Approved: /s/ Mary A. Bomar
Effective Date: February 8, 2008
Sunset Date: This order will remain in effect until amended or rescinded
This Director's Order #44 supersedes the previous edition approved February 14, 2003. It must be used in conjunction with Personal Property Management Handbook No. 44 and Personal Property Management Technical and Information Notices, which can be accessed through the NPS Policy website (www.nps.gov/policy) or the Property Management website (http://188.8.131.52/new_PM_website/counter/index.cfm).
The objectives of this Director's Order are to:
This Director's Order is intended only to improve the internal management of the NPS, and is not intended to, and does not, create any right or benefit, substantive or procedural, enforceable at law or equity by a party against the United States, its departments, agencies, instrumentalities or entities, its officers or employees, or any other person.
Authority to issue this order. Authority to issue this Director's Order is found in 16 U.S.C. 1 through 4 (the National Park Service Organic Act) and in Part 245 of the Department of the Interior Manual.
Authorities governing personal property management. Most property management policies, procedures and requirements are imposed on NPS employees by higher authorities such as GSA, OMB and the Department. This Director's Order contains only those that are most frequently at issue, or that are within the Director's discretionary authority to issue. For a more comprehensive compilation of instructions and requirements, employees must refer to the Personal Property Management Handbook No. 44.
Statutory laws and administrative laws form the legal framework of authorities that govern the conduct of personal property management in the NPS. Statutory laws are passed and amended by Congress and signed by the President. Administrative laws are adopted by Federal agencies and published in the Code of Federal Regulations to implement the statutory laws.
There are two principal statutory laws that have special applicability. The first is the Federal Property and Administrative Services Act of 1949 (40 USC 101 et seq.; June 30, 1949, ch. 288, 63 Stat. 377), which assigned responsibility to the General Services Administration (GSA) to establish regulations guiding and governing civilian executive agencies of the Federal Government in all matters pertaining to property management. The second is Public Law 84-863 (31 USC 3512(b); August 1, 1956, ch. 814, 70 Stat. 782), which requires that financial accounting as well as physical accounting be incorporated in property management. These laws establish the main body of statutory requirements relevant to the management of Government personal property.
In turn, GSA has issued the Federal Management Regulation (FMR) (successor to the Federal Property Management Regulation), published at chapter 102 of title 41 of the Code of Federal Regulations (41 CFR) to implement these statutes. It is available online at http://www.gsa.gov/federalmanagementregulation. Subchapter B of chapter 102 (sections 102-31 through 102-42) deals with the topic of personal property management. In addition, the Department of the Interior may issue Interior Property Management Directives (IPMD), as needed, either to (1) supplement the FMR, or (2) put in place DOI-only procedures consistent with the FMR (as for example, Subpart 114-60, Personal Property Management Program, available online at https://www.doi.gov/pam/114-60.html.
The NPS Property Management Officer will develop, issue and periodically update a Handbook No. 44 to provide detailed instructions regarding the implementation of existing GSA, OMB, Departmental and NPS policies and procedures governing personal property management. Handbook No. 44 will be used in conjunction with this Director's Order, and NPS employees will comply with all policies and required procedures contained therein.
3.1 Accountability Structure
3.2 Property Management Responsibilities and Designations
3.2a Property Management Officer: The Property Management Program Manager is designated as the Property Management Officer and the Service-wide Senior Fleet Manager for the National Park Service. Under the purview of the Office of the Assistant Director, Comptroller, the Program Manager is the management official with the day-to-day responsibility for oversight and administration of the overall Property Management Program, which includes property and fleet management.
As the designated Property Management Officer, he or she is responsible for:
As the Service-wide Senior Fleet Manager, he or she is responsible for:
Administrator: Each Regional Director/Center Manager is designated as the
Property Administrator of his or her region or center. The Assistant Director
for Business Services is designated as the Property Administrator at the
headquarters level. Responsibilities for these and other officials may be
found in Section 1 of Personal Property Management Handbook No. 44.
Other accountability structure designations (i.e., Accountable and Custodial Property Officers, and Park Property Managers) are to be designated and assigned overall property management responsibility as outlined in Section 1, Personal Property Management Handbook No. 44.
Each Regional Director or Center Manager must also designate a Regional/Center Senior Fleet Manager with assigned responsibilities for:
3.3 Employee Accountability
To ensure compliance with mandatory elements of this Director's Order,
property management duties and responsibilities will be reflected in the
position description and/or as a critical result in the Department of the
Interior Employee Performance Appraisal Plan for all employees responsible
for and/or performing primary property management functions.
All system-controlled property will be controlled in a formal property
accountability system approved by the Director, Office of Acquisition and
Property Management, in accordance with Departmental Manual 410 DM
114-60.200. The only approved property accountability system for the NPS is
the Federal Financial System/Fixed Assets Subsystem (FAS) or its successor.
For a more comprehensive compilation of instructions and requirements,
employees must refer to the Personal Property Management Handbook #44.
The NPS sensitive property list is as follows, and these items will be maintained in the Fixed Assets Subsystem or its successor, regardless of the costs or value of the items:
Managers and supervisors are responsible for, and will be held accountable for, establishing controls over the acquisition, storage, issue, use, and return of sensitive property. If there are other property items that managers and supervisors characterize as sensitive in nature, but are not listed above, a list of those items must be maintained in accordance with Section 2 of Handbook No. 44. Those locally-designated sensitive items can be entered into the NPS Web-based Informal Inventory Database and should not be entered into the Fixed Assets Subsystem, unless they meet the $5,000.00 personal property accountability threshold.
