officer (PMO), Property Management Specialist (PMS), Property Technician
(PT), and Accountable Property Officer (APO) cannot perform the physical inventory.
Custodians should not inventory property that is assigned to them in CPAIS-PP.
Accountable Property Officer Inventory Procedures include:
1. Receiving the CPAIS-PP Property Inventory Report or the FEPMIS Exception
Report from the Property Management Staff with the Inventory Notification and
Requirements.
2. Notify the state FEPP Manager to conduct the inventory according to USDA Forest
Service procedures.
Accountable Property Officer Inventory Certification Procedures include:
The Property Management Staff will run the FEPMIS/ CPAIS-PP Inventory Reports to
match FEPMIS and CPAIS-PP. Once matched, the FEPMIS Inventory Certification (or the
CPAIS-PP Certification page with the CPAIS-PP Inventory Report) will be provided to the
Property Management Officer for signature. The Property Management Officer will ensure
the inventory is accurate and complete, sign, and return the certification to the
Accountable Officer for signature. This will serve as notification to the Accountable Officer
that the FEPP inventory has been reconciled and requires their signature for certification.
The original copy will be returned to the Property Management Staff. FEPP inventories
must be certified and signed by both the Accountable Officer and the Property
Management Officer no later than June 30 of inventory reconciliation year.
Page 15 of 21
Property Definitions:
1. Accountable Property is defined as:
a. Owned personal property having an acquisition cost of $5,000 or more
b. Sensitive Property (see definition below)
2. Sensitive Property – Property valued at less than $5,000, but determined to be
sensitive by the WO Property Management Officer. The following are the only
items that are to be carried on FEPP property inventory as sensitive items:
a. All firearms (including handguns, pistols, rifles, shotguns) and weapons
(including flame launchers, flare guns, and taser electronic control devices),
regardless of cost, and including but not limited to, those used for law
enforcement, cone collection, fire prevention, avalanche control and wildlife
protection.
b. Specialized Department of Defense (DOD) Global Positioning System (GPS)
units. This includes GPS receivers, including Precise Positioning Service GPS
receivers, capable of receiving the P(Y) code broadcast from the DOD GPS
satellite constellation. Commercial off the shelf (COTS) GPS units will not be
considered as sensitive and not formally accounted for in the supporting
property management system.
c. Radiological equipment having a radioactive source (i.e., soil moisture gauges).
d. Rolling stock that will be registered or licensed to drive on public roads.
Accountable Officer Training Certificate
FY __
I certify the following statement to be accurate: I have received and read the FY 20__
Inventory of Accountable Personal Property Instructions for CPAIS-PP and related to my
inventory position as documented above. I am following the separation of duties
requirement and understand my role and responsibilities prior to performing the Forest
Service inventory. I will contact my Unit Property Management Staff for clarification or
questions before completing my portion of the inventory.
______________________________________________________________________
Print Name Legibly
Title
Phone Number
______________________________________________________________________
Signature
State
Date
Page 16 of 21
FEPP MANAGER PHYSICAL INVENTORY
Training Instructions
The areas listed below will each have separate inventory instructions:
o Property Management Officers, Specialists, and Technicians
o Accountable Officers – State Foresters
o Inventory Takers
MANDATORY Training:
FEPP Managers will be required to read this document and complete a Personal Property
Inventory Training Certificate prior to conducting the FEPP inventory. Signed certificates
must be sent to the Regional Property Management Officer.
Separation of Duties:
Maintain separation of duties at all times when performing the inventory and
reconciliation. Separation of duties means that no one person has responsibilities for
conducting the inventory and the reconciliation procedures. The current Property
Management Officer (PMO), Property Management Specialist (PMS), Property Technician
(PT), and Accountable Property Officer (APO) cannot perform the physical inventory.
Custodians should not inventory property that is assigned to them in CPAIS-PP.
FEPP Manager Inventory Procedures include:
1. Ensure that all FEPP is physically inventoried, verifying existence and accuracy of
asset information. This includes assets in the disposition or excess process.
Assign additional Inventory Takers where needed.
2. Ensuring each identified Inventory Taker has completed their training and signed
the Certification form prior to beginning the inventory process.
3. Distributing the FEPMIS Inventory Worksheet(s) to the appropriate Inventory
Taker(s).
4. Reviewing the completed and annotated FEPMIS Inventory Worksheet(s) and
verifying the following:
a. Each asset is inventoried and has the Inventory Taker’s signature (no initials)
and date on each Inventory Worksheet.
b. Ensuring (at a minimum) Inventory Taker’s verify the NFC ID, the complete
serial number, model number, manufacturer, description, and custodian
(location of property) information.
Page 17 of 21
c. Update FEPMIS with corrections/changes annotated on the inventory
worksheets.
d. Assets identified as “FOUND” have supporting documentation. Attach either the
original SF 122, AD 107 or the completed FS-6500-222, Asset Valuation
Documentation Form when no transfer documentation is available. Submit to
Regional Staff.
e. Assets identified as being “LOST OR STOLEN” or “DISPOSED” have a Change
of Status created in FEPMIS. Submit supporting documentation to Regional
Staff.
f. Verify all change of status supporting forms are completed and signed
accurately if the property is not currently displayed correctly in FEPMIS:

AD-107s (Report of Transferred or Other Disposition or Construction of
Property) for items that have been transferred.

AD-112s (Report of Unserviceable, Lost, Stolen, Damaged or Destroyed
Property) for items that cannot be found, were destroyed, cannibalized,
damaged, unserviceable, or obsolete.

FS-3100-09s (Request for Cannibalization, Modification and Deregistration
of Forest Service Owned Property) for items that have been cannibalized,
modified or aircraft that have been deregistered.

