1. Federal Surplus Property Screening
June 2018

2. What We Will Cover What Governs the Program Services Charges
Where to Find Property
On-line Search Methods
On-site Search Methods

3. Each State and US Territory has a State Agency for Surplus Property
Each State and US Territory has a State Agency for Surplus Property. SASPs facilitate the transfer of federal surplus property Eligible Recipients Include
Public Agencies (state and local government)
School Systems
Colleges and Universities
Police, Sheriff, Fire Departments
Service Educational Activities (SEA)
Girl and Boy Scouts
American Red Cross
And Others
Small Business Administration (SBA) 8(a) contractor firms
Non-Profits
Elder Care
Food Bank
Healthcare
Homeless Services
Services to the Impoverished
Museums
Educational Organizations
Joint Apprentice Programs
Sheltered Workshops
Designated Veteran’s Services Organizations

4. Your organization is referred to as a “Donee”
Property is allocated with “conditional title.” Restrictions / conditions must be met before title transfers
Conditions include
That funds are available to pay all costs & charges of the donation
That property is used only in the official program for which it was acquired
That property is used for specified period

5. SASPs are non-appropriated. Service charges fund the program
Federal SASP for $0 SASP Donee as a Donation with a Service Charge (Utilization requirements apply)
All donees pay a service charge for federal property, set by the SASP and based on
Original acquisition cost
Fair market value
Condition and location
Set on a case by case basis
Service charges are not negotiable and not taxed

6. Property Screening
The process of searching for federal property either on line or onsite.

7. Know before you screen
The vast majority of the property is used. Sometimes well used
Repairs may be required at the recipient’s expense
Nomenclature can be generic

8. On-Line Property Screening
The SASPs and eligible donees may
View property on-line at GSAXcess.gov
Perform onsite inspection

9. Property is located worldwide
Examples of Civilian Agency Property
TSA
Environmental Protection Agency
US Bankruptcy Court
Federal DOD Property (DLA Locations)
Military Bases
Overseas Locations
Asia/Japan/Pacific
Caribbean
Europe
Panama/South America
Check with your state’s SASP to know if additional shipping charges apply

10. On-Line Screening GSAXcess.gov
General Service Administration (GSA) web-based inventory system
Federal agencies and SASPs can screen and request
Donees have “view only” access
Contact your State SASP to request a User ID and Password

11. On-Line Screening cont.
Property is available to federal and state entities during the same 21 day window
Property can be requested anytime during a posting
Federal requests take priority and are immediate
State requests allocate when screening period ends
Property is allocated to a SASP on the business day after screening ends
SASPs request, GSA allocates

12. Let’s Search Contact your State SASP to request a User ID and Password
1. Sign in:
GSAXcess.gov
(or type this address into your browser address bar)
2. Click
3. Enter Your
User ID and Password

13. Search Methods
All Items by Category Logging-in takes you to the Worldwide search page. Drill down by category and location. Basic Search Options The Basic Search option allows a search by state & displays items by description. Advance Search The Advanced Search option allows searches by a combination of user selected details.

14. All Items – By Category (The first screen that displays after log-in)
For example select:
Construction Equipment

15. All Construction Equipment, listed by state, will return Options for viewing
Number of items available:
117 items nationwide
Items with photos:
61 items with photos
Click the state name to see all Items in that state
Click the hyperlinked number (next to the state name) to see items with photos

16. Search Results List of Items (Displaying all Construction Equipment in California)
Requested Quantity indicates competing requests
Click Item Control Number to display Property Data Sheet
Surplus Release Date is the last day to request property

17. Property Data Sheet
Hint: In GSAXcess use the program “Back” button to navigate, not the browser back button.

18. Competing Requests
This information can be seen while the record is active
Once allocations are complete the item record drops off of GSAXcess
View requests and see status
Who made the request
State or federal?
Does it matter
Status

19. Basic Search Options
Select from the basic search options dropdown list (from the home page)

20. Basic Search Options cont.
Example: Select - All Items by State
Items available Items with photos
(1,434/85)

21. Basic Search Options cont.
Click the State to see items by category (within the state)
Category
Select a category to view item list
Item Control Number
Click the Item Control Number hyperlink to view the Property Data Sheet

22. Advanced Search Option
Refine your search by criteria you select.
Advance Search Button

23. Advanced Search Options cont.
Try several naming conventions, i.e. Lowboy or Low Boy
One Primary. Several (or no) Secondary Criteria
Search by Class Code
Search by military installation
Search by state

24. Advance Search Results
Returns trucks in Georgia & Alabama
Drill down to the property data sheet from here

25. Acquire More Information about an Item
Google search the National Stock Number Perform physical screening Contact the Property Custodian

26. Is there anything I can’t request?
Exchange Sale or “reimbursable” property is not available for donation. Contact your SASP for more information.

