When items are no longer needed by an agency, they are determined to be excess in accordance with Federal Management Regulation 102-36 and are reported to GSA for possible transfer to other federal agencies.

Government regulations mandate that federal agencies, to the fullest extent practicable, use excess personal property as the first source of supply in meeting agency requirements. Excess personal property is any personal property that is no longer required by the holding agency for the discharge of its responsibilities. Each year, hundreds of millions of taxpayer dollars are saved by managers who acquire excess property instead of purchasing new property.

Transfers between federal agencies are normally made without charge for the property itself. For transfers to project grantees, however, the sponsoring federal agency must pay the U.S. Treasury 25% of the original acquisition cost of the property unless the project grantees are specifically exempt by law. Care, handling, and transportation are paid by the receiving agency.

Federal agencies may determine what property is available for transfer in a variety of ways. 

• Federal employees can gain access to GSAXcess®; to search for available property by registering online at the login page, http://www.gsaxcess.gov. Once registered, an email will be received containing access information to 'Search Only' GSA's worldwide inventory of excess and surplus property.  
• Federal recipients wanting access codes to acquire excess property can either process a request through their National Utilization Officer (NUO) or contact their local GSA Area Property Officer (APO), as appropriate. If assistance is needed in finding a point of contact call GSAXcess® Help Desk at (866) 333-7472.
• DOD recipients wanting access codes to acquire excess property request for access must come from their Accountable Property Officer, DOD Contracting Officer, or USP&FO, as appropriate.  If assistance is needed contact the GSAXcess® Help Desk at (866) 333-7472.
• For Agencies that want to update their NUO listing, or require assistance with GSAXcess®, should email the Access Coordinator at gsaxcess@gsa.gov or write directly to: Access Coordinator, General Services Administration, Federal Supply Service, 1901 S. Bell Street, Room 804, Arlington, VA 20406-0003, or phone: (703) 305-7781, Fax (703) 305-7728.
• GSA Area Property Officers (APOs) are field representatives with responsibility for assisting with screening and acquiring excess property and assisting in the donation and sales processes. For assistance, contact an Area Property Officers (APOs) in the appropriate geographic location.
• Contact the appropriate GSA Personal Property Management Office for information on available excess property; or submit requirements by telephone, letter, electronic message to the Personal Property Management Office.

Direct Transfers
Excess property can be transferred directly between federal agencies without prior GSA approval provided the total acquisition cost of the excess property does not exceed $10,000 per line item. In this situation, an SF122, Transfer Order - Excess Personal Property, must be completed for the direct transfer and signed by an authorized official of the receiving agency. A copy of the signed SF122 must be provided to the appropriate GSA office within 10 workdays from the date of the transaction.

Excess personal property exceeding the $10,000 per line item limitation may also be obtained provided that the appropriate GSA Personal Property Management Office is first contacted for verbal approval of a prearranged transfer. An SF122 must be prepared annotating the name of the GSA approving official and the date of the verbal approval. A copy of the completed SF122 must be provided to GSA within 10 workdays from the date of transaction.

Agencies conducting direct transfers are subject to the requirement to pay reimbursement for the excess personal property under a direct transfer when any of the conditions in Federal Management Regulation, Section, apply.

Excess personal property may also be obtained directly from another federal agency without GSA approval when that federal agency has separate statutory authority to dispose of such excess personal property and the agency is an eligible recipient.

Reporting Excess Property
Excess property is reported to GSA using either the GSAXcess® electronically or manually preparing an SF120, Report of Excess Personal Property, and submitting it to the Personal Property Management Office responsible for the geographic area in which the property is physically located. All excess property is to be reported to GSA for utilization and donation screening.

Excess contractor inventory is contractor-acquired or government-furnished property to which the government has title, is in the possession of or available to a contractor or subcontractor, and exceeds the amounts needed to complete full performance of the contract.

Acquiring Excess Personal Property
The following organizations are eligible to obtain excess property:

• Federal agencies, including wholly-owned government corporations
• Cost-reimbursable government contractors
• Federal cooperatives and project grantees
• District of Columbia municipal government
• Architect of the Capitol, U.S. Congress
• Federal judicial agencies
• Mixed-ownership corporations as defined in the Government Corporation Act
• Certain nonfederal agencies eligible to use GSA sources of supply