WASHINGTON, DC—It’s time for the fiscal year 2024 USDA Forest Service Personal Property Inventory. Units will soon receive direction from regional foresters or station directors that includes instructions from the deputy chief for Business Operations.

While many of us have completed this task before, the Forest Service has onboarded new team members since our last inventory. With that in mind, Property and Procurement Services Property Management wants to take a moment and (re)introduce everyone to Property Management 101.

What is personal property? Personal property is government property of any kind. It includes equipment, materials and supplies, including office furniture, laptops, tablets, chainsaws, riding mowers, fleet vehicles, boats, livestock, badges and firearms; in other words, any and all equipment, materials and supplies.

Why is it important to manage personal property? The law requires us to do this. Effective management of personal property prevents waste, fraud and loss. Most personal property is purchased with congressionally appropriated taxpayer funds. When an agency does not efficiently inventory and dispose of excess personal property, they increase federal costs and waste the unused value of their personal property. As such, it is every government employee’s inherent responsibility to understand their role in the management, care, handling and disposition of assigned personal property. The personal property inventory is just one way our agency can demonstrate to the Chief, the secretary, OMB, Congress and the American taxpayer that we are, indeed, good stewards of their investments.

How is personal property managed? Personal property is managed from initial procurement through final disposition (cradle to grave) by PPS Property Management. Three types of personal property are managed as accountable property in the USDA system of record (CPAIS-PP). These three types are sensitive, accountable and capitalized personal property. These types of personal property must be inventoried and will be listed on the FY24 Personal Property Inventory report(s).

Property management officers are part of the PPS Property Management organization and designate accountable property officers at the field or unit level. Accountable property officers accept responsibility for all assets under their management and sub-assign custodial responsibility to other field/unit employees. They direct staff to conduct the 100% complete physical inventory and notify PPS Property Management when personal property is transferred to another custodian or unit and when property is lost, stolen, damaged, destroyed or excess to the needs of the unit.

All Forest Service employees are responsible for properly using and protecting property in their custody or control. We must take all reasonable precautions to protect government-owned or leased property from theft, loss, damage and destruction. Employees may be disciplined for negligent custody (Forest Service Manual 6172.12) and, in cases of gross negligence, held financially liable for its value or cost of repair. Gross negligence is the intended, willful, wanton failure to exercise the degree of care that a person of average prudence would provide under the same circumstances to protect property in one's custody, or the reckless disregard for that degree of care. Employees who disagree with the degree of negligence determination and subsequent discipline may grieve these issues.

Employees who dispute the amount billed are entitled to a hearing on the existence and amount of the debt under the salary offset provisions of the Debt Collection Act (7 CFR 3.50-3.62). Agencies may impose stricter standards for sensitive items (for example, weapons, tablets and so forth).

Do I have to work with PPS Property Management on property-related matters? Yes. The movement, tracking and final disposition of federal personal property is administered by PPS Property Management.

Who can I contact if I have questions? Use the following link to find your PPS Property Management staff point of contact for your unit. Your respective property management specialist and property management officer will be happy to answer your questions and assist you in any way they can.