In 1983 the college began participation in the United States Department of Agriculture (USDA), Federal Excess Property Program under the authority of the Agriculture and Food Act of 1981 (P.L. 97-98). A request to participate was submitted by former Dean Bustad to the USDA and an accountable property officer, Mike Malcolm, was appointed.

Federal legislation authorized schools of veterinary medicine to acquire federal excess property for use in support of teaching, research, and service programs through USDA or the General Services Administration (GSA) excess programs at no cost to the schools except for shipping and handling costs.

Federal excess property (FEP) is owned by and title remains vested with the federal government, specifically the USDA. The equipment and supplies are on loan to the college from the USDA. We are required by the USDA to account for and maintain complete records on all property from the time of initial order to final turn in to USDA when items are no longer needed by our college. Nonrelated program use or personal use of property is prohibited by USDA policy.

The purpose of the manual is to provide college departments, divisions, and equipment coordinators with information regarding procedures and requirements for the college’s participation in the Federal Excess Property Program.

We appreciate your cooperation and welcome any suggestions you may have regarding policies, procedures, or the program in general.

This manual in no way supersedes the GSA, USDA, or Washington State University (WSU) policies regarding federally owned property. Attached is a copy of the USDA and WSU policy manuals.

The Federal Excess Property Office (FEPO)

The FEPO is administered through the Dean’s Office and is responsible for all federal excess property owned by USDA and held by the College of Veterinary Medicine (CVM) at WSU.

The FEPO

Arranges shipping, check in, inventories, tags, and documents all equipment and supplies at the time of their receipt.

Supplies to departments a periodic inventory listing of equipment and supplies for accountability, tracking, and reconciliation purposes.

Properly disposes of all USDA FEP equipment and supplies.

Processes and maintains all required USDA FEP forms (copies attached) and inventory control systems relating to the program.

Works with departments and divisions in the procurement of needed and requested property. All request for federal excess property must be approved by the department chair or unit director along with the college accountable property officer. See "Ordering Property" section for request process.

Has disposition authority of all college property turn-in documents, 1033s (state and federal property).

College departments, divisions, and units will each have designated by the unit leader an equipment coordinator. The equipment coordinator is the departmental representative responsible for:

Equipment receipt paperwork (IRIs and Federal Form 130s, attached).

Maintains and updates (using form 1033) the current location, use, and status of federal excess property to the FEPO.

Researches, reports, and routes all 1033s to the FEPO for approval of disposition (state or federal property). Please refer to the Disposal of Federal Excess Equipment and Low Dollar Equipment/Supplies section (page 4).

Makes arrangements with the FEPO for the proper and prompt disposal of all unneeded federal excess property and arranges to have property moved to a designated holding area.

The equipment coordinator is responsible for:

l Tracking and maintaining current inventory listings on federal excess property equipment and supplies located in departments, divisions, and approved support units and affiliated outside the college (i.e., VCAPP - College of Engineering, BCU- Murrow Communications, ARU – WSU Fire Dept., Physical Plant).

l Providing assistance to the FEPO in preparation for the USDA federal property inventory updates.

l Providing physical assistance in locating departmental property during regularly scheduled federal audit agency on site reviews.

This is the FEPO’s interpretation of the property coordinator’s duties. It is the department’s and division’s responsibility to determine who is assigned the above duties.

College faculty and staff who are authorized to request or order federal excess property by a department or division will fill out a WSU Property Request form 20.78.8 (see attached). The form must be approved by the department chair or director. When the form is completed, please forward the form to the FEPO Office, 7010.

If the item is available and ordered, an SF-122 will be prepared and signed by the college accountable property officer and forwarded to the USDA property officer for approval and then processed and approved by GSA before the property can be obtained.

Federal Excess Property is always acquired by a representative of the FEPO. When the federal excess property is received, it will be inventoried, tagged, and documented by the FEPO. The FEPO sends the department an IRI assessing the freight costs, acquisition costs, and a 7.5% administrative service fee based on property acquisition value determined at the time of initial order or a reasonable fee based on fair market value to be determined by the FEPO The user is responsible and accountable for proper use and disposition of the property consistent with USDA and WSU policies and procedures. The end user should work closely with the department’s equipment coordinator regarding location of property and the proper turn-in procedure. After all forms are received, the FEPO will contact the individual or area equipment coordinator to make arrangements for delivery or pick up.

Under no circumstances is property to be distributed, transferred or turned in without the knowledge of the FEPO. The equipment coordinator is responsible for notifying the FEPO of changes in property location, responsible user, or any other changes or problems concerning the unit’s federal excess property inventory procedures.

Relocation/Reassignment of Equipment

A WSU 1033 must be completed and forwarded to the College of Veterinary Medicine’s FEPO for equipment and supplies relocated within a department or reassigned to another department. The department’s equipment coordinator working with the assigned property user is responsible for this process. The FEPO will then forward a copy of the form to property inventory on items over $1,000 or for any items considered sensitive or attractive in accordance with the WSU and USDA property inventory procedures.

Please do not remove the WSU inventory tag or federal excess property tag from any college assigned item prior to its turn in to the FEPO for review and approval of disposition to Surplus Stores (only state owned) or to the USDA FEPO (USDA federal property)!

All college units must receive department and college level approval on the WSU 1033 turn-in documents prior to any disposal, sale, or turn in of property to Surplus Stores. This requirement applies to all college property. The department approval is the equipment coordinator’s assigned responsibility for the department or division. Dean’s Office review and approval of turn-in documents will be by Mike Malcolm, Michelle Martinez, or Jeanne Burritt. Surplus Stores will require prior departmental and Dean’s Office approval on the WSU 1033 turn-in document for all property for disposal or turn in.

Under no circumstances may federal excess property be turned in to Surplus Stores or disposed of in any other way. Federal excess property must be turned in to the Dean’s Office on a WSU 1033 and only disposed of through the USDA property channels.

After the FEPO receives a department approved WSU 1033 and determines that it is federally owned property, they will contact the equipment coordinator for the area to make arrangements for physical turn in. The FEPO will designate a holding area and time for the equipment to be turned in.

After the FEPO receives a department approved WSU 1033, reviews it, and determines that it is state owned property, the FEPO will approve it for turn in to Surplus Stores and route the 1033 back to the unit’s equipment coordinator. The department can then return the property to Surplus Stores.

Participation in the USDA, Cooperative State Research Service (CSRS), Federal Excess Property Program is a privilege and opportunity extended to schools and colleges of veterinary medicine through special federal legislation. The program provides an important source of supplemental resources in the form of equipment and supplies to the CVM’s teaching, research, service, and related support programs. As participants in the USDA, CSRS, Federal Excess Property Program, the college has accepted the responsibility to conduct all related program activities in accordance with applicable policies and procedures of the GSA, USDA, and WSU. The contents of this procedures manual summarizes some of the important administrative, accountability, and control policies and procedures required to assure attainment of our program objectives and responsibilities.

This procedure’s manual will be periodically updated to reflect any changes in the USDA, WSU, or college policies or procedures. It is essential that the department/division faculty and staff are aware of these procedures. The unit equipment coordinators are encouraged to inform their units of these procedures through their chairs or directors. This draft internal procedures manual will be reviewed by the college Cabinet for their information and comments. Equipment coordinators are encouraged to review the procedures and provide written comments and suggestions. Thank you for your review of the procedures.