Department of Defense Education Activity ...

1 ,November28,2005 Department of Defense Education ActivityMaterialManagement manual , November 28,2005 EDUCATIONACTIVITY4040 NORTHARLINGTON,22203-1635 NOV282005 FOREWORDThis manual is issued under the authority of the Department of Defense Instruction , "DefensePropertyAccountability,"August13 , manual provides framework for Department of Defense property accountability policies, procedures, and practices. It assistsProperty Managers, Accounting and Financial Officers to understand their roles and manual incorporates Public Laws,Federal Property Management Regulations, and consolidates the policies and procedures for the Department of Defense Education Activity (DoDEA) property management into a single document. It replaces the DoDEA Material Management manual , August28, 1997; DoDEA Pamphlets 97-L-002,"DoDEAA ccountableProperty Management Guide,"December 1997; DoDEA Pamphlet 00-L-001,"Procedures toAccount for Lost, Damaged, or Destroyed GovernmentProperty,"January 2001; and DoDEA Pamphlet 98-L-001,"PropertyAccountabilityProgramA dministration Standard Operating Procedures,"February 1998.

2 ThisManual is effective immediately and is mandatory for use by all the Department of DefenseEducation (DoDEA) activities. Send recommended changes and questions to this manual to the following address: Department of Defense Education Activity ATTN: Logistics Division 4040 North DriveArlington, VA. 22203-1635 Joseph MANAGEMENT AND CONTROL OF GOVERNMENT OWNED/FURNISHEDPROPERTY IN THE POSSESSION OF CONTRACTORS 56bCHAPTER 3 - PROPERTY TRANSFER AND DISPOSAL PROCEDURES TRANSFER OF EXCESS PROPERTY PROPERTY DISPOSAL PROCEDURES 58 CHAPTER 4 - EQUIPMENT MAINTENANCE AND REPAIR PURPOSE APPLICABILITY AND SCOPE POLICIES AND PROCEDURES

3 MAINTENANCE SUPPORT 64 CHAPTER 5 - LOST, DAMAGED OR DESTROYED PROPERTY INTRODUCTION ADMINISTRATIVE ACTION PURPOSE APPLICABILITY PRE-INVESTIGATION ACTIONS FOR 67 ACCOUNTABLE/SELECTIVE DURABLE FINANCIAL LIABILITY INVESTIGATION FOR PROPERTY LOSS PERSON FOUND FINANCIALLY LIABLE

4 UNECONOMICALLY REPAIRABLE PROPERTY DUE PROCESS RIGHTS OF PERSONS CHARGED WITH PROPERTY CONTRACTING OFFICER ACTION ON DD FORMS 200 POSTING DD FORMS 200 TO THE DD FORM 200 REGISTER FILING THE RESUME AND DD FORM 200 REGISTER REOPENING, CORRECTING, AMENDING, OR CANCELING A 87DD FORM 200 REMISSION OF CHARGES RECOVERY OF PROPERTY COLLECTION OF FINANCIAL CHARGES REPAYMENT OF AMOUNTS PREVIOUSLY COLLECTED 96(COLLECTIONS ERRONEOUSLY RECEIVED)

5 DD FORM 200, COORDINATION/APPROVAL CHAINS 97 AND RETENTION ANNUAL REPORTING OF DODEA FORM 98 Change 4, 04/21/10 DoDEA , November 28,2005 CHAPTER 6 -RECORDS MAINTENANCE AND DISPOSITION POLICY RESPONSIBILITES RECORDS MANAGEMENT PROCEDURES AND MATERIAL MANAGEMENT FILES 100 APPENDICESA ppendix 1, FINANCIAL LIABILITY INVESTIGATION OF 102 PROPERTY LOSS (DD FORM 200) AP2. Appendix 2,DPAS CATALOG REQUEST FORM 104(DODEA FORM 4 1) AP3. Appendix 3, ISSUE DOCUMENT105(DD FORM 1348-1A)AP4. Appendix 4, REQUISTION AND 106 DOCUMENT (DD FORM 1 149 )Appendix5,REQUEST FOR ISSUE OR TURN-IN108(DA FORM 3161) AP6. Appendix 6, SYSTEM AUTHORIZATION ACCESS REQUEST 109((SAAR) DD FORM 2875) AP7. Appendix 7, INVENTORY ADJUSTMENT REPORT ((IAR) 111DA FORM 444) AP8.

