1.14.4. Personal Property Management

(1) This IRM provides purpose, authorities, directives, and responsibilities for the P&AM Program.

(2) P&AM includes the process, people, and systems that provide effective accounting and internal controls of personal property throughout its lifecycle (e.g., acquisition through final disposal).

(3) FMSS Headquarters (HQ) P&AM Program has oversight for the management of non-IT IRS assets and administers the program in compliance with IRM 1.14.4.1.2 and as revised.

(4) IT assets are managed by IT until the assets are no longer required by IRS and reported to FMSS for final disposition. The IT program requirements and processes are addressed in IRM 2.149series.

(5) The CI investigative asset requirements and processes are addressed in IRM 9.10.1, Administrative Databases and Software, Criminal Investigation Management Information System Equipment Inventory. CI IT and non-IT assets, not recorded in CIMIS, are governed under IRM 2.149, IT Asset Management and IRM 1.14.4, Personal Property Management.

(6) Asset management places a significant importance and effort into certifying accountable IRS assets are maintained in agency asset management systems. Accountability is the obligation imposed by law, lawful order, or regulation:

1. Federal Management Regulation (FMR) Chapter 102 published in Title 41 of the Code of Federal Regulations (CFR) provides for the maximum utilization of IRS assets.

(1) The IRS P&AM Program is based primarily on:

1. CFR Title 41 FMR Chapter 102, Subchapter B Personal Property Part 102

2. GSA Bulletins 26, 27, 34, 40, 48

3. Treasury Directives (TD) 61-04, 61-09 and 73-01

4. Executive Order (EO) 12999

5. IRM 1.14.4, Personal Property Management

   Note: Additional guidance can be found on the P&AM Sharepoint site.

(1) The P&AM Program requires the participation of FMSS Territory Managers (TM) and employees to ensure separation of duties, support internal controls and Quality Assurance (QA) program reviews, adherence to regulations, and protect employees from any appearance of bias or misappropriation of government assets.

(2) The FMSS designated HQ Program Manager is responsible for:

1. Conducting regular reviews of FMSS Territory P&AM Program activities utilizing data from Knowledge Incident/Problem Service Asset Management Asset Manager (KISAM-AM) fields: Assignment, Barcode, Serial Number, Building Code, Contact/User.

2. Providing guidance and policy clarification to FMSS Territory Property staff regarding FMSS P&AM User Guide or answering concerns.

3. Coordinating with each business unit and external stakeholders on P&AM policy and guidance.

4. Providing completed HQ reviews with corrective requirements and directions to the FMSS Territory Property staff and their managers.

5. Acting as a FMSS Approving Authority for IRS disposal documents.

6. Conducting internal control reviews (timeliness and accuracy of data) regarding the P&AM Program processes within their territory.

(3) The FMSS TM and/or Section Chiefs are responsible for:

1. Verifying that the Territory P&AM Program has committed resources to support the program responsibilities.

2. Reviewing the P&AM dashboard measures to monitor territory program health.

3. Verifying that IRS acquisition documents are reviewed and that assets required to be accounted for in KISAM-AM are added within 10 business days.

4. Reviewing and signing IRS disposal documents timely (prior to the actual physical disposal action) as the approving authority for both IT and non-IT personal property, whether tracked in KISAM-AM or not.

5. Validating territory program review corrections are completed timely and accurately.

6. Validating the accuracy of the Territory KISAM-AM annual inventory by signing the annual Territory Inventory Certification Memo.

7. Correcting identified anomalies identified in the Territory KISAM-AM annual inventory reconciliation plan on or before the annual September due date and validating corrections were completed by signing the Territory Reconciliation Memo.

8. Verifying excess non-IT personal property follows all regulatory requirements and documentation is available for reviews and audits.

(4) The FMSS Territory Property Officer is accountable and responsible for the life-cycle management of IRS personal property, which includes following P&AM program processes and procedures within their territory. Other FMSS territory employees may assist with the responsibilities as assigned by the TM or the Section Chief.

(5) The FMSS Territory KISAM-AM Coordinator is the territory employee who is accountable and responsible for maintaining non-IT asset records and disposal activities in KISAM-AM. This employee may be the same employee(s) as the FMSS Territory Property Officer.

(1) Program Reports: The KISAM-AM system is the central repository used for processing all basic accountability actions related to the entire lifecycle of IRS non-IT assets, KISAM-AM records, and tracks accountable non-IT asset acquisitions, transfers, moves, and disposals.