SF-120s (Report of Excess Personal Property) that identifies items that were
excessed.
5. Notify the Accountable Officer and the FEPP Property Management Officer that the
state physical inventory has been completed by selecting the Certify button in
FEPMIS FEPP Certification.
6. Certify the FEPP inventory electronically in FEPMIS prior to March 31 of year due.
7. Sending the annotated FEPMIS Inventory Worksheets to the Region Property
Management Staff with all applicable forms (AD-107s, AD-112s, SF-120s, etc.), and
any other supporting documentation. The state should keep a copy to verify
requested changes are made by property staff.
Property Definitions:
1. Accountable Property is defined as:
a. Owned personal property having an acquisition cost of $5,000 or more
b. Sensitive Property (see definition below)
Page 18 of 21
2. Sensitive Property – Property valued at less than $5,000, but determined to be
sensitive by the WO Property Management Officer. The following are the only
items that are to be carried on property inventory as sensitive items:
a. All firearms (including handguns, pistols, rifles, shotguns) and weapons
(including flame launchers, flare guns, and taser electronic control devices),
regardless of cost, and including but not limited to, those used for law
enforcement, cone collection, fire prevention, avalanche control and wildlife
protection.
b. Specialized Department of Defense (DOD) Global Positioning System (GPS)
units. This includes GPS receivers, including Precise Positioning Service GPS
receivers, capable of receiving the P(Y) code broadcast from the DOD GPS
satellite constellation. Commercial off the shelf (COTS) GPS units will not be
considered as sensitive and not formally accounted for in the supporting
property management system.
c. Radiological equipment having a radioactive source (i.e., soil moisture gauges).
d. Rolling stock that will be registered or licensed to drive on public roads.
FEPP Manager Training Certificate
FY __
I certify the following statement to be accurate: I have received and read the FY 20__
Inventory of Accountable Personal Property Instructions for CPAIS-PP and related to my
inventory position as documented above. I am following the separation of duties
requirement and understand my role and responsibilities prior to performing the Forest
Service inventory. I will contact my Unit Property Management Staff for clarification or
questions before completing my portion of the inventory.
______________________________________________________________________
Print Name Legibly
Title
Phone Number
______________________________________________________________________
Signature
State
Date
Page 19 of 21
INVENTORY TAKER PHYSICAL INVENTORY
Training Instructions
The areas listed below will each have separate inventory instructions:
o Property Management Officers, Specialists, and Technicians
o Accountable Officers – State Foresters
o FEPP Managers
MANDATORY Training:
Inventory Takers will be required to read this document and complete a Personal Property
Inventory Training Certificate prior to performing the inventory tasks. Signed certificates
must be given to the Regional Property Management Officer.
Separation of Duties:
Maintain separation of duties at all times when performing the inventory and
reconciliation. Separation of duties means that no one person has responsibilities for
conducting the inventory and the reconciliation procedures. The current Property
Management Officer (PMO), Property Management Specialist (PMS), Property Technician
(PT), and Accountable Property Officer (APO) cannot perform the physical inventory.
Inventory Takers Will Perform the Following Steps:
1. Read the Inventory Taker Instructions and provide a completed Training Certificate
to the WO/R/S/A Property Management Staff.
2. Receive your specific FEPMIS Inventory Worksheets from your FEPP Manager.
3. Locate each asset listed on the inventory. The inventory taker will verify by NFC ID,
serial/model number and sign (no initials) and date each FEPMIS Inventory
Worksheet. This includes assets in the disposition or excess process.
4. Mark through and correct any missing or incorrect information for assets already on
the inventory sheet including the NFC ID, the complete serial number, model,
manufacturer, description, and custodian (location of property) information.
5. Investigate any assets listed on the inventory that could not be found. Report
the findings to the FEPP Manager.
6. FEPP items that do not have a pre-printed FEPMIS Inventory Worksheet require a
blank FEPMIS Inventory Worksheet to be completed. Complete all data fields and
submit to FEPP Manager with signature and date.
7. Submit all completed (signed, dated, and data elements verified) FEPMIS Inventory
Worksheets to the FEPP Manager prior to March 31 of inventory year due.
Page 20 of 21
Property Definitions:
1. Accountable Property is defined as:
a. Owned personal property having an acquisition cost of $5,000 or more
b. Sensitive Property (see definition below)
2. Sensitive Property – Property valued at less than $5,000, but determined to be
sensitive by the WO Property Management Officer. The following are the only
items that are to be carried on property inventory as sensitive items:
a. All firearms (including handguns, pistols, rifles, shotguns) and weapons
(including flame launchers, flare guns, and taser electronic control devices),
regardless of cost, and including but not limited to, those used for law
enforcement, cone collection, fire prevention, avalanche control and wildlife
protection.
b. Specialized Department of Defense (DOD) Global Positioning System (GPS)
units. This includes GPS receivers, including Precise Positioning Service GPS
receivers, capable of receiving the P(Y) code broadcast from the DOD GPS
satellite constellation. Commercial off the shelf (COTS) GPS units will not be
considered as sensitive and not formally accounted for in the supporting
property management system.
c. Radiological equipment having a radioactive source (i.e., soil moisture gauges).
d. Rolling stock that will be registered or licensed to drive on public roads.
Inventory Taker Training Certificate
FY __
I certify the following statement to be accurate: I have received and read the FY 20__
Inventory of Accountable Personal Property Instructions for CPAIS-PP and related to my
inventory position as documented above. I am following the separation of duties
requirement and understand my role and responsibilities prior to performing the Forest
Service inventory. I will contact my Unit Property Management Staff for clarification or
questions before completing my portion of the inventory.
______________________________________________________________________
Print Name Legibly
Title
Phone Number
______________________________________________________________________
Signature
State
Date
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