FEPP Inventory Instructions
Corporate Property Automated Information System (CPAIS) Personal Property and FEPMIS
As of June 5, 2017
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
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
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
¾ Due Date Checklist
¾ Property Management Officer, Property Specialists and Technicians
¾ Accountable Property Officer
¾ FEPP Manager
¾ Inventory Taker(s)
Accountable Property Officer report
¾ Original (if corrections are needed)
¾ 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.
¾ Annotated FEPMIS Inventory Worksheets
¾ CPAIS-PP Screen Prints for All Annotated Changes
¾ CPAIS-PP Change Request to Correct or Update Incorrect Financial Information
¾ 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).
¾ 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
¾ Interim – Enter Report Dates:
¾ Final – Enter Report Date:
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.
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.
· 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.
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.
Acronyms:
APO Accountable Property Officer
BOC Budget Object Classification
CPAIS-PP Corporate Property Automated Information System - Personal Property
EMIS Equipment Management Information System
FEPP Federal Excess Personal Property
FSH Forest Service Handbook
FSM Forest Service Manual
NFC National Finance Center
PMO Property Management Office
PMS Property Management Specialist
PT Property Technician
WO/R/S/A 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
Figure 1 - Sample Notification Letter
Figure 2 - Sample Certification Letter
Interim FEPP Inventory Progress ReportFiscal 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 / 82
(Do not include Found Assets Here)
Number of Assets Left to Inventory / 77
Number of Assets Found
Percentage of Inventory Completed / 52%
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
Final FEPP Inventory Progress ReportFiscal Year
FEPP State
PMIS ID/AO #
Date Submitted
Inventory Type: / CPAIS-PP/FEPP
Beginning Number of Assets on Inventory / 975
Number of Assets Inventoried / 975
(Do Not Include Found Assets Here)
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.