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PERSONAL PROPERTY MANAGEMENT
INSTRUCTIONAL HANDBOOK
USCIS HANDBOOK 119-002-04
This handbook implements USCIS MD 119-002, “Personal Property Management.”
Effective July 22, 2015
ii USCIS IHB 119-002-04
Table of Contents
Table of Revisions .................................................................................................................................. iv
Chapter 1: General ............................................................................................................................ 6 I. Purpose ................................................................................................................................. 6
II. Applicability ......................................................................................................................... 6 III. Authorities ........................................................................................................................... 6 IV. Requests for Clarification and Deviation of Authority ................................................... 6 V. Accountable Personal Property ......................................................................................... 7 VI. Property Management Software System of Record ......................................................... 7
VII. General Instructions for Completing Forms Contained in this Handbook ................... 8
Chapter 2: Property Management Roles and Responsibilities ...................................................... 9 I. Accountable Property Officer ............................................................................................ 9
II. Property Custodian ........................................................................................................... 10 III. Inventory Clerk ................................................................................................................. 11 IV. Property User .................................................................................................................... 12
Chapter 3: Managing Personal Property ...................................................................................... 13 I. Organization of USCIS Property Records ...................................................................... 13
II. Property Book .................................................................................................................... 13 III. Clerk Book ......................................................................................................................... 14 IV. Documentation Requirements .......................................................................................... 14
V. Acquisition ......................................................................................................................... 15 VI. Ongoing Activities ............................................................................................................. 16
VII. Transfers ............................................................................................................................ 17 VIII. Disposition .......................................................................................................................... 17
IX. Issuing Property to Users ................................................................................................. 18 X. Lost, Damaged and Destroyed Equipment ..................................................................... 20
Chapter 4: OSI Sensitive Property ................................................................................................ 21 I. Introduction ....................................................................................................................... 21 II. References .......................................................................................................................... 21
III. Roles and Responsibilities ................................................................................................ 21 IV. Access ................................................................................................................................. 24 V. Requisition and Shipment ................................................................................................ 25
VI. Storage ................................................................................................................................ 28 VII. Destruction of OSI Sensitive Property ............................................................................ 32 VIII. Loss or Theft of OSI Sensitive Property ......................................................................... 34
Chapter 5: Government Furnished Equipment ............................................................................ 36 I. Procedures ......................................................................................................................... 36
II. Contractor Managed GFE ............................................................................................... 36 III. Government Managed GFE ............................................................................................. 37
Chapter 6: Physical Inventory ........................................................................................................ 38 I. Physical Inventory Objective ........................................................................................... 38
II. Scope of Physical Inventory ............................................................................................. 38 III. Annual Inventory .............................................................................................................. 38 IV. Out of Cycle Physical Inventories .................................................................................... 39 V. Conduct of Physical Inventory ......................................................................................... 39 VI. Recording Inventory Results ............................................................................................ 40
iii USCIS IHB 119-002-04
VII. Inventory Completion and Certification ......................................................................... 41
Chapter 7: Training ......................................................................................................................... 42 I. Delivery .............................................................................................................................. 42 II. Methods of Training ......................................................................................................... 42 III. Topics of Training ............................................................................................................. 42
Chapter 8: Excess and Disposals .................................................................................................... 43 I. General Requirements ...................................................................................................... 43
II. Procedures ......................................................................................................................... 44
Definitions .......................................................................................................................................... 47
APPENDICES ....................................................................................................................................... 53
Appendix A: Sunflower Asset Management System (SAMS) Rules of Behavior and User
Access Request .......................................................................................................................... 54 Appendix B: Property Management Authorization Letter ......................................................... 57
Appendix C: Acceptance of Property Book (PC) or Hand Receipt (IC) .................................... 59 Appendix D: USCIS Form G-504, “Report of Property Shipped/Received” ............................. 60 Appendix E: Sunflower-generated User Receipt .......................................................................... 61 Appendix F: USCIS OSI Sensitive Property Review Guide ........................................................ 62
Appendix G: USCIS Form G-1143, “Request for Sensitive Property” ...................................... 76 Appendix I: Certification of Existence and Serviceability of Personal Property Memo .......... 78
Appendix J: GSA Standard Form SF-122 Transfer Order for Excess Personal Property ...... 79 Appendix K: GSA Standard Form SF-120 Report of Excess Personal Property...................... 80
iv USCIS IHB 119-002-04
Table of Revisions
No. Date Reference (for example,
page, table, figure,
paragraph)
A=Addition
M=Modification
D=Deleted Revision Description
1 03/09/2011 Original revision
2
11/10/2011 Chapter 7; Chapter 8;
Appendices M, D
Modified Chapter 7 to incl. relevant Appendices
Deleted Chapter 8
Deleted Appendices J & J.1
3 01/10/2013 Chapter 6 A Chapter 6: Added new chapter
4
TBD Chapters 1, 2, 3, 4, 5, 8, 9,
Appendices A, M, D
Principle rewrite of Handbook, excepting the following
chapters, which remain intact from Version 3:
Chapter 4, OSI Sensitive Property
Chapter 6, Physical Inventory
5
v USCIS IHB 119-002-04
Introduction
U.S. Citizenship and Immigration Services (USCIS) has established a personal property management
program to account for and maintain its personal property. Personal property is any property, except
real property, of the federal government. USCIS Management Directive (MD) 119-002, Personal
Property Management, effective date December 15, 2010, is the governing USCIS policy in this area.