27. Reimbursable Property cont.
Property Data Sheet Additional Information

28. On Line Screening Summary
GSAXcess is the system of record for available federal surplus property
Property can be searched by preformatted Basic Search Options
Category
State
New/Unused items
Closing date, etc.
Use the Advanced Search option for a more specific search
For additional item information
Google stock number
Contact Property Custodian
Onsite Screening

29. Onsite Screening
To arrange on-site screening contact the SASP office. The surplus office will make the arrangements.
To request a visit: Supply names of all visitors exactly as appears on the driver’s licenses.
For onsite access:
Government ID
Vehicle Registration
Proof of insurance

30. Before going forward here’s an important note from the glossary:
Item Control Number: Is a unique number assigned to a specific piece of property (or group of property) listed in GSAXcess. DTID: Document Turn In Document number. A unique number assigned to a piece of property (or group of property) received for disposal on a military installation. It will appear on the tag affixed to the property. ** The DTID assigned by the military installation is always used as the Item Control Number in GSAXcess.

31. Onsite Screening cont. How do I find items when screening onsite?
Civilian
Check with the Property Custodian
Military Installations
You may inspect property within the storage area (escorted and by appt only)
Property tags with the Item Control Number (DTID) are affixed to the property

32. Why isn’t all DLA property listed in GSAXcess?
The property may not be within the 21 day cycle available to the SASPs
Still available for federal entities only (prior to SASP cycle)
Allocated and waiting for pick up
Identified for public sale (no federal or state requests during the cycle)
Not sure? Provide the Item Control Number (DTID) to the SASP, or ask the DLA staff while you are on site.

33. Onsite Screening Summary
Site visits must be arranged in advance
Names as they appear on Government ID
Specific documents are required for entry to military installations
Government ID / License
Insurance
Registration
Not all stored military property is available
Item Control Number and DTID are synonymous
Not sure if it’s available? Ask

34. Information needed to make a request
DTID (Item Control Number)
Item Name
Contact your State SASP
DTID number from the item tag when on site screening
(Hint: Take a picture of the DTID tag) or
“Item Control Number” from GSAXcess

35. The “Screening Ends” date is the last day to request
The “Screening Ends” date is the last day to request. After screening ends items drop off of GSAXcess & can not be requested.
Will be allocated to a requestor
Move forward to public sale

36. Recap Screening Methods Provide the SASP with the Item Control Number
GSAXcess.com
Onsite Screening
Provide the SASP with the Item Control Number
Route request through your designated “property selector”
Request before the Screening Ends date
SASP requests property from GSA
SASP will notify you when property allocates
Not all requested items are allocated

37. Shipping
Service charges are generally low enough to make shipping a feasible option.
Overseas Shipping
Rail
Freight Forwarding
FedEx / UPS
If you don’t already handle your own shipping, contact your SASP for help.

38. National Association of State Agencies for Surplus Property
NASASP.org
NASASP works to improve the distribution of federal property and to increase communication between its member states and the legislature NASASP is comprised of representative agencies from each state and US Territory Become an Associate Member

39. Submit a question to NASASP Contact your state’s SASP

40. Glossary
1. Acquisition Cost - The original cost of the item when procured by the federal government.
2. Allocation - The legal transfer of federal property to a State Agency for Surplus Property (SASP).
3. DLA Defense Logistics Agency - America’s combat logistics support agency. Part of their responsibility is to dispose of the military’s surplus assets.
4. DOD - The Department of Defense
5. Donation - The legal transfer of federal property from a State Agency for Surplus Property (SASP) to a qualified program participant.
6. Donee - Any qualified entity that receives federal surplus property through a State Agency for Surplus Property (SASP).
7. DTID - Disposal Turn In Document. A unique number assigned to a piece of property (or group of property) received for disposal on a military installation. It will appear on the tag affixed to the property.

41. Glossary cont.
8. FSC - Federal Supply Class. Designates groups of similar property. Comprises the first four digits of the National stock number.
9. GSA - The General Services Administration. The federal civilian agency that administers the fair and equitable allocation of federal surplus property to state and federal agencies.
10. GSAXcess - The system of record for all federal surplus property.
11. Item Control Number - A unique number assigned to a specific piece of property (or group of property) listed in GSAXcess.
12. Letter of Authorization to Remove Property - A document authorizing the pick up of allocated property by a qualified donee or their designee.
13. National Stock Number - The 13 digit code which contain sub-groups that identify the Federal Supply Groups (FSG) , Federal Supply Classes (FSC) , NATO Country Code, National Item Identification Number NIIN) and the serial number of a product.

42. Glossary cont.
14. Property Custodian - An authorized representative with the responsibility of managing property for an organization or organizational subunit.
15. Property Data Sheet - The screen within GSAXcess that shows the most detailed information about a specific piece of property.
16. Property Selector - A person with designated authority from their organization to request federal surplus property and obligate funds for that property.
17. Reimbursable - As used within GSAXcess, property designated as reimbursable can not be transferred through the SASP.
18. SASP - State Agency for Surplus Property
19. Screening - The process of searching for federal property on line or onsite.
20. Screening Ends date - The last date an item can be requested through GSAXcess.
21. Service Charge - The fee assessed by a SASP for the transfer of property.

43. Glossary cont.
22. Surplus Release Date (SRD) - The date on which Federal utilization screening of excess personal property has been completed, and the property is available for donation through the SASP. Same as “screening ends date.”
23. Utilization - Reviews, performed by the SASP, to ensure that donees are using surplus property during the period of restriction for the purposes for which it was donated.