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SUBJECT Policy Governing the Utilization Screening of Excess Personal
Property Under the Control of the DoD

References: (a) DOD Instruction 4160.9, "Policy Governing the Utilization
Screening of Excess Personal Property Under the Control of
the DOD", 25 September 1958 (canceled herein).

(b) DOD Instruction 4160.4, "Preparations for Sale and Sales
of Surplus Personal Property, Including Foreign Excess"
(c) DOD Directive 4160.8, "Fair Value Formula and Condition Codes
Applicable to Excess and Exchange-Sale Type Personal Property
Within the DOD"

(d) DOD Instruction 4160.14, "Policy and Procedures Relating
to Donation of Surplus Personal Property to Designated
Activities of Special Interest to the Armed Services"
DOD Directive 4140.1, "Inventory Management Policies"

DOD Instruction 4140.3, "Management of Materiel in Long Supply" (8) DOD Instruction 4215.12, "Inventory of DOD-Owned Machine Tools and Other Production Equipment"

(h) DOD Directive 5154.14, "Establishment of the Armed Forces
Supply Support Center"

(1) DOD Directive 4140.13, "Policies for the Transfer of DOD
Supply System Inventories"

(1) DOD Directive 7420.1, "Regulations Governing Stock Fund
Operations"

(k) DOD Directive 7410.4, "Regulations Governing Industrial

Fund Operations"

(1) DOD Directive 7510.1, "Uniform Pricing Policy for Materials, Supplies and Equipment Financed by Military Appropriated Funds"

I. REISSUANCE AND CANCELLATION

II.

III.

This Instruction reissues reference (a), governing the reporting and screening of excess personal property under the control of the Department of Defense. Reference (a) and Report Exemption Symbol DD-S&L (EXR) 89 are hereby cancelled.

DEFINITIONS

A list of definitions of terms used in this Instruction is attached as
Enclosure 2 hereto.

APPLICABILITY

This Instruction is applicable to the Military Departments, world-wide; prescribes utilization screening requirements for excess personal property

under the control of DoD (including contractor inventory and production equipment in contractors' plants), and prescribes criteria for determining excess personal property which is subject to centralized screening.

N. POLICIES

A. Criteria for reporting excess personal property for centralized screening

1. All excess personal property designated as "Reportable Property" in accordance with reporting criteria in Schedule I, Enclosure 1, will be reported for utilization screening purposes. Excess personal property which does not meet reporting criteria contained in Schedule I, Enclosure 1, is designated as "nonreportable property" and is not required to be reported for utilization screening purposes prescribed by this Instruction.

2. All "Reportable Property" which meets both the minimum "Line Item Value" and the minimum "Reportable Condition" specified in Enclosure 1, except as otherwise prescribed in this Instruction, will be reported for utilization screening as follows:

&.

Items with a line-item value of $3,000, within the United States, Puerto Rico and the Virgin Islands, or more will be reported to the Armed Services Supply Support Center. Such items will be screened by the Center and then by the General Services Administration, in accordance with Schedule I, Enclosure 1.

b. Items with a line-item value below $3,000, within the United States, Puerto Rico and the Virgin Islands, will be reported directly to the GSA Regional Office in the geographic area where the property is located for GSA-DOD utilization screening with other military and federal civilian agencies within the region.

C.

Items which are in overseas areas outside the United States, Puerto Rico and the Virgin Islands, with a line-item value of $5,000 or more will be reported to the Center for DoD utilization screening only.

3. Reports listing excess personal property required to be reported for centralized screening by the Center or the GSA will be submitted on Standard Form 120 (SF 120), Report of Excess Personal Property, except as provided in 4. below.

4. Reports listing excess personal property having a line-item value of $3,000 or more, and for which screening is required within the DoD only, will be submitted to the Center on SF 120, or by such other methods as may be stipulated by the Center. Reports covering property located in overseas areas (outside the United States, Puerto Rico and the Virgin Islands) may be submitted to the Center

4160.9 Jan 11, 60

on SF 120s or by means and methods stipulated by the Center which
are readily adaptable to mechanized or electronic processing by
the Center.

5. Excess personal property which is nonreportable may be reported for centralized screening by a Military Department and will be screened provided the cognizant screening activity determines that the property has some reasonable prospect of utilization.

6. The Director of the Center is authorized to issue, by appropriate means, detailed instructions for the preparation, routing, correction and withdrawal of excess property reports. Such instructions will be consistent with excess property reporting requirements of GSA. Center instructions which are applicable to reports of property requiring only DOD screening will specify minimum requirements for information essential to effective centralized screening as determined by the Center. Reports covering excess personal property located in overseas areas will, whenever feasible, as determined by the Military Department concerned, be submitted to the appropriate Inventory Control Point in the United States and concurrently to the Center. When reports are submitted in this manner, adequate coordination will be effected between the Center and the Inventory Control Point to prevent the issuance of conflicting redistribution instructions.

