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U· S· DEPARTMENT OF THE INTERIO Subject Number: 

ADS-17 

OFFICE OF SURFACE MINING!-.,_=::::,.,;-;;"::-=:-""-, --1 

RECLAMATION AND ENFORCEMENT 462 

DIRECTIVES SYSTEM ,.., """ 

Title: Deputy Director 

Tbia directive aeta forth PQlicy and procedural guidance on 

··;;;,:';:'c~~Government-owned peraonal property to Federal sod nonFederal by the Office of Surface Mining ReclaiiB.tion and • 

Enforceueot (OSMRE). 

For the purpoae of thia directive, the following 

are f\lrn1Bhed: 

a. is property of any kind or an interest 

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real property, (2) recorda of the Federal 

l~~~!jl::;~l1l~'[~:·:i'i!'!j':~l:;~"~~"['j'~'~t':1f: the followin& categories; 

aircraft carriers, deatroyera, and 

property includes &11 

equipment/ and au1eum item& which include 

antiques, arttfacta, apee1uena 1 and other items 

of museum collactiona. doea DOt include property which is 

incotporated in, ot permanently affized to, real propatty . 

! 1a the obliaation of the official 

b and .. intain adequate detailed property 

;~;;;::::i;~:::,:::••:corde, and eafeguatda to anaute effective control 

onr the uader hil adainietrative juriadiction. Tbhobliaation may not be delegated to other employee•, although the 

recordkeepina function, and teaponeibillty for tbe u.e, care aa4 

aafekeeping of property aay be aaa1gned to othera. 

11 any ptoperty (including 

propetty) acquired by ot in the 

poaaeaaion of a contractor or aubcootractot uadet a 

contract, grant, or cooperative aarae.ent pursuant to 

the term& of Which title la veated in the Gove~nt. 
i. Custodial Property Officer (CPO). 

(1) The CPO is the operating official under whose daily 

control snd supervision the property is located. The 

CPO is responsible for ensuring that cognizant employees 

who are assigned such property exercise proper use, 

care, operation, maintenance and safekeeping of all 

personal property under his control. The CPO provides 

to the APO documentation as required on all actions 

affecting the personal property within his jurisdiction. 

The CPO shall be designated in writing by the APO. 

(2) For contractor inventory, sa defined herein, the CPO 

shall be an employee of the contractor/subcontractor, 

grantee, or cooperator, with responsibilities described 

herein as though that person were an agent of the 

Government. This individual shall be designated by the 

contractor, grantee or cooperator sa the key person 

responsible fot assuring accountability for the 

Government property. This person is expected to 

maintain communications with and transmit documentation 

to the Contracting/Grants Officer who is the APO for the 

respective Government property. 

3. Policy/Procedures. 

a. Background. 

(l) The Federal Property Management Regulations, 41 CFR 101-

25.100, states: -Except in emergencies, Government 

personal property and non-personal services shall be 

used only for those purposes for which they were 

obtained or contracted for or other officiallyde!iignated purposee. ··Emergency conditions are those 

threatening loss of life and property.·· As used 

therein, "non-personal services" includes property on 

inter-agency loan or lease. 

(2) The Interior Property Management Regulations, 410 DM 

114-60.201, states: "No officer or employee of the 

Department shall use or authorize the use of Government 

property for other than official purposes.- It is 

further stated in that section, "Governllll!ot-owned 

personal property may be furnished for use only when 

specific authority exists to do so, and then only within 

the scope, purpose, and limitations sa stated in the 

authority. Such authority may exist when the use of 

Government-owned property has been authorized within the 

written terms and conditions of a legally executed 
(2) Requests from other bureaus of the Department of the 

Interior or from other Federal agencies for the loan of 

OSMRE equipment to assist in their operations without 

any OSMRE participation may be honored provided that all 

of the following conditions are met: 

(a) A determination is .ade, through 

contact with both acquisition and 

program managers, that the loaning 

facility is not in process of 

procuring similar equipment and 

that the loan will not be a 

significant detriment to OSMRE 

programs. This determination shall 

be made by the OSMRE official 

authorized to execute the 

interagency loan agreement. 

(b) A representative of the borrowing agency 

signs an interagency loan agreement 

committing the borrower to the return or 

replacement of the property in good, usable 

condition at completion of the agreement 

period. The date by which the prop~rty is 

expected to be returned shall be specified, 

with earlier return provided for upon 30 days 

written notice to the borrowing agency. The 

loan period may not exceed one year, renewable 

annually. 

