BOP Program Statement 4400.05 § 6

use this Manual to ensure appropriate use and control of Bureau

property.

/s/

Harley G. Lappin

Director

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Table of Contents, Page i

TABLE OF CONTENTS

PERSONAL PROPERTY

CHAPTER 1 GENERAL

CHAPTER 2 RESPONSIBILITIES FOR PROPERTY MANAGEMENT

CHAPTER 3 IDENTIFICATION AND DEFINITIONS OF PERSONAL

PROPERTY

CHAPTER 4 ADMINISTRATION OF PERSONAL PROPERTY

CHAPTER 5 INVENTORIES - ANNUAL AND STORES

CHAPTER 6 ACQUISITION, TRANSFER, AND DISPOSAL OF

PERSONAL PROPERTY

CHAPTER 7 GIFTS OR DONATIONS OF PERSONAL AND REAL PROPERTY

REAL PROPERTY

CHAPTER 8 REAL PROPERTY (OWNED OR LEASED)

MISCELLANEOUS

CHAPTER 9 RECEIVING REPORTS AND REPORTS OF SURVEY

CHAPTER 10 INMATE POSTAGE STAMPS, MEAL TICKETS, PROTECTIVE

CLOTHING AND VEHICLE TITLES

CHAPTER 11 UNCLAIMED PROPERTY

CHAPTER 12 SEASONAL DECORATIONS

CHAPTER 13 EMPLOYEE HOUSING (QUARTERS)

CHAPTER 14 BUREAU EMPLOYEE TRANSIT SUBSIDY (BETS) PROGRAM

CHAPTER 15 REPORT CALENDAR

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CHAPTER 1 - General

GENERAL. The purpose of this Program Statement is to set forth

responsibilities and requirements for receipt, storage, issue,

control, and safety of Government-owned personal property with

the Federal Bureau of Prisons (Bureau). The Program Statement

also provides requirements for using and controlling real

property belonging to the Bureau.

+ For technical instructions, procedures, and guidelines

regarding both personal and real property, see the

Property Management Technical Reference Manual (TRM).

An efficient property management system is required to maintain

information regarding nonexpendable capitalized and

noncapitalized personal property, and capitalized real property

(Land, Buildings, Structures/Facilities, and related

Improvements).

The data is required to provide management with information

concerning property utilization and accountability to meet

requirements of the General Accounting Office (GAO), the Federal

Property Management Regulations (FPMR), the Justice Property

Management Regulations (JPMR), and the Bureau's Property

Management Manual (PMM).

Physical inventories are required annually of personal and real

property maintained in the SENTRY Personal and Real Property

Management Systems.

+ Removal of property from the records due to inventory

shortage, transfer, loss, theft, or destruction is done

only after appropriate investigations are conducted

under the Bureau policy concerning the Board of Survey.

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CHAPTER 2 - Responsibilities for Property Management

GENERAL. This chapter outlines the responsibilities of

individuals within the Bureau property management system. For

the organizational relationship of the various individuals and/or

committees, see the organization chart in the TRM.

1. DIRECTOR OF THE FEDERAL BUREAU OF PRISONS. The Director is

responsible for property management and accountability of all

property within the Bureau JPMR 128.

2. PROPERTY MANAGEMENT OFFICER (PMO). The PMO assists facility

Property Officers (POs) with responsibilities necessary for

administering the Property Management System, and serves as

liaison with the General Services Administration (GSA) and other

agencies, as well as within the Bureau.

The PMO must:

a. Supervise the operation and maintenance of the SENTRY

Property Management System (SPMS), including the

following:

(1) Processing and supervising the generation,

operation, and maintenance of the code reference

files (e.g. item, manufacturer, etc.).

(2) Providing direction, and assistance to the

facility PO and others regarding the acquisition,

accountability, utilization, maintenance,

transfer, and disposition of controlled personal

and real property.

b. Maintain a training program for POs.

c. Review all GSA, GAO, and other Governmental

instructions involving property management; recommend

necessary revisions to the Bureau's PMM and the TRM.