This USCIS Personal Property Instructional Handbook implements USCIS MD 119-002 and is the
authoritative reference for the USCIS Personal Property Management program. The Property
Management Officer, as delegated by the USCIS Director, sets forth procedural guidance for all
USCIS Accountable Property Officers, Property Custodians, other property management stakeholders,
and USCIS employees for the proper accountability and management of USCIS personal property.
The following mission statements guide the USCIS’ Personal Property Management Program:
Develop and administer a personal property management program compliant with all federal
laws and regulations and Department of Homeland Security (DHS) directives.
Establish an organizational hierarchy within USCIS for personal property management,
including identify Accountable Property Officers (APOs), define their respective roles and
responsibilities, and provide an understanding of associated tasks and procedures related to
these roles and responsibilities.
Administer a central and auditable personal property management system as the official record
of accountable personal property.
Provide guidance for conducting physical inventories of USCIS accountable personal property
and for reconciling inventory discrepancies.
Establish a Board of Survey process to investigate incidents of lost, damaged, or destroyed
personal property.
Provide an efficient program for the timely disposition of USCIS personal property declared in
excess of needs.
Promote the reutilization of excess personal property in lieu of new procurement and prevent
the unnecessary expenditure of USCIS funds.
Maintain records of personal property throughout the asset’s lifecycle, from acquisition to
disposition.
Both federal and DHS-issued policies and regulations provide guidance on personal property
management. General Services Administration and Federal Management Regulations also issue policy
on federal personal property management. The DHS Undersecretary of Management has issued
several directives that regulate personal property for the Department. Refer to USCIS MD 119-002 for
relevant policies and regulations which serve as a basis for the guidance in this Handbook.
6 USCIS IHB 119-002-04
Chapter 1: General
I. Purpose
This handbook provides guidance on the management and accountability of personal property owned
or controlled by USCIS. The procedures within this handbook cover the entire personal property
lifecycle from property acquisition, receipt and use, physical inventory and validation, to its disposition
by transfer or disposal, or by accounting for it as lost, damaged or destroyed. Specific procedures are
provided for the preparation and maintenance of property records and reports and for the performance
of physical inventory.
II. Applicability
This Handbook applies to all USCIS organizational elements. Supported organizational elements
include USCIS Directorates, Program Offices, and field offices.
III. Authorities
USCIS MD 119-002, “Personal Property Management,” effective date December 15, 2010.
DHS Directive 119-03, “Personal Property Asset Management Program,” effective date June 21, 2012.
DHS Manual 119-03-001-01, “Personal Property Asset Management Program Manual,” effective date
September 26, 2013.
IV. Requests for Clarification and Deviation of Authority
Requests for clarification of information in this Handbook are to be directed to Management
Directorate, Office of Administration, Logistics Management Division, Asset Management Branch
Chief. Contact information can be found on the Asset Management page on USCIS Connect. Any
request that cannot be answered will be submitted by the Chief, Asset Management Branch to higher
levels for resolution.
Deviations from procedures contained in this Handbook will be made only with prior approval of the
Management Directorate, Office of Administration, Logistics Management Division Chief. Requests
for a deviation from accounting procedures must be in writing and should explain the need for a
deviation, the length of the proposed deviation, how the proposed deviation will assist the office
accomplishing its mission, and how the proposed deviation will benefit the agency. Requests for
clarification and deviation must be submitted by the office APO, through appropriate channels, to the
Chief, Asset Management Branch.