(c) The OSMRE facility copy of the loan agreement 

shall contain, or have attached thereto, a 

signed receipt for the property. Form DI105, "Receipt for Propertyn, shall be 

executed and affixed to the memorandum 

agreement. The cognizant APO of the OSMRE 

facility loaning the property shall retain a 

copy of this documentation and relieve the 

former OSMRE Custodial Property Officer of 

responsibility until the property 1~ returned. 

A copy of the documentation shall be aent to 

the respective OSMRE official responsible for 

inclusion in the accountable property records 

system. 
management cantrols ss any other accountable property 

held by OSMRE. Such property shall be tagged 

identifying it as Government property. The APO is 

responsible for the tagging and ensuring that the 

official accountable property records reflect the 

current property assignment. To accomplish this, the 

APO will ensure that a form Dl-105 "Receipt for 

Property" ia executed at the u..., a loan action is 

initiated. The DI-105 form will be forwarded by the APO 

to the respective OSMRE official responsible for 

inclusion into the accountable property records system. 

(2) Ihe Contracting/Grants Officer, or other respective APO, 

will ensure the accomplishment of snnual physical 

inventory of loaned, Government-owned personal property, 

and the reconciliation of any discrepancies revealed by 

such inventory. The designated CPO is responsible for 

providing the APO with an annual certified inventory of 

all loaned property. Within thirty (30) days following 

completed inventories, certified reports will be 

provided to the PMO by the Contracting/Grants Officer or 

other respective APO. Reference OMB Circular A-102, 

Attachment N, concerning annual inventory requirements 

for Federal grantees. 

4. Reporting Requirements. 

a. Transmittal of Form DI-105 "Receipt fe>r Property" to personal 

property management records system 

b. Certified annual inventor¥ report by CPO to APQ, 

5, References. 

a. DOI Departmental Manual, Part 410, 41 CFR 114-60 Personal 

Property Management Regulations 

b. 41 CFR 101, Federal Property Management Regulations 

c. 48 CFR 1-52.245, Federal Acquisition Regulations 

d. Supplement to DOI Department Manual, Part 505 

OMB Circular A-102, Attachment N 

OMB Circular A-101, Attachment N 

e. OSMRE Property Management Responsibilities chart dated 5-1-87. 

6. Effect on other Documents. None 

7. Effective Date. Upon Issuance 

8. Contact. Division of Management Services, Policy and Evaluation 

Branch (202) 343-5447, 
~'-105 

\~'>OV!Hd !) /f,b 

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I$$UOd B~: (Name oM Tn~) 

U"<'EO STAT£5 

OEP.O.fiT~ENT OF THE INTERIOR 

RECEIPT -FOR PROPERTY -

DESCRIPTION 

(INCLUDE SERIAL NUMBERS, MODEL. ETC I 

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11 Is und..,..lOOd tnat I am personally rospon.,blolcr o~o p<openy ll.,od noroon ond 11\at ~any of \M property Is loot. Sfclon. domagO<l or 

desnoyO<llhro"'lln my 01mplo or e<dlnary neg*""' ne~l•gont$ or gro•• nogl•gonett 1 cant>& Mid flnono•olly lloblo u- dotorm•ned by a 

Boord ol Su,..oy. 

R<>CO~>td By; (Nome and Title) S1qna<u~ ond Ooto. 

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NUMBER 

ITEM PROPERTY 

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UNIT~D ST~TES 

OE'.P~RTMENT OF THE'. INTE'.RIOR 

RECEIPT FOR PROPERTY 

DE'.SCRIPTION 

(INCLUDE'. SERIAL NUMBERS. MODEL. ETC.) 

DUPLICATE 

FOR INTERNAL USE 

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II I• understoa<l o~ot I om pe~nolly roopon01blo ror one property ''"ed ne-n OM lhot ol any of IM property '' '"'" stolon, oam~ or 

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U'<I~ED STATES 

DEPARTMENT OF THE INTERIOR 

BECEIPT FOR PROPERTY 

--~-

l:.ll"oSCRIPTIO!\ 

(INCLUDE SERIAL NUMBERS, MODEL. ETC.) 

Co 

DUPLICATE 

EMPLOYEE'S COPY 

' I UNIT I I 0UAN11TY I OF COST 

ISSUE I 

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II Is utlde<S\ood tnat 1 am personal~ rosponO<Dio lor tno property llotOd hllr<•on a.nc lhlll 11 any ol tho proporty I$ 1'"". $1olon. damage<~ or 

"""~ 1nrougn my 01mpla or ordonary neglo<:l or nogl1gonoa or gro .. nog\1genco I can oe nokl lonanc1al~ llal>lo as doto<monod t>)' o 

Boord ol Su ...... y. 

Aocow~ By- (Namo ond Hlo) 

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RETURN ORIGINAL TO EMPLOYEE UPON TURN-IN OF PROPERTY 

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