1. Acquisition Reports are stored in Procurement for Public Sector (PPS) (or its successor program). The purchase information for non-IT assets is reviewed by the FMSS Territory Property staff for non-IT asset purchases with Material Group Code - codes 3122A, 3126, 3192A and 3193. The non-IT asset purchases that meet the accountable threshold or sensitive threshold are added into KISAM-AM. The acquisition information (PPS or Purchase Order (PO)) is a mandatory data field in the KISAM-AM asset record. Non-IT personal property assets meeting the threshold requirements in KISAM-AM are added after receipt and acceptance is completed in PPS.

2. KISAM-AM Reports show the lifecycle management of personal property from acquisition to final disposal. These reports support accuracy, timeliness, accountability, chain of custody, and auditability.

3. Disposal Reports document the final disposal action where IRS no longer has ownership or title of an asset.

4. SAP Business Objects Environment (BOE) provides many reports from data in KISAM-AM and PPS, which are used for the review of asset management processes such as timely disposal, annual inventory validation and certification, and anomaly reports both for IT and non-IT assets.

5. GSAXcess® Reports provide data of IRS excess property reported to GSA for transfer, donation, or sale.

6. STAR Project Reports provide data on the timely reuse, exchange, or excess of IRS property related to real estate projects (e.g., rent reductions, relocations).

(2) Program Effectiveness: Success of the P&AM Program is measured by verifying:

1. Deficiencies/problems are corrected timely and accurately as identified by Program Reviews’ instructions.

2. New non-IT assets are added to KISAM-AM after receipt and acceptance in PPS.

3. Non-IT annual inventory certification and validation by June 30.

4. Non-IT assets, including furniture in a real estate project, are identified for reuse.

   Note: If assets cannot be reused, they should be exchanged. If assets cannot be reused or exchanged, they must be excessed.

5. IT asset disposal cycle time is 60 days or less with a 90% timeliness score excluding extenuating circumstances.

   Example: Extenuating circumstances such as, epidemics, weather disasters, etc.

6. Dedicated resources to support the program are expended. This is measured by reviewing time recorded in the IRS timekeeping system, Single Entry Time Reporting (SETR), using the P&AM Program code (800-55121).

7. Audit recommendations and Planned Corrective Actions (PCA) are timely executed in the territories as prescribed in the recommendations or PCAs.

(1) Abandoned or Unclaimed Property - Personal property found on IRS premises owned or leased by the government and subject to the filing of claims by former owner(s) within three years from the vesting of title in the United States.

(2) Accountable Property - All non-expendable property for which accountability is established in the perpetual inventory accounts (KISAM-AM) and the general ledger. It is property of durable nature with a useful life of more than one year, has sufficient value to justify maintaining and continuing financial property records, is of a nature that moderate damage results in repair rather than replacement, and generally costs $5,000 or more.

(3) Asset - Any property other than real estate. The distinguishing factor between personal property and real property is that personal property is movable and not fixed permanently to one location, such as land or buildings. Interchangeable with personal property.

(4) Capitalized Property - An accounting/finance term used on the agency financial statement. This property has different dollar threshold requirements controlled by the CFO Office. Not to be confused with Accountable Property that requires tracking in KISAM-AM.

(5) Condition Codes - An alpha or numeric code that describes the physical condition and serviceability of personal property as prescribed by the FMR.

(6) Excess Personal Property - Any property under the control of any federal agency not required for its needs and the discharge of its responsibilities, as determined by the agency head.

(7) Executive Agency - An executive department, military department, or any independent establishment, within the meaning of 5 USC 101, 102, and 104 (1), respectively, and wholly-owned government corporation within the meaning of 31 USC 9101(3).

(8) Expendable/Consumable Property - All property that is used up beyond recovery, loses its identity, or becomes a component part of other equipment or fixed property. Usually is an item of supply (except explosive ordnance, major end items of equipment, and repairables) (e.g., Non-repairable items or repair parts that can be discarded more economically than they can be repaired, pencils, pens, paper, dried up markers, batteries, etc.).

(9) Federal Agency - An executive agency or any independent establishment in the legislative or judicial branch of the Government (except the Senate, the House of Representatives, or the Architect of the Capitol, and any activities under the Architect's direction).

(10) Forfeited Property - Personal property acquired by a federal agency either by a summary process or by order of a court of competent jurisdiction pursuant to any law of the United States.

(11) High Risk or Sensitive - A unique classification given to assets, that require special control and accountability due to unusual rates of loss, theft, misuse, ability to store IRS data, ease of removal, and the risk of impacting the IRS mission. These assets are recorded and tracked in KISAM-AM if their acquisition is $2,500 or greater.

(12) Investigative Equipment - CI equipment required by CI for carrying out its investigative and enforcement functions. See IRM 9.10.1, Administrative Databases and Software, Criminal Investigation Management Information System Equipment Inventory.

