Tribal Procedures

Surplus and Excess Property

There are 3 primary processes that will be used by Tribes with FHWA Tribal Transportation Program 

Agreements who are interested in screening and acquiring excess and surplus government property through 

FHWA. These are as follows:

• Registration

• Screening and Requesting Property

• Property Reporting

Each of these processes are described below showing the steps that must be followed to pursue excess and 

surplus property. A flowchart is also provided in Appendix A. A list of Frequently Asked Questions (FAQ)

may also be found on the Office of Tribal Transportation (OTT) webpage providing additional information. 

If you have additional questions on this process, please contact your designated FHWA Tribal 

Coordinator (TC) or Kevin Spohrer, Office of Tribal Transportation Property Manager (OTTPM), 

by email at kevin.spohrer@dot.gov or by phone at (360) 619-7859.

Registration

For Tribes requesting access to GSAXcess.gov and the FHWA Tribal Property Tracking System:

1. Tribes will need to register for the Federal Highway Administration 

(FHWA) Tribal Property Tracking System by visiting the FHWA 

Office of Tribal Transportation Surplus and Excess Property 

webpage and clicking on the registration link

(https://surveys.max.gov/313263).

2. After registration, a unique link will be provided to the Tribe by 

email (see example in Appendix B). It is important for the Tribe 

to save this email with the link indefinitely as this link will need 

to be used to access the FHWA Tribal Property Tracking 

System when requesting property.

3. The Tribe will be provided a template letter (request for access 

letter) (see Appendix C) to copy to their Tribal letterhead and send a 

signed copy by email to their FHWA Tribal Coordinator (TC). The 

Tribe will also need to send their procurement and property 

management policies with this request for access letter.

4. If all the requirements to gain access are met (see adjacent side 

panel and question 4 of the FAQ ), a Memorandum of 

Understanding (MOU) (see Appendix D) will be sent to the Tribe 

via the TC.

5. The Tribe will need to return a signed copy of the MOU to the TC

by email.

6. Once the GSAXcess.gov account is created, the Tribe will receive an email notification.

To qualify for a MOU with 

FHWA, a Tribe must have 

written procurement/property 

management policies that 

demonstrate controls that 

ensure proper use, prevent 

unauthorized use, provide for 

adequate care and 

maintenance, provide for an 

inventory of items acquired, and 

document disposition methods

of property. 

A Tribe must also have 

demonstrated timely reporting 

for the previous two years and 

three years of single audits

without unresolved findings, or 

equivalent financial review.
Screening and Requesting Property

For Tribes requesting property from GSAXcess.gov:

1. The Tribe may search for property they wish to acquire by logging in at the GSAXcess.gov website.

2. After property has been identified, the Tribe will request the property in 

GSAXcess.gov and a property transfer order (SF-122) will be automatically 

generated and emailed to the Tribe.

3. The Tribe will also need to access the FHWA Tribal Property Tracking 

System and enter the property information. The Tribe may access the FHWA 

Tribal Property Tracking System by using the unique link provided to them 

in the email they received after registering in the system.

4. A Report of Transfer of Property to a Federally Recognized Tribe (FHWA1363-T) will be automatically generated and emailed to the Tribe.

5. Both the property screener and the individual authorized to make financial 

commitments for the Tribe will need to sign the FHWA-1363-T.

6. The signed FHWA-1363-T should be sent to the TC as soon as possible for FHWA review and 

processing. 

a. There is only a 10-day window to get the FHWA-1363-T approved by both the Tribe 

and FHWA. This 10-day window begins when the original request is made by the Tribe

in GSAXcess.gov (step 2).

7. If FHWA approves the transfer, another SF-122 will automatically be issued by GSAxcess.gov

8. A final SF-122 will be issued once GSA has made a decision on the property recipient. Wait for this 

third version of the SF-122 then contact the GSA property custodian and arrange for pickup/ 

delivery. Please note the following:

a. While there is usually no cost to take custody of property, a Tribe is responsible for all 

shipping costs or costs associated with picking up the property and delivering it to the 

Tribe’s location. Tribal Transportation funds may be used for this expense if the activity 

was reflected on their Tribal Transportation Improvement Program (TTIP).

b. Condition of property varies. Items may be in fair condition or may require substantial 

repairs to become functioning. 

c. There may be instances where the Tribe will not be able to visually inspect the property prior 

to requesting the property. This may be the case where property is stored on military bases. 

If the Tribe is selected to receive the property that has not been inspected, the Tribe may 

refuse to take possession, if deemed necessary.

9. The Tribe should notify the TC after delivery or refusal of property.

Property Reporting 

For Tribes reporting on property received from GSAXcess.gov:

1. Each year on or around October 1, the Tribe will receive a spreadsheet (See Appendix E) from the 

TC showing an inventory of all property greater than $5000 acquired from GSAXcess.gov. 

2. The Tribe will need to complete this spreadsheet and email it back to the TC within 90 days.

3. FHWA may conduct onsite inspections of any transferred property and property management 

systems.

Property that FHWA approves 

for transfer to a Tribe must 

support transportation 

activities eligible under the 

FHWA Program Agreement

and the primary use of the 

property is to support the 

Tribe’s transportation 

department.
Appendix A:

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Appendix B:

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Appendix C:

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Appendix D:
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Appendix E:

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