9 CRR-NY 298.3NY-CRR

OFFICIAL COMPILATION OF CODES, RULES AND REGULATIONS OF THE STATE OF NEW YORK
TITLE 9. EXECUTIVE DEPARTMENT
SUBTITLE G. OFFICE OF GENERAL SERVICES
CHAPTER III. DIVISION OF CENTRAL OPERATIONS
SUBCHAPTER D. BUREAU OF FEDERAL PROPERTY ASSISTANCE
PART 298. FEDERAL SURPLUS PROPERTY
9 CRR-NY 298.3
9 CRR-NY 298.3
298.3 Inventory control and accounting systems.
(a) Inventory Control.
The Bureau of Federal Property Assistance system consists of an on-line computer system to process, track and report on the process of acquiring Federal surplus property and distributing it to New York State donees. The program does not have a warehouse but operates on a direct distribution basis to the donees.
(1) Receipt. All property that is received by an approved SF123 is catalogued into an online system. The original government acquisition cost value is assigned to all items received. Also, the system identifies all passenger vehicles, any single item having an acquisition cost of $5,000 or more, and items subject to special restrictions such as special demilitarized items and items for cannibalization.
(2) Distribution. Distribution of property is made only to recognized authorized donee representatives whose signatures are on file with the SASP. All items issued are listed on a pickup notice (CS403) bearing the terms and conditions of donation and are receipted for by the authorized representative of the donee. All items distributed are identified by a respective SF123 identification and item number. These records establish a chain of custody and distribution trail from receipt to final disposition of that said item and facilitates internal control.
(3) Report. At the end of every quarter a report is submitted to GSA (3040 Report) showing total acquisition cost of items received for the period and the total items distributed within that time period and to what type of organization. The system keeps track of when the donee receives the item and if special "terms and conditions" or compliance windows apply to that item.
(b) Accounting System.
(1) The fiscal accounting of the SASP is performed in conjunction with the Office of Financial Administration of the State Office of General Services, in accordance with the New York State Education Law and associated rules and regulations.
(2) The property accounting and inventory system employed by the SASP provides and maintains all the records and accounts required for a full accounting of all property requested, received, issued and disposed of, income, expenses and monthly financial status including:
(i) Register of property applied for and received.
(ii) All distribution documents.
(iii) Monthly invoice statements.
(iv) Accounts receivable reports.
(v) Monthly register and report of distribution.
9 CRR-NY 298.3
Current through March 31, 2021
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