Feedback, corrections and recommendations for additions or changes to this Handbook are encouraged
and should be submitted to the Chief, Asset Management Branch.
7 USCIS IHB 119-002-04
V. Accountable Personal Property
Accountable personal property is defined as any item leased or owned by USCIS, meeting any one or
more of the following criteria:
Information technology equipment with persistent (non-volatile) memory or storage, including
authorized USB flash drives, memory cards and other portable storage devices;
Office of Security and Integrity (OSI) Sensitive Property, to include secure stamps, security
ink and impression seals used to carry out the agency’s mission of administering citizenship
benefits (see Chapter 4, OSI Sensitive Property, for more detail);
Credentials and badges;
Vehicles;
Items considered pilferable, easily convertible to personal use or with a ready market value; or
Any other item with an acquisition value of $5,000 or more.
All property items meeting one or more of these criteria must be tracked from receipt through
disposition.
Non-accountable, administratively controlled property items are not to be tracked in the Sunflower
Asset Management System and are not subject to physical inventory requirements. Offices are
responsible for accounting for such items and the method of tracking is at the discretion of the APO.
VI. Property Management Software System of Record
The USCIS personal property asset management software system of record is the Sunflower Asset
Management System (SAMS). SAMS is the only software system authorized by USCIS to record
personal property. SAMS is a web-based system and is available via the DHS computer network.
Computers accessing SAMS may require Java or other software to be installed. Software problems
should be reported to USCIS Asset Management.
A. Access to SAMS is limited to those individuals with a valid property management requirement as
part of their position. Individuals are granted read/write access only to those areas required for the
performance of their duties. All SAMS users must receive written authorization to use the system
by their program’s APO. Authorization may be submitted to Asset Management in hard copy or
soft copy. SAMS user access documentation is maintained and destroyed according to the
principles of the Federal Records Act and the regulations and records schedule approved by the
National Archives and Records Administration (NARA). The prescribed period or retention is 6
years after the termination of a user’s account in accordance with NARA General Records
Schedule 24, Part 6.
B. Requests for access to SAMS should be submitted to the appropriate Asset Management Support
Representative for your office and must include a completed Sunflower Asset Management System
(SAMS) Rules of Behavior and User Access Request, signed by the requesting user and APO,
respectively. If you do not know who your Asset Management Support Representative is, contact
the Chief, Asset Management.
C. SAMS users are encouraged to make suggestions regarding processes and functional capabilities of
SAMS. Recommendations and comments should be submitted to the Chief, Asset Management
8 USCIS IHB 119-002-04
Branch. Suggestions should be as specific as possible and include the anticipated impact or cost
savings of the change.
Use of other software systems, including but not limited to GSAXcess and Service Request
Management (SRM), may be required to manage USCIS personal property through the complete
property lifecycle.
VII. General Instructions for Completing Forms Contained in this Handbook
Specific details on how to use, complete and distribute forms referenced in this Handbook are
generally found in the text accompanying or describing the form. General rules are provided below.
Follow these instructions unless another action is specified.
A. Spaces not requiring entries may be left blank. Normally, negative numbers, zero and “N/A”
entries are not required.
B. Entries on forms must be clearly printed or typed except personal signatures and initials. Blue or
black ink must be used unless a pencil entry is specified. Repetitive information may be entered
using a rubber stamp, except for signatures and initials.
C. Signatures must be complete, that is, first and last name. Signing on behalf of another person is not
permitted.
9 USCIS IHB 119-002-04
Chapter 2: Property Management Roles and Responsibilities
I. Accountable Property Officer
The Accountable Property Officer (APO) is the senior operational director in each office to include
Headquarters Program Office Heads, Associate Directors, Directors of Service Centers, Districts,
Field Offices, National Benefits Center, and the National Records Center. The Associate Director of
the Enterprise Services Directorate is responsible for all “stand-alone” Application Support Centers.
The APO is responsible for the accountability and control of personal property, including fleet assets,
located within all facilities under their control regardless of what program purchased the asset. The
APO may not delegate his or her duties to other staff.
A. Role and Purpose
Responsible for safeguarding agency property.