6 Appendix 8, MATERIAL INSPECTION AND RECEIVING 112 REPORT (DD FORM 250) AP9. Appendix 9, PROPERTY PASS (OP FORM 7)113AP10. Appendix 10, STATEMENT OF COLLECTION 114 VOUCHER (DD FORM 362) AP1 1. Appendix 1 1, FINANCIAL LIABILITY SUMMARY FOR PROPERTY 115 LOSSES (SUMMARY OF AREA OR HEADQUARATERS ACCOUNTABLE PROPERTY LOSSES FOR FY) (DODEA FORM )Appendix 12, FINANCIAL LIABILITY INVESTIGATION FOR116 PROPERTY LOSS REGISTER (DODEA FORM )AP13. Appendix 13, RECEIPT FOR MISCELLANEOUS COLLECTIONS 119(DD FORM 634) AP14. Appendix 14, JULIAN DATE CALENDAR 120AP15. Appendix 1 5, NOTICE OF DELEGATION OF AUTHORITY 122 RECEIPT FOR SUPPLIES (DA FORM 1687) ' ' ,2/20 (a) DoD Instruction , " Defense Property Accountability," November 2, 2006(b) Section 902 of title 31, United States Code(c) DoD , "DoD Financial Management Regulation," Volume 4, January 2001(d) DoDEA Administrative Instruction , "Reporting Changes in Schools' Structure,"May 2, 2008(e) DoD manual , " Defense Material Disposition manual , August 18, 1997(f) Secretary of Defense Memorandum, "Policy for Unique Identification (UID) of TangibleItems," July 2003(g) DoDEA AI , "Disposal of Department of Defense Dependents Schools (DoDDS)Memorabilia," August 25, 2006(h) DoD , Volume 12, "Financial Management Regulation," January 2002(i)

7 DoD Administrative Instruction 15, Volume 1, "Administrative Procedures and RecordsDisposition Schedules," November 14, 2006(j) Director, Department of Defense Education Activity Memorandum, "Delegation ofAuthority, " June 25, 2004(k) Part 45 of Federal Acquisition Regulation, March 2005, as amended(I) Part 252 of Defense Federal Acquisition Regulation Supplement, August 17, 1998, asamended(m) DoD Instruction , "Accountability and Management ofDoD-Owned Equipment andOther Accountable Property, " November 2, 2006 Change 1,07/06/06 Change 4, 04/21 , November 28,2005DL1. DEFINITIONS Accessorial Costs. Expenses of packing, handling, and crating; transportation; port loading, and positioning. Accountability. The obligation by law, lawful order, or regulation, accepted by a person for keeping accurate records to ensure control of property, documents or funds, with or without possession of the property.

8 The person who is accountable is concerned with control while the person who has possession is responsible for custody, care,and safekeeping. Accountable Officer. An individual who maintains item records for government property, either in his or her possession for use or storage, or in the possession of others to whom it has been officially entrusted for use or for care and safekeeping, and who may incur"financialliability"for failure to exercise his or her obligation. Accountable Property. See definition of nonexpendable item. Acquisition Cost. Acquisition cost is defined as consisting of the amount, net of authorized discounts paid for the property, plus the transportation costs. individual designated in writing by the approving authority. The approving authority may act as the appointing authority.

9 The appointing authority appoints financial liability officers, if required; approves or disapproves the recommendations of theresponsible officer, reviewing authority, or financial liability officer; and recommends actions to the approving authority. The appointing authority is normally senior to the responsible officer, reviewing authority, accountable officer, and financial liability officer. The approving authority makes determinations to either relieve involved individuals from responsibility accountability or approve assessment of financial liability. The approving authority may act as the appointing authority or designate an appointingauthority in Information The family of technologies thatimprovesthe accuracy, efficiency, and timeliness of material identification and datacollection.

10 AIT media and devices include, but are not limited to, linear and two-dimensional bar code symbols and their readers, magnetic stripe cards, integrated cards, optical memory cards, radio frequency identification, and magnetic storage devices. Basis of Issue Quantity of units recommended as the minimum requirement of an Capitalize. To record and carry forward into one or more future periods expenditures above a certain threshold, the benefits from which will then be , November 28, Collusion is a secret agreement, and cooperation for a fraudulent ordeceitful purpose. Commercial Items. Items purchased from commercial sources (as opposed to beingpurchasedfrom government inventories). Part. An individual item serving as an element in something larger. Concealed or Shortage.