(13) Maintenance - The scheduled cleaning, servicing, and adjustment of an asset to keep it in satisfactory operating condition.

(14) Personal Property - Any property other than real estate. The distinguishing factor between personal property and real property is that personal property is movable and not fixed permanently to one location, such as land or buildings. Interchangeable with asset.

(15) Repair - The restoration of an asset to a serviceable or operable condition from an unserviceable or inoperable condition, which resulted from wear, breakage, or partial destruction. The overall objective is to restore or renovate assets to a near-new condition.

(16) Unconditional (in-kind) Gifts - Gifts of more than minimal value (minimal value is defined by GSA) received by federal employees, their spouses, or dependents from a foreign government are deemed to have been accepted on behalf of the United States and, upon acceptance, become the property of the United States.

(17) Utilization - Identification, reporting, and transfer of excess personal property within IRS or federal agencies to fill current or future authorized requirements in lieu of new procurement.

(18) Acronyms

(1) Asset Management Hardware User Guide.

(2) FMSS Property and Asset Management Resource Guide.

(3) Property and Asset Management User Guide.

(4) IRM 1.2.2, Servicewide Policies and Authorities, Servicewide Delegations of Authority, Delegation Order 1-24 (Rev. 1) (formerly DO-202, Rev.3), Acceptance, Retention, and Disposition of Gifts under the Foreign Gifts and Decorations Act.

(5) IRM 1.14.3, Furniture and Equipment Standards.

(6) IRM 2.149, IT Asset Management.

(7) IRM 4.62.3, International Relations, Requests for Representation Funds and Gifts for Foreign Officials.

(8) IRM 6.800.2, Employee Benefits, IRS Telework Program.

(9) IRM 9.7, Asset Seizure and Forfeiture.

(10) IRM 9.10.1, Administrative Databases and Software, Criminal Investigation Management Information System Equipment Inventory.

(11) IRM 9.11.3, Fiscal and Personnel Matters, Investigative Property.

(12) IRM 10.5.4, Privacy and Information Protection, Incident Management Program.

(13) IRM 10.2.11, Basic Physical Security Concepts.

(1) RESERVED FOR HQ (P&AM determines if an asset that is rented or leased must be tracked). Examples: Postage Meters are tracked multiple ways by the HQ Mail Program Manager and contractor, therefore, we will not duplicate efforts. Leased GSA Motor Vehicles are tracked by the HQ Motor Vehicle Program Manager and GSA, therefore, will not be tracked by P&AM. Safes or other type of equipment/property that is not tracked via any other means will be tracked by P&AM.

(1) Duly authorized IRS employees may seize property for forfeiture to the United States when the property is used, or intended for use, in violation of the Internal Revenue Code (IRC) and certain other federal statutes. Under some circumstances, this property may be assigned to IRS if it is suitable for government use and a legitimate need exists. Forfeiture of seized property is reported on Form 1570, Declaration of Forfeiture, to the FMSS Territory Property Officer within 10 workdays, that IRS can use the asset(s).

(2) Seized/forfeited non-IT assets placed into official IRS use must be reported to FMSS for entry into KISAM-AM.

(1) Property is provided to approved frequent telework and HaP employees when an approved request is submitted.

1. To request/order telework furniture, the employee submits an OS GetServices ticket which must include the signed telework agreement.

2. Furniture allowed for approved HaP employees is provided for use while the employee maintains a HaP approval.

Note: For additional guidance, see Home as POD (HaP) Program Website.

(2) When an employee separates from the telework or HaP program, the separating employee or their manager must submit a non-IT disposal ticket through OS GetServices for FMSS to determine the disposition of the telework or HaP furniture.

(1) IRS managers are responsible for all property within their span of control to safeguard it from loss, breakage, or undue deterioration until the FMSS Territory Property Officer authorizes its removal through a submitted OS GetServices ticket - Non-IT Property Disposal.

1. With approval, employees can remove property from IRS offices to an offsite location to conduct official business. Approval must be given by the employee’s manager and the FMSS Territory Property Officer through an OS GetServices ticket - Property Consultation. The property must be returned to the office as soon as it is practical.

2. The employee is responsible to safeguard the property while it is offsite.

(2) IRS employees may only use personally-owned property for official use if authorized by IRS or Treasury regulations. Requests to use personally owned property for official use must be submitted to the FMSS Territory Property Officer through an OS GetServices ticket - Property Consultation.

(1) Asset Management records are to be established and maintained in accordance with PGLD Guidance. Each FMSS territory maintains their own official property record files (electronic or hard copy).

(2) General Record Schedule (GRS) 4 used for Property Disposal Records and GRS 5 used for Budget Preparation, Presentation, and Apportionment Records can both be found in Document 12829, General Records Schedule.