B. Utilization Screening of Excess Personal Property which exceeds retention limit

Personal property which has been determined to exceed the authorized
retention limit as established by the owning Military Department
in accordance with references (e) and (f) will be promptly subjected
to utilization screening or disposal as appropriate, as prescribed
herein.

0. Authorized screening activities

1. The Military Departments will keep the Center and the GSA advised of the activities authorized to screen and acquire excess personal property. The Military Departments will specify the categories of property for which information is required. Authorized screening activities will review available assets information circularized for utilization screening in accordance with this Instruction to insure efficient management and maximum utilization of DOD assets for current and future requirements to the extent it is economically feasible to do so. Screening by manual, mechanized, or electronic means will be employed as appropriate.

2. Excess personal property circularizations by the Center among Federal civilian agencies will be restricted to the Department of

Health, Education and Welfare and other civilian agencies approved by GSA (except in overseas areas not serviced by GSA) and such circularizations to the GSA approved agencies will be limited to property which is not required to be reported to GSA.

D. Dissemination of excess property information

1. The Center will circularize Excess Listings to Inventory Control Points (as defined in reference (e)) and to other military activities and commands specifically authorized by the Military Departments to screen and acquire certain categories of excess personal property through the Center. The Military Departments will review the distribution of these Excess Lists by the Center at least annually, and authorize such changes thereto as may be considered necessary or desirable. Other means may also be used to circularize excessproperty information when considered appropriate by the Director of the Center. When means other than Excess Listings are used, such as direct communications with authorized screening activities, adequate screening will be accomplished in a manner consistent with the scope and intent of this Instruction.

2. The GSA will circularize or otherwise publicize excess property information reported in accordance with IV.A.2.b. simultaneously among Military and other Federal agencies primarily within the GSA region where the property is located. Such information will be furnished inventory control points and other military activities within the region authorized by each Military Department to screen and acquire property. Upon request of a Military Department, information concerning specific categories of items reported direct to GSA will be furnished by GSA to the cognizant ICP, regardless of location.

E. Reports of excess property to GSA

1. Reportable property will be reported to GSA as follows:

8.

Directly to appropriate GSA regional office in accordance with Section IV.A.2. Withdrawals will be submitted directly to GSA.

b. Upon completion of DoD screening by the Center in accordance with Section IV. A.2. Withdrawals will be submitted directly

C.

to the Center.

Directly to appropriate GSA regional office by Single Manager operating agencies (all reportable line items meeting the minimum dollar value and condition criteria) when determined to be DoD excess personal property. Withdrawals will be submitted directly to GSA.

F.

Deviation from screening procedures

4160.9 Jan 11, 60

1. The Director of the Center may authorize specific deviations from the screening provisions of DOD Directives and Instructions as necessary to accomplish emergency action with respect to screening excess personal property reported to the Center provided that as to property which is required to be reported to GSA, the concurrence of GSA is obtained.

2.

The Director of the Center may extend the Automatic Release Date
(under exceptional circumstances) on property reported to the
Center to resolve or eliminate any problems incident to the trans-
fer of excess personal property or to permit further screening to
exhaust all potential. for utilization of specific property.

3. Copies of deviation authorizations issued in accordance with 1. above will be furnished by the Director of the Center to the Assistant Secretary of Defense (Supply and Logistics).

4.

The GSA Regional Offices may extend the Automatic Release Date
(under exceptional circumstances) on property reported directly
to GSA for simultaneous screening (line items under $3,000) in
order to resolve or eliminate any problems incident to the trans-
fer of excess personal property or to permit further screening to
exhaust all potential for utilization of specific property.

5. A copy of each notice extending the automatic release date issued by the Center or GSA will be furnished the reporting activity and its respective Military Service Headquarters.

G. Special Reports and data

1. The Center will prepare and submit such special reports relating to excess personal property as may be directed by separate action by the Assistant Secretary of Defense (Supply and Logistics) or prepare and submit special reports requested by the various Military Services within the purview of DOD policies and procedures.

2.

3.

The Center will obtain from the Military Services, the GSA, other
Government agencies, and from other sources, statistics that relate
to screening, utilization, or other disposition of DOD property
for the preparation of reports as may be required by the ASD (S&L).

The Director of the Center will compile appropriate data in order
that:

8. The efficacy of the DOD policies contained herein may be
properly evaluated.

b.

The desirability of continuing or revising the policy may be

determined.

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