Ensures accountable property is managed in accordance with this Handbook.
B. Duties
Authorizes the property management program annually, in writing. See Section C below.
Appoints a Property Custodian and other property management staff as applicable, in writing.
When determining the size of property staff, the APO should consider the following:
a. Facility size and layout, and the number of employees;
b. Number of property items at the office;
c. Day to day property management requirements of the office, including receiving and
disposal of property.
Authorizes property staff access to SAMS, in writing.
Reviews, approves and signs Reports of Survey and determines if further investigation is
warranted in accordance with Board of Survey requirements.
Authorizes annual inventory certification results.
Authorizes requests for property disposal.
C. Annual Authorization
The APO is required to submit an annual property management Authorization Letter to the
appropriate Asset Management Support Representative by November 1 and within 30 days of
changes to property staff. This Authorization Letter must:
a. Identify property staff and clearly defines property management roles and responsibilities.
At a minimum the property staff must include one Property Custodian (PC). The APO may
also appoint Alternate PCs and Inventory Clerks (ICs) to assist in managing personal
property;
b. Identify specific areas of responsibility for those assigned to assist the PC, such as property
types (that is, information technology (IT) assets or sensitive property) or physical locations
(that is, office suite or building floor);
c. Declare the office’s scheduled inventory completion date. Refer to Appendix B for a
sample standard Authorization Letter.
d. Be signed by the APO.
10 USCIS IHB 119-002-04
2. PCs must be government employees. Contractors cannot be PCs.
D. Local Policy Development
The APO must develop and implement local policies, procedures and internal controls for
managing accountable property to reduce risk of loss, damage or destruction.
The APO ensures local policies are compliant with USCIS property management policies and
procedures.
E. Personal Property Administration
The APO is responsible for the proper use, maintenance and protection of personal property
issued to his or her office.
APOs ensure that property staff are properly trained and instructed regarding their
responsibilities for the proper use, maintenance, disposal and protection of government-owned
and controlled personal property.
II. Property Custodian
The PC is the senior property manager for the designated USCIS office and is directly responsible for
all property items issued to the office. The PC is appointed in writing by the APO (see Appendix B for
a sample Authorization Letter). The PC designation may or may not correspond to an individual’s
official job title. While there may be more than one Alternate PC to assist the PC, there may only be
one primary PC. The PC must be a government employee; contractors are not permitted to serve as
PCs.
A. Role and Purpose
Manages personal property on behalf of the APO.
Ensures all policies and procedures relevant to personal property are enforced.
May be a full-time or collateral duty, depending upon the size and activities of the office.
May be supported by Inventory Clerks, who manage property in an assigned sub-area of the
office.
The PC manages the Property Book on behalf of the APO. See Chapter 3 for additional
information.
B. Duties
Maintains the Property Book for the office:
a. Documents local policy addressing all major property management requirements;
b. Ensures property records are accurate;
c. Ensures User Receipts are issued, signed and up to date; and
d. Maintains documentation on all property management transactions, to include receipts,
transfers, lifecycle events and terminations in accordance with document retention
requirements as defined in Chapter 3, Section IV.
Is the receiving point for all new personal property within his or her office.
Creates new asset records for accountable personal property received or for property items
found on site.
11 USCIS IHB 119-002-04
Accepts and/or processes inbound/outbound personal property transfers.
Initiates Reports of Survey on all lost, damaged or destroyed property in accordance with
USCIS Management Directive 144-001, Board of Survey, and USCIS Form G-1177, Report of
Survey.
Identifies excess property and processes it in accordance with excess disposal guidance in this
handbook (see Chapter 8, Disposition by Reutilization).
Terminates property records from accountability in SAMS.
Determines the office’s physical inventory schedules and coordinates physical inventory
activities.
Upon completion of either an annual or out-of-cycle inventory, signs a letter of acceptance for
the Property Book. A sample letter of acceptance template can be found in Appendix C.
Coordinates property management activities of the Inventory Clerks (as applicable).
Coordinates with the APO to ensure all property staff are properly instructed and trained.
III. Inventory Clerk
The Inventory Clerk (IC) is a secondary property management role, responsible for operational
management of property within a specific section of the office. The IC supports and assists the PC in
maintaining local accountability of personal property. The IC is appointed in writing by the APO (see
Appendix B for a sample Authorization Letter). An IC may be a government or contract employee.