3. PROPERTY OFFICER/INVENTORY MANAGEMENT SPECIALIST. This is a

Bureau official having responsibility for managing the real and

personal property within a Region, institution, or other

facility.

The PO monitors the record keeping, usage, and disposition of

property, processes property data into the SPMS and SENTRY Real

Property Management System (SRPMS) and helps designated

employees prepare documentation for the SPMS and SRPMS.

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To provide effective internal control, financial personnel

involved in the maintenance of the general ledger will not be

designated as PO.

The PO must:

a. Maintain a comprehensive property management program

consistent with the overall requirements of the SPMS,

which oversees recording and management of all

categories of controlled property.

b. Direct and assist the Accountable Property Officer’s

(APO) participation in the SPMS by:

(1) Advising and assisting on all matters relative to

the acquisition, accountability, utilization,

maintenance, transfer, and disposition of personal

property.

(2) Supervising, reviewing, and coordinating the

preparation of personal property documents,

resolution of errors, and distribution of reports.

(3) Ensuring the preparation and maintenance of

inventory and accounting controls. This includes

the input of property data, review, and correction

of computerized property registers and validation

of property inventories through an annual physical

inventory.

(4) Maintaining up-to-date listings of APOs and

personal property accountability by reporting

quarterly on the validity, usage, and accuracy of

current listings, and by forwarding additional

data and new item description requests as

necessary. The accuracy and completeness of these

listings must be certified as part of the annual

physical inventory.

c. Designate all APOs in writing, with the concurrence of

the Board of Survey Chairperson, and final written

approval by the Chief Executive Officer (CEO).

(1) The PO will not conduct an Annual Controlled

Personal Property Inventory for an APO.

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(2) The PO may assign temporary accountability to an

interim APO for a period of no longer than 20

working days. If a permanent APO is out of work

for longer than 20 working days, an interim APO or

another employee will be designated the permanent

APO by the PO in writing, with the concurrence of

the Board of Survey Chairperson, and final written

approval by the CEO. After this written approval

by the CEO, an inventory of the property will be

conducted by the previous permanent APO, if

available, and the interim APO. An interim APO

may conduct the Annual Inventory.

d. Manage the acquisition, utilization, and disposition of

property within the facility by:

(1) Ensuring that the Program Area Managers (PAM)

verifies (with the PO) the availability of excess

or rehabilitated property before procuring new

property items.

(2) Maintaining liaison with Bureau's PMO, GSA, and

other Government agencies to use excess property

instead of purchasing, leasing, or renting new

property.

(3) Investigating all loss, damage, and destruction of

controlled property to determine liability, taking

appropriate action and referring the matter to the

Board of Survey.

(4) Identifying and reporting all excess property and

initiating disposal action through departmental

agencies, GSA, or other agencies.

e. Maintain a training program for APOs.

f. Ensuring that all APOS and facility employees are aware

of the following notification by the CEO:

(1) The CEO will send out an annual e-mail or

memorandum, during the month of March, to all

employees informing them of their responsibility

to safeguard all government-owned personal

property, and to report immediately (no later than

the next working day) any lost/stolen/missing

personal property to the PO upon discovery.

(2) All POs will ensure that all APOs and facility

employees are aware of this notification.

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g. Serve as a member of the facility Board of Survey.

h. Review and implement revisions to the SPMS.

i. Recognize, account for, and record real property which

meets established capitalization and other criteria in

the SRPMS.

At facilities having an Inventory Management Specialist

(IMS) position, the incumbent is the designated PO.

At other facilities, the responsibility for property

management may be a collateral assignment, as

determined locally, and the individual responsible is

referred to as the PO.

Written designation of the PO by the CEO is required

for collateral assignments. The position description

will include the IMS’ responsibilities. In this

Program Statement, the terms PO and IMS are synonymous

and hereafter will be referred to as the PO.

4. BOARD OF SURVEY. The Board of Survey is a committee with

memberships including:

+ At the institution level - the Associate Warden of

Operations (Chairperson), the Financial Management

Supervisor (i.e. Supervisory Contract Specialist (SCS),

Controller or Controller Designee, if the SCS position

is vacant and there is no “acting” SCS), Union

Representative, and the PO;

+ At the regional level - the Executive Assistant or

Deputy Regional Director (Chairperson), Regional

Comptroller, Union Representative, and the Regional PO;

and

+ At the Central Office level - Senior Deputy Assistant

Director, Administration Division (Chairperson),

Financial Management Supervisor, Union Representative,

and the Central Office PO.