3.6 Purchase of Personal Property with the Government-wide Purchase Card
The Government-wide purchase card may be used to acquire personal property items in accordance with Section 5 of Handbook No. 44, the Federal Acquisition Regulation, Departmental Directives, and within the limits of the purchase card single purchase threshold. Sensitive property (with the exception of firearms) may be purchased only by a Warranted Contracting Officer. Firearms may not be purchased by anyone using the purchase card.
3.7 Accountability for Personal Property
Managers at all levels will be held accountable for all property under their control. They must ensure that all employees are aware of their responsibilities and are held accountable for the proper use and care of Government-owned or leased property in their possession.
3.8 Restriction on Use of Government-owned Property
In accordance with Departmental Manual 410 DM 114-60.207, no manager or employee of the NPS may use or authorize the use of Government-owned property for other than official purposes (also see 18 U.S.C. 641). However, in accordance with the Departmental Manual 410 DM 2, “Limited Personal Use of Government Personal Property,” dated November 5, 2002, limited personal use of Government office equipment is allowable as long as the use occurs on non-duty time, does not interfere with official business, is not a commercial gain activity or otherwise prohibited, and the expense to the Government is negligible. Managers and supervisors may place additional restrictions on employee use of Government office equipment and library collections for personal purposes in instances of abuse or in order to meet management needs and mission objectives. The above referenced 410 DM 2 does not replace the memorandum signed by John Berry, Assistant Secretary for Policy Management and Budget, dated June 14, 2000, subject: “Policies on Limited Use of Government Equipment and Telephone Use.”
3.9 Transfer of Accountability for Personal Property
When an Accountable, Custodial, or Liaison Officer is to be relieved of accountability, the outgoing Officer is responsible for conducting a 100 percent physical inventory and ensuring that property records are reconciled. Detailed instructions may be found in Section 2 of Handbook No. 44 and the Departmental Manual 410 DM 114-60.203.
3.10 Annual Inventories of Personal Property
Prior to September 30th of each fiscal year, parks/units must conduct a 100 percent physical inventory and reconcile the property records with the general ledger account for all personal property formally accounted for in the Fixed Assets Subsystem. Firearms must be inventoried twice a year. Informal/bureau managed property that is not accounted for in the Fixed Assets Subsystem must be inventoried at least once every three years. Detailed instructions may be found in Section 3 of Handbook No. 44.
3.11 Purchase of NPS-owned Firearms
All firearms purchased by the parks for use by park personnel will be shipped directly from the manufacturer to the park. The park is responsible for the security, accountability, inspection, and test firing of these weapons by a certified NPS armorer before they are issued and signed over to park staff. The Federal Law Enforcement Training Center is responsible only for the weapons purchased by the Center.
3.12 Centralized Disposition Center for Destruction of NPS Firearms
All firearms that are determined to be excess to National Park Service needs will be sent, at sender's cost, to the Firearms Disposition Center (FDC) at Springfield Armory (SPAR) National Historic Site. At the FDC, each firearm will be evaluated for possible inclusion into the SPAR museum collection. Those not accessioned will be transferred to another Federal agency or destroyed. Shipping, documentation, and procedures for the transfer or destruction of firearms will be in accordance with Section 9, Personal Property Handbook No. 44.
3.13 Motor Vehicle Acquisition and Utilization
Each region/center, park or office will acquire, operate, and maintain only the minimum number and type of vehicles necessary to meet its mission and motor vehicle transportation requirements. Public transportation will be used whenever and wherever possible. This policy will help us comply with Executive Order 13424 "Strengthening Federal Environmental, Energy, and Transportation Management" and the Departmental and NPS Fleet Management Strategic Plans. The Office of Property and Space Management may grant authority to commercially lease vehicles if the GSA Fleet Management Center cannot provide the vehicle(s).
3.14 Official Use of Government Owned or Leased Motor Vehicles
All regions/centers, offices and parks/units shall ensure compliance with Departmental and GSA policies and regulations and ensure that all employees are made aware of the policy that Government vehicles are to be used only for the purpose for which they were obtained or for other officially designated purposes. The only exceptions are bona fide emergency conditions which threaten loss of life or property. Employees using Government vehicles for unofficial purposes are subject to a mandatory 30-day suspension.
Employees of grantees, contractors, and subcontractors are authorized to use Government motor vehicles (including vehicles provided by the Fleet Management Centers). They may use such vehicles solely in the performance of the work authorized under such Government grants, contracts, and subcontracts, and provided that:
3.15 Transportation of Non-official Passengers
An employee may transport persons who are not employed by the DOI only under the following conditions:
An employee may transport non-official passengers when:
Picking up hitchhikers and giving rides to strangers are both prohibited.
3.16 Home-to-Work Transportation
Approval must be received from the Secretary of the Interior prior to the use of Government passenger carriers for home-to-work transportation. Employees authorized home-to-work transportation may elect to share space in a Government passenger carrier with other Federal employees on a space available basis. However, the passenger carrier cannot travel additional distances as a result, and the passenger must also have home-to-work transportation approval.
Home-to-work transportation does not extend to the employee's spouse, other relatives or friends unless they travel with the employee from the same point of departure to the same destination. Detailed instructions for requesting Home-to-Work Transportation Authorization may be found in Section 11 of Personal Property Management Handbook No. 44. GSA guidance is located in the Federal Management Regulation, Subchapter A, Part 102-5. Guidance should be sought from regional/WASO Law Enforcement Officials when transporting non-official passengers or sharing space with other persons in law enforcement vehicles.
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