Personal property management for federal agencies | GSA Countdown to America's 250th Anniversary: close Official websites use .gov .gov website belongs to an official government organization in the United States. Secure .gov websites use HTTPS lock or means you’ve safely connected to the .gov website. Share sensitive information only on official, secure websites. Personal property management for federal agencies The General Services Administration’s Office of Personal Property Management helps federal agencies dispose of personal property that is no longer needed. Once personal property has been deemed excess, GSA helps other federal agencies acquire these items. Disposing of excess federal personal property Federal agencies with unneeded personal property must dispose of it through GSA by following these steps: Conduct an internal screening Any office within a federal agency that has unneeded property must screen the property for other offices within the agency. For more information about internal screening, please contact your National Utilization Officer . Once the agency has determined that no other office in the agency needs the property, the property is declared as “excess” to the agency’s need and can be reported to GSA for transfer to other agencies or donation to state or local organizations. Consider direct transfer Once the agency completes the inventory assessment, it can directly transfer its excess personal property to another federal agency without prior GSA approval—assuming the total acquisition cost is no more than $10,000 per line item. Report excess personal property to GSA You should report excess personal property electronically via the Personal Property Management System . Property may reported manually using the Standard Form 120 (SF 120) only with prior approval from the Personal Property Management Office Conduct 21-day screening Generally, once agencies report their excess personal property to GSA, other federal agencies can screen the property over a 21-day period . If one agency selects another agency’s property, Personal Property Management System will generate transfer forms. The forms must be signed and approved by the agency allocating the property, the agency receiving the property, and the regional GSA Area Property Officer . The agencies must coordinate the actual shipping and transportation of the property once the transfer is official. Learn more about screening your property through our PPMS informational videos Offer to State and local agencies and organizations GSA declares the personal property as surplus and offers it to the State Agencies for Surplus Property for donation if no federal agency expresses interest by the end of the 21-day screening period (14 days if the property is furniture or computers). Sell to the public The property becomes available to the public for sale if no state or local government agency (or other qualified recipient) expresses interest in the personal property. Abandon, destroy, or recycle Federal agencies can abandon or destroy excess personal property when an authorized official of the agency makes a written determination that the personal property has no commercial value, or that the estimated cost of its continued care and handling would exceed the estimated proceeds from its sale. A reviewing official of the agency must approve this determination. This official must be someone who is not directly accountable for the item or items. Note: The federal agency must abandon or destroy the item or items in a way that is safe for the public health and security. The federal disposal process does not address recycling of excess personal property currently. However, reuse or recycling is always preferable to disposing of an item in a landfill. Acquiring excess federal personal property Government regulations mandate that federal agencies consider acquiring excess personal property first, before purchasing new items. This approach saves taxpayers hundreds of millions of dollars each year. Please see 41 CFR 102-36.305 to 41 CFR 102-36.330 for more information. Use Personal Property Management System Federal agencies can use Personal Property Management System to look through GSA’s worldwide online inventory of excess personal property. Coordinate with reporting agency and local GSA Personal Property Management Office An agency submits a request for the item(s) in Personal Property Management System once it finds the property it needs. Personal Property Management System will then notify the local GSA Area Property Officer of the request for the property. GSA generally approves transfers on a first-come, first-served basis and other allocating factors. The local Personal Property Management Office can assist in manually coordinating the transfer if property is not made available on PPMS. Note: Acquiring federal agencies do not typically pay for excess personal property. However, they are responsible for any packing, shipping, and transportation costs. Conduct on-site screening Federal agencies can often view personal property offerings at the facility holding the item or items. Federal agency employees must present a valid federal ID or other security credential in order to enter the facility. Locate personal property Federal agencies can locate what they need on Personal Property Management System . Agencies need a User ID and password to access and select/report property in the system, which can be issued by the National Utilization Officer or, if the agency does not have an assigned NUO, then it would be issued by the local GSA Area Property Officer . All federal employees with a “.gov” or “.mil” email address can register for view-only access. Work with an Area Property Officer To order, federal agencies should contact the GSA Area Property Officer in the region where the personal property is located. The APO helps transfer or donate personal property. Gain approval Once the APO has allocated the personal property, Personal Property Management System will generate an email with a transfer order to the acquiring agency’s approving official notifying him/her to go into PPMS and approve the property. Manual transfer orders will be sent by the APO to the acquiring agency for signature. The acquiring agency official signs and returns the transfer order to APO for GSA approval. Process transfer order The Area Property Officer will electronically approve the Standard Form 122 after the acquiring agency’s approving official approves the transfer. The system will then email a copy of the approval to the holding agency and the acquiring agency. Arrange pickup The acquiring agency must contact the disposing agency to arrange pickup. Pickup must occur within 15 calendar days from the date of allocation (21 days from date of allocation for DoD excess). The agency is responsible for requesting additional removal time if required. Note: The acquiring agency is responsible for any packing, shipping, or transportation costs. Watch our videos for more information on how to report, request, and acquire excess property. Note: These videos are hosted by a nongovernment website. Personal Property Management Contacts Personal property management offices Area property officers Sales contracting officers National utilization officers Tools for Federal Agencies PPMS.gov helps eligible customers report, search for, and select personal property . Customers can also manage and monitor their personal property reported to GSA for sale. Computers for Learning allows schools and educational non-profit organizations to obtain excess computer equipment directly from federal agencies. GSA Auctions® helps people purchase personal property from locations around the country. How Do I... Screen Federal Excess Personal Property Purchase Excess Personal Property Find Non-electronic Sales of Surplus Personal Property Print Page Email Page Top Choose a location Error, The Per Diem API is not responding. Please try again later. No results could be found for the location you've entered. Get my location OR State City (optional) OR ZIP Rates for Alaska, Hawaii, and U.S. territories and possessions are set by the Department of Defense. Rates for foreign countries are set by the Department of State. Choose a date Select fiscal year OR Travel start date (mm/dd/yyyy) Travel end date (mm/dd/yyyy) Rates are available between 10/1/2023 and 09/30/2026. The End Date of your trip can not occur before the Start Date. Additional terms and conditions Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained. Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries." Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)." When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.