(1) Pursuant to 40 USC 529, following the close of each fiscal year, executive agencies must submit an annual report of personal property furnished to any non-federal recipient during the previous fiscal year to GSA. This includes all personal property assets, such as IT equipment transferred to schools and educational non-profits and recyclers.

(1) FMR 102-39.85 requires each executive agency to submit to GSA a summary report on transactions made under the exchange/sale authority of 40 USC 503 during the preceding fiscal year. If no exchange/sale transactions are conducted, a negative report is required.

(1) In accordance with FMR 102-36.415(c), government employees are responsible for following guidelines for the acceptance of unconditional (in-kind) gifts and bequests, which aid and facilitate the work of the Treasury and the IRS. Contact the FMSS HQ P&AM Program Manager at *FMSS HQ Property Staff Mailbox for instructions on reporting a gift received.

(1) In accordance with FMR 102-42, TD 61-04, and TD 61-09 government employees are responsible for following guidelines established for the acceptance of gifts offered by foreign governments. This does not reiterate the restrictions in the regulations cited in FMR 102-36.415(c). Contact the FMSS HQ P&AM Program Manager at *FMSS HQ Property Staff Mailbox for instructions on reporting a gift received within 14 business days of receipt of gift.

(1) In accordance with TD 61-04 and TD 61-09, gift acceptance authority has not been delegated to the Service, a gift to the Service must be accepted at the Departmental level. The FMSS HQ P&AM Program Manager coordinates foreign gifts received with GLS and Treasury before an IRS employee can keep the gift.

(1) The IRS must report to GSA the foreign gifts given by IRS employees to foreign officials annually. The FMSS HQ P&AM Program Manager must reach out to the business unit to request the amount of gifts given the previous year.

(1) All property declared excess to the needs of a business unit is disposed according to the instructions outlined in IRM 1.14.4 and FMR Chapter 102, Subchapter B Personal Part 102, even if the assets are not inventoried on KISAM-AM.

(2) IRS non-IT personal property cannot be given as a gift to anyone.

(3) The FMSS Territory Property Officer is the only IRS employee who can make the determination and administer within their territory the disposal of any IRS personal property.

(4) Excess property is reported to FMSS Territory Property Officers through an OS GetServices non-IT disposal ticket.

(5) All non-IT property declared excess to IRS needs must be reported on a Form 120, Report of Excess Personal Property, by the FMSS Territory Property staff to begin the final disposal process. IRS excess in condition codes 1 (new) and 4 (usable) is screened within IRS. IRS excess property with a condition code of 1, 4, and 7 (repairable) must be reported to GSA through GSAXcess®.

(6) A Form 122, Transfer Order Excess Personal Property, will be completed for transfers of IRS personal property outside of IRS.

(7) The final disposal date is the date the asset was physically picked up from an IRS location and ownership transferred to the recipient. The recipient or their agent signs the final disposal document at the time of pick up.

1. The final disposal date for Form 1933, Report of Survey, is the date the FMSS Approving Authority signs the form.

Note: If property is disposed into a UNICOR trailer, the day the asset is placed in the trailer is the disposal date.

(8) All IT equipment excess to IRS needs will be reported to FMSS by IT/UNS and/or CI on a Form 120, Report of Excess Personal Property. The FMSS Territory Property Officers have responsibility for determining final disposition action in accordance with FMR Chapter 102, Subchapter B Personal Property Part 102.

(9) FMSS Territory Property Officer and FMSS Approving Authority signatures on disposal documents must be electronic.

(1) FMSS Territory Property Officers coordinate with their territory Environmental, Health and Safety (EHS) staff regarding the disposal of items requiring special handling and follow the guidance in FMR 101-40.

(2) Items requiring special handling include, but are not limited to:

1. Ammunition

2. Biologicals

3. Controlled substances as classified by the Food and Drug Administration in Schedules I, II, III, IV or V

4. Electronic assets (e.g., TV, calculators, VCR, LED flashlights)

5. Hazardous materials

6. Hazardous waste

7. Perishable items

8. Universal waste (e.g., batteries, pesticides, and mercury containing equipment)

(1) Lost or abandoned property not belonging to the IRS and found on IRS property must be turned in to the FMSS Territory Property Officer. The FMSS Territory Property Officer must follow the procedures in FMR 102-41 for disposition.

(1) FMSS Territory Property staff must assist CI by providing guidance on disposal of:

1. Investigative property when reported by CI on an OS GetServices non-IT disposal ticket.

2. CI seized, forfeited, or abandoned property when reported by CI on an OS GetServices non-IT disposal ticket.

(1) CI handles the disposition of their firearms, ammunition, and firearm training equipment.