The Board investigates the circumstances surrounding unrecorded

acquisitions or (lost/stolen/missing), damaged or destroyed

Government-owned personal property to assess monetary liability,

if any, and refer the actions to be taken with the CEO’s final

approval. It will also approve Reports of Survey.

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The Board must:

a. Require the presentation of all unclassified

information pertaining to the property or incident

being reviewed.

b. Report to the CEO any employee who does not cooperate

or interferes with a review.

c. Request information and/or testimony from personnel

involved or from "experts" within and outside the

Bureau.

d. Conduct prompt and impartial reviews.

e. Examine and certify all evidence presented.

f. Submit recommendations consistent with circumstances

and findings disclosed by the review.

g. Limit access to information received, and findings and

recommendations formulated to only personnel having a

right and need to know.

h. Approve all Reports of Survey (ROS).

i. Establish the annual controlled property inventory

schedule.

5. BOARD OF SURVEY CHAIRPERSON. The Board of Survey

Chairperson is delegated responsibilities under JPMR 128. The

Chairperson must:

a. Accept all impartial recommendations and findings of

the Board of Survey before taking any action.

b. Grant relief from accountability after considering the

recommendations and findings of the Board of Survey.

c. Document reasons for taking actions, other than those

recommended by the Board of Survey, provided these

actions differ significantly from the recommendations

submitted.

d. Approve, when appropriate, reasonable administrative

efforts to secure an employee's consent to have debt

collected by "administrative offset" of current pay

under the Federal Claims Collection Standard.

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e. Recommend, to the CEO "offset," action against an

employee's final salary payment, including a lump sum

payment for accrued leave, at the time of separation

from Federal service.

f. Terminate or compromise on financial liability under

the Federal Claims Collection Standard.

g. Refer cases to the Office of Internal Affairs through

the CEO or equivalent for forwarding to the GAO under

the Federal Claims Collection Standard, Office of

Professional Responsibility, and the Criminal Division

for Prosecution.

h. Ensure affected personnel are advised of appropriate

appeal procedures to include the Collective Bargaining

Agreement whenever disciplinary or adverse action is

taken.

i. Ensure all actions are completed.

j. Designate all APOs in writing, with the concurrence of

the Board of Survey Chairperson, and final written

approval of the CEO.

6. ACCOUNTABLE PROPERTY OFFICER. The APO is an employee the PO

designates in writing, with the concurrence of the Board of

Survey Chairperson, and final written approval of the CEO. The

APO is responsible for the custody, record keeping, and use of

SPMS controlled personal property within the employee's assigned

location or jurisdiction. An APO, will be held liable, where

appropriate, for lost/stolen/missing SPMS controlled personal

property under this Program Statement. The PAM will be designated

the permanent APO, if the PAM’s property is located in only one

Program Area Location (PAL). If the property is located in

several PALs, employees who are not PAMs may be designated a

permanent APO; i.e. Security Officer, Paint Shop Foreman,

Dentist, etc..

The APO initiates and is responsible for the flow of property

documents, property transactions, and, with the PO, maintains and

updates computerized SPMS inventory listings, and conducts and

certifies periodic physical inventories. The APO must:

a. Immediately (no later than the next working day) report

to the PO all lost/stolen/missing personal property

upon discovery.

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+ Immediately (no later than the next working day)

prepare and forward to the PO a Stores Requisition

Form for all controlled personal property

transferred within a Bureau facility.

b. Control all property until removed, with proper

authority, from the APO's accountability.

c. Conduct, verify, and sign SPMS Transaction Registers

before an APO’s termination and after a new APO’s

designation.

d. Initiate repair requests for personal property.

e. Conduct and certify a physical inventory of controlled

personal property assigned to another APO's

accountability, prepare a Report of Equipment Inventory

Difference and ROS, and assist in the reconciliation

process.