A. Role and Purpose
Manages a specific section of property in a given office on behalf of the PC.
Supports the PC and assists the PC in executing the office’s local policies.
Enables the PC to handle larger property management challenges. Larger offices can decrease
the average property management burden by adding additional ICs.
B. Duties
Signs a letter of acceptance of his or her Hand Receipt list of property. A sample letter of
acceptance template can be found in Appendix C.
Implements the local property management policies for property and personnel in his or her
area.
Receives property from the PC and issues it to users in his or her area.
Collects and verifies signed User Receipts, Certificates of Existence or other documentation
from property users as directed by the PC or local policy.
Transfers excess or unneeded property items to the PC.
Updates lifecycle events and supporting documentation on property records in his or her area.
Promptly reports property losses, damage or destruction to the PC and coordinates with the PC
on submission of Reports of Survey.
Carries out activities related to physical inventory for his or her area.
The IC cannot create or terminate property records in the system.
12 USCIS IHB 119-002-04
IV. Property User
A property user is any agency employee or contractor that has been issued personal property for the
purpose of performing his or her duties in support of the agency mission, and/or is assigned
responsibility for overseeing and maintaining accountability of common/community use or shared
equipment.
Duties:
Ensures agency property under his or her control is used for official purposes only.
Is responsible for tracking and caretaking of personal property while in their possession.
Must sign a User Receipt acknowledging issuance of personal property from the PC or IC.
Must report lost, damaged or destroyed property to the PC, IC or his or her supervisor
immediately upon discovery, and may be required to provide statement in writing as to the
circumstances of the loss.
Must permit designated property personnel periodic access to assigned property for inventory
and verification purposes, including but not limited to barcode scans and user-signed
Certificates of Existence.
13 USCIS IHB 119-002-04
Chapter 3: Managing Personal Property
I. Organization of USCIS Property Records
A. Property Hierarchy: Records in the property management system are assigned to accountable
organizations, each representing an agency office. Each organization has a designated APO who is
responsible for the safekeeping and accountability of personal property assigned to them. Property
records may only be created, updated or terminated by authorized PCs.
B. SAMS: Accountable organizations in SAMS are represented by Steward Codes. A Master
Steward Code represents the accountable organization itself, while Clerk Steward Codes represent
the functional, logical or geographic units of the parent organization. PCs and ICs manage the
accountable organization’s property within these Master and Clerk Steward Codes.
II. Property Book
The PC must maintain a physical property book of documentation pertaining to property management
activities. The Property Book is divided into seven sections:
A. Personal Property Management Directive, Instructional Handbook and local policies established
by the APO: This section includes printed copies of MD 119-002, Personal Property Management,
as well as printed copies of this Instructional Handbook and local policies established by the APO
in writing.
B. Authorization Letters, Current Physical Inventory Certification Memo(s), Acceptance of Property
Book and Training Documentation: This section includes letters of appointment for all property
staff signed by the APO; Rules of Behavior and User Access Requests for all SAMS users;
physical inventory certification memoranda for all inventories conducted within the past year;
Letters of Acceptance, signed by the PC acknowledging responsibility for the property and
documentation on all property management-related training conducted or attended by property
staff. See Appendix C for a Letter of Acceptance template.
C. Property Listing, Hand Receipts, User Receipts and Equipment Control Classifications (ECC)
Inventory Verification Documentation: This section includes a listing of all property items for
which the PC is directly responsible. This section also includes copies of Hand Receipts for all
ICs, as applicable. Hand Receipts must be accompanied by Letters of Acceptance signed by the
IC. User Receipts, are also included in this section, if not covered by a Clerk Book (see below).
This section also includes inventory documentation required to comply with periodic inventory
verifications of personal property in accordance with DHS ECC requirements.
D. Procurement Documentation: This section includes copies of procurement documentation for all
items acquired by the office.
E. Lifecycle Documentation: This section includes copies of lifecycle documentation for all items.
Examples of lifecycle documentation include G-504 transfer documents, memoranda and
correspondence related to property actions.
14 USCIS IHB 119-002-04
F. Lost, Stolen, Damaged or Destroyed Property Documentation: This section includes copies of all
lost, stolen, damaged or destroyed property documentation for all items placed on Reports of
Survey.
G. Disposition Documentation: This section includes copies of disposition documentation for all
items disposed of by the office.
