College of Agriculture & Natural Resources
AGNR Research

Federal Excess Personal Property Program

The Federal Excess Personal Property (FEPP) Program at the College of Agriculture and Natural Resources

What is the Federal Excess Personal Property (FEPP) Program?

The "Federal Excess Personal Property (FEPP) Program" is a program is designed to re-utilize all types of items purchased by federal entities. Via congressional legislation, all federal agencies and military bases disposing of unneeded items must first make them available for "reutilization". Many commonly perceive the property received as a donation to research and extension programs. In contrast, all items from the program are actually transferred to -- and on-loan from --the US Department of Agriculture (USDA). None of the equipment or supplies received are owned by the University or College of Agriculture and Natural Resources (AGNR).

Also, contrary to popular perception are the concepts of "surplus" versus "excess" property. The Excess Personal Property Program serves only federal agencies and programs. Items received from the program remain within federal ownership. The Surplus Property Program is separate and provides state agencies with supplies and equipment only after they are no longer needed within the federal realm. In summary,items within the excess property cycle are still owned by the government and usually higher quality. Items termed "surplus" have been through federal excess screening and are no longer needed.

How is AGNR eligible to participate?

To help promote and support the college's participation in the missionof the Cooperative State Research,Education, and Extension Service (CSREES), AGNR is authorized to locate and acquire federal excess property. Many other land-grant institutions across the nation also participate in the program. Items acquired are used to support approved research and extension projects and programs within AGNR only. These items can include equipment and supplies for the Agricultural Experiment Station, researchlab equipment, office equipment/supplies for research and extension offices, items for 4H programs and camps, etc.

Organization of the FEPP at AGNR:

The Federal Excess Personal Property (FEPP) Program Accountable Property Officer(APO) is responsible for AGNR's participation within the program. The University and the APO are held accountable to USDA for all matters relating to the program. Title for all items acquired for use within AGNR is transferred to USDA and the FEPP APO has a designated user or custodian assigned to each item. The items are "on-loan" to AGNR for the duration of theirexistence and/or needs. Neither the AGNR nor the University own any items acquired and utilized from the FEPP. The FEPP APO coordinates all screening, acquisitions, and issues of property; monitors and enforces proper use of the items; and reports inventory to USDA on a regular basis. The APO also requests disposal action on items nolonger utilized and resolves discrepancies involving acquired property on behalf of AGNR. Property acquired and the accountability dimensions of the Program are subject to federal guidelines and review at all times. AGNR can utilize the items for an indefinite period of time as long as they are used responsibly and continue to promote research and extension activities.

Requests for and allocation of property:

Research or extension components of AGNR can submit written requeststo the FEPP APO for needed items in approved projects and programs. The first request, and subsequent annual requests, must be submitted in the form of a FEPP wish list; any additional requests may be submitted to the APO via mail, FAX, or e-mail. When the requested items are held (at a Federal distribution center) and/or delivered to an AGNR location, the person requesting the property is contacted regarding transportation. There are no time-frames guaranteed for acquisition of items. Items are rarely available when requested since FEPP storage space is nonexistent at this time. Somerequests may be acquired in the near or distant future; some requestswill never be filled. A rule of thumb is that the more specialized a request is, the longer it may take to fill,if it is to be filled at all. Also, it's important to notethat there are selected items which are more readily available from the program than others. A report of prior yearacquisitions can be forwarded to interested parties upon request.

An important note:

The primary goal of the FEPP is to promote and supplement the OVERALL research and extension missions of AGNR. Any persons contemplating placing a request for property should first ask themselves if the item(s) neededfit the above criteria. Above all, the most important priority of the FEPP is to acquire and put into use items that present a direct cost-savings to the research and extension appropriations of the college. The acquisition of items whichprovide general enhancement or improvements is a secondary goal.

What are the responsibilities of users of FEPP?

Since the FEPP APO is responsible to USDA for proper coordination of the program, it's very important for users to understand that with this privilege comes responsibility. All users are requested to inventory items of substantial value on a regular basis, monitor items that are consumed (ex. office supplies) to insure they are used properly,and care for and maintain the items. Users should also report any problems or discrepancies and report items no longer needed to the FEPP APO for disposal or transfer to another AGNR unit ASAP. For any items that are missing,unaccounted for on inventory, stolen, etc. the end user and assigned person(s) will be asked to assume responsibility for discrepancies. Although the items are physically in use within college programs, its important to appreciate they hold the same accountability aspect as a computer in the Pentagon, a truck used in the Department of Energy, or any items elsewhere in federal environments.

Inventory and disposal of items:

With USDA holding title to all the items acquired through this Program, proper records and accountability procedures at the College level are of considerable importance. Allrecipients are required to sign a "Statement of Responsibility" form before any excess property is issued to them or their research and/or extension programs. An "audit trail" is maintained by the APO for all property regardless of value and items in use are inventoried on a regular basis. It would be a good idea for users to maintain their own records or files on items issued to them to assist in inventory procedures. Users and responsible persons should also insure items are being used properly according to regulations. When items are no longer needed by a department,office, or unit, the original recipient must notify the FEPP APO so the item may be transferred or disposed of in accordance with USDA guidelines. Regardless of its real or "perceived" value, the property may not be thrown away, transferred to another sector of AGNR, transferred to local or civic groups, or transported to Terrapin Trader for any reason. Transfer within the college to other AGNR research or extension units is permissible as long as the FEPP APO is contacted before the transfer takes place.

Transportation, Delivery, Storage:

The FEPP APO has extremely limited resources for transportation, delivery,and storage of the items acquired through this Program. Depending on time constraints, small items (which can fit in a pickup truck) can sometimes be transported from local federal distribution centers to the AGNR Clarksville Facility by Robert Davis, AGNR's part time screener. Ultimately, receivers of this excess property must providetheir own transportation, whether it is from a local (within a 300 mile RT radius) distribution area or another research/extension unit on or off-campus.

Do's and Don'ts for users:

DO regard participation in the program as a privilege. Responsible actions on the part of users help insure continued participation in the program.
DO maintain proper care of the items and insure they are used correctly.
DO understand and appreciate that acquiring items presenting a direct cost-savings to AGNR is the first priority of the FEPP - enhancements and improvements not necessarily affecting the college are a secondary goal.
DO be sure to maintain good records on the property and contact the FEPP APO regarding any requests for disposal or transfers.
DO understand and appreciate the accountability dimension of the FEPP. Property receivers and users areasked to assume responsibility for proper use and any discrepancies regarding the property. Users must be able to account for items issued to their programs or activities.

DON'T dispose of any federal property other than through the FEPP APO specific instructions; regardless of real or perceived value. This is Federal property!
DON'T use the items for anything other than approved agriculture research or extension projects and programs. Any use outside these realms violates federal guidelines governing the program and jeopardizes our continuance in the FEPP.

Carol Hill
Secretary, Users and Screeners Association - Federal Excess Personal Property & FEPP Program APO, AGNR University of Maryland
11975-A Homewood Road
Ellicott City, MD 21042

Phone: 301-596-9330
Fax: 410-531-2397

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