United States Department of Agriculture

Research, Education, and Economics

ARS CSREES ERS NASS

Bulletin

Title:	Removing Personal Property from the Beltsville Office Facility (BOF)

Number:	98-201

Date:	5/29/98	Effective: Remains in effect until further notification

Originating Office:	Procurement and Property Division, Procurement and Property Branch, AFM/ARS

Distribution:	All employees located in BOF

1.	Background

Departmental Regulations (DR 2500-1) require agencies to record and approve the removal of personal property from USDA facilities by completing form AD-873, Property Pass. This includes Government property, commercial property, and an employee's personal property if similar to government property. Also, agencies must designate individuals who are authorized to approve property passes. A list of these names and signatures are kept on file at each Security Guard Station (See Exhibit 1). This bulletin establishes the procedures for completing property passes when removing personal property from BOF.

2.	Procedures

Form AD-873

Effective June 1, 1998, employees are required to show form AD-873 before removing personal property from BOF. Employees must provide the following information to their division's property pass issuing officer: (See Exhibit 2 for sample of completed form AD-873)

Name of Pass Holder (pass holder is required to produce ID to security guard)

Description of Property (clear and concise, include serial number, manufacturer, etc.)

Reason for Removal (i.e., return to South Bldg., return to vendor, work-at-home, etc.)

Property Owner (i.e., name of agency/division, company, or employee)

Government Property Return Date (when applicable)

The property pass issuing officer ensures the information is correct, signs the pass, and distributes as follows:

White Copy (original).	Gives this copy to pass holder who must present it to the security guard when leaving the building.

Green Copy.	Forwards this copy to the Personal Property Group (PPG), Procurement and Property Branch, PPD, who is the REE property officer.

Yellow Copy.	Retains this copy for files and until property is returned.

Property Pass Memorandum

Employees who remove the same laptop computers or other equipment on a regular basis can request that their division's property pass issuing officer prepare a memorandum to Physical Security instead of completing form AD-873. This memorandum is valid for up to 1 year and can be renewed after it expires. (See Exhibit 3 for sample memorandum). Physical Security will keep a copy of the memorandum on file at the security guard station. However, the employee must also have a copy to show to the security guard when leaving the building. The security guard will verify the serial numbers and then the employee can remove the item from the building.

Same-Day Property Removal Log

Employees or outside individuals who bring in personal property when entering BOF can request that the security guard log in the item on the "same-day property log." When leaving the building, the security guard will verify the serial numbers and the individual may remove the property without having to complete form AD-873. However, this is only when you bring in property that you will remove the same day. This is helpful with commercial property from visiting vendors, etc.

3.	Updating Property Pass Issuing Authority List

Division directors must notify PPG, via E-mail or memorandum, to make changes to your property pass issuing authority list. When removing someone from the list you only need to specify their name. However, when adding an individual, please include the following information:

employee's full name

building number, room number, and telephone number

PPG will prepare the property pass issuing authority list and forward to the individual for signature and return. PPG will forward to Physical Security for distribution.

/s/

RICHARD G. IRWIN

Director

Procurement and Property Division

Exhibits

1	List of Designated Individuals Authorized to Approve Property Passes

2	Completed Form AD-873, Property Pass

3	Sample Property Pass Memorandum

EXHIBIT 1

LIST OF DESIGNATED INDIVIDUALS

AUTHORIZED TO APPROVE PROPERTY PASSES

(BOF) AS OF 6/1/98 **

AFM, Extramural Agreements Division

Perry, Deadra

Young, David L.

AFM, Facilities Division

Reilly, Edward

Roark, Terry

Welker, Louis S.

AFM, Financial Management Division

Aldrich, Stacy

Arnold, Marcellus

Potok, Charlie

AFM, Human Resources Division

Fleming, Clarice

Moorman, Twila

AFM, Information Technology Division

Anderson, Keith

Chab, Dave

Howell, Tom

Rich, Gary

Simpson, Linda

Webber, Kirk

Wilson, Greg

AFM, Property & Procurement Division

Carter, Jody

Irwin, Richard G.

Riordan, Anne

Administrator and Immediate Staffs

Cofske, Sharon

Domingo, Damilo

Herberger, Valerie

McGarvey, Patricia

Roberts, Jennifer

International Research Programs

Phelps, Heather

Shands, Henry

National Program Staff

Clevenger, Sandra

Cline, Janet

Elston, Brenda

Rieland, Scott

** This list is current as of 2/16/99. List is subject to change as individuals are added or removed. List is updated annually or when required by Physical Security.

EXHIBIT 2

SAMPLE OF COMPLETED FORM AD-873, PROPERTY PASS

EXHIBIT 3

SAMPLE PROPERTY PASS MEMORANDUM

June 5, 1998

SUBJECT:	Equipment Removal

TO:	Physical Security

Beltsville Office Facility (BOF)

FROM:	Robert L. Miller, Chief

Policy Branch

Human Resources Division

Ms. Sandra Jones will be removing the following items from the BOF on a regular basis. Please grant this request for one year from receipt of this memorandum.

Toshiba Printer - Serial No. 459JZK

Toshiba Laptop Computer - Serial No. AB486

Ms. Jones can be reached on 301-504-1234.

cc:

S. Jones, HRD