The Property Book includes all documentation for the current fiscal year. At the beginning of the next
fiscal year, the Property Book is recreated. The previous year’s documentation is then moved to a hard
copy archive. Hard copy archives must be maintained for three years and six months in accordance
with documentation requirements outlined in section IV below. The Property Book is required to be
reviewed by the APO with the PC a minimum of one time per fiscal year.
III. Clerk Book
Each Inventory Clerk, as applicable, will maintain a physical book of documentation pertaining to the
IC’s work area(s) or Clerk Steward Code(s). The Clerk Book is divided into two sections:
A. Hand Receipt: This section consists of Hand Receipt(s) for the IC’s work area(s) or Steward
Code(s). These Hand Receipts must be accompanied by Letters of Acceptance signed by the IC.
B. User Receipts: This section consists of User Receipts for all property items issued to property
users in the IC’s work area(s) or Steward Code(s). Property users must sign their User Receipts.
Similar to the Property Book, the Clerk Book should be reconstituted each fiscal year with previous
years’ archives maintained in accordance with documentation requirements in section V below. If the
office does not manage property with the use of Inventory Clerks, the Clerk Book is not required.
IV. Documentation Requirements
A. Maintenance: PCs and ICs must maintain files of supporting documentation for all actions
affecting the lifecycle of an asset (that is, acquisition, transfer, disposition and other significant
events).
B. Uploaded to Property System: Lifecycle documentation must be uploaded into SAMS, where it
will remain recorded with the asset record.
C. Duration: Hard copy supporting documentation should be maintained in accordance with NARA
General Records Schedules as follows:
Procurement records: NARA General Records Schedule 3;
Disposal records: NARA General Records Schedule 4; and
Other lifecycle documents, including transfers, user receipts, maintenance and warranty
events: NARA General Records Schedule 16.
See sections V, VII and VIII below for detail on documenting specific property management activities.
15 USCIS IHB 119-002-04
V. Acquisition
Acquisition is the act of procuring, purchasing or otherwise obtaining personal property. There are six
principal types of acquisitions:
1. Master Delivery Order (MDO) – relates to contract purchases of IT equipment and are
purchased off the MDO catalog.
2. Standard contract purchases – These are items procured through the standard USCIS
contracting process. These purchases may relate to IT equipment or non-IT equipment.
3. Purchase card (P-card) acquisitions – These are items purchased with a USCIS P-card.
4. External transfers into USCIS from other agencies or other entities – These are items
previously acquired by another government entity and being transferred to USCIS, typically as
reutilized personal property.
5. Non-purchases – These are items physically possessed by USCIS, but not currently accounted
for, typically because they were acquired and not entered into the property system (found
property) or were recorded as disposed of but were later found on premises (recovered
property).
6. Manufactured, created or produced items – These are items that were manufactured internally
by USCIS and not acquired from external sources, typically agency credentials.
For guidance on acquisition types not listed here, contact your Asset Management Support
Representative.
A. Establishing Accountability: Property accountability is established by the first government entity
receiving the property. The PC is the designated receiving point for the office. All shipments
should be addressed to and received by the PC.
B. Affix Barcode Label: All personal property items must be identified by a property control
number (PCN) and be affixed to the item as a barcode label.
Barcode labels are procured and managed by HQ Asset Management. New information
technology equipment acquisitions may come from the vendor with USCIS PCN barcodes
already affixed, if required by the contract. PCs will request barcode labels for all other assets
from HQ Asset Management.
The barcode label should be placed in a visible position on the front, top, or side of the item,
whichever affords the best visibility and easiest access for inventory.
If an item is too small for obvious placement of a barcode label, awkwardly shaped or placed
into service such that a barcode label is difficult or impossible to affix, contact Asset
Management for guidance.
Barcode labels are not required for OSI Sensitive Property items identified by impression,
serial number or badge number. Ink pads saturated with USCIS security ink require barcode
labels.
Vehicle control numbers are assigned in accordance with the USCIS Fleet Management
Handbook.
C. New Property Record: The PC that takes initial receipt of accountable personal property is
responsible for establishing the asset record in the property system. All acquired accountable
personal property must be entered into SAMS within seven business days of receipt.
16 USCIS IHB 119-002-04
D. Procurement Documentation: The PC retains hard copy documentation of the receipt in the
Property Book and uploads a copy to the asset record in SAMS.
1. For all purchases of information technology equipment from the USCIS MDO contract, refer to
Asset Management Standard Operating Procedure (SOP) “Documenting IT Acquisitions” for
steps required to obtain acquisition costs and necessary documentation.
2. Items procured through the standard USCIS contract process may be IT or non-IT equipment.
a. For contract purchases of IT equipment, refer to Asset Management SOP “Documenting IT
Acquisitions” for steps required to obtain acquisition costs and necessary documentation.
b. For contract purchases of non-IT equipment, specific documentation of the procurement
must be recorded, including actual acquisition date and costs, and the acquiring office.
Examples of acceptable documentation, in order of preference, include but are not limited
to:
i. Itemized invoice;
ii. Authorized purchase order;
iii. G-514 Requisition obligating funds; and
iv. Other receipt or procurement documentation.
3. For items purchased with a USCIS purchase card (P-card), two documents are required:
a. Signed DHS Form 1501 Purchase Card Transaction Worksheet; and
b. Receipt or invoice documenting the purchase.
4. For external transfers into USCIS from other agencies or government entities, appropriate
custody transfer documentation, countersigned by the gaining and losing parties and including
the description, serial number and acquisition cost of the item. Note: While USCIS uses the
Form G-504 Report of Property Shipped/Received, other government entities may use different
documentation or forms which are acceptable as long as they meet the stated requirements.
5. For non-purchases, a memo or other documentation describing the circumstances of the
discovery. This memo must include the item description, serial number and the acquisition cost
of the item, and must be signed by the APO. If the item does not have an established
acquisition cost, the memo or documentation must address the means by which the item’s value
was determined.
6. For manufactured, created or produced items, the production log or other form documenting
date of manufacture and listing items by serial number is required.
For guidance on documenting acquisition types not listed above, contact your Asset Management
Support Representative.
E. Property Issuance: Once a property record is completed, the PC can issue the property to the IC,
work area or individual as applicable. See section IX below for procedures on issuing property to
users.
VI. Ongoing Activities
Ongoing activities are the use, movement, maintenance or inventory of an existing item, including
changes in user, location, work area, condition or other relevant characteristic. These activities must
be documented in the property system within five business days.
17 USCIS IHB 119-002-04
VII. Transfers
Property transfers are exchanges of existing property items between offices. The office losing the item
must initiate the transfer, and the gaining office must accept the transfer for the transaction to be
complete.
A. Coordination: The PC coordinates all inbound and outbound transfers for his or her office. ICs
may facilitate transfers, but all transfers must be closed by the PC or an Alternate PC. All personal
property transfers must be between program Master Stewards. Property should not be transferred
directly out of or directly into a Clerk Steward.
B. Outbound Transfers: The losing PC:
Creates a G-504 Report of Property Shipped/Received for the item(s) to be transferred.
Creates a transfer request to the new office in SAMS.
Initiates the physical transfer of property from his or her office to the gaining office.
Alerts the gaining PC to the pending transfer, and submits the G-504 to the gaining PC for
completion and signature.
The losing PC is responsible for transferred property until the gaining office acknowledges receipt
and returns the countersigned G-504. The losing PC should contact his or her Asset Management
Support Representative if the gaining PC does not acknowledge the receipt in a reasonable amount
of time.
C. Inbound Transfers: The gaining PC:
Receives and takes physical custody of transferred property from the losing office.
Verifies and completes the G-504 Report of Property Shipped/Received, validates accuracy of
the property record in SAMS, to include make, model and serial number, asset value and
returns a signed copy of the G-504 to the losing PC.
Closes the transfer request in the property system.
Uploads the completed G-504 (along with any other transfer documentation) to the asset record
in SAMS.
The gaining PC then issues the property to the appropriate IC, work area or individual, as
applicable, with required updates in SAMS, to include Hand Receipts and User Receipts. See
section IX below for procedures on issuing property to users.
D. Documentation: All transfers should include signed supporting documentation, attached to the
record in the property system and retained in the Property Book, or Clerk Book as applicable. The
gaining PC is responsible for uploading the completed G-504 to the asset record in SAMS. The
G-504 Report of Property Shipped/Received is the agency standard form for property transfers,
though other supporting documentation countersigned by the gaining and losing programs may
supplement or replace the G-504. See Appendix D for a sample Form G-504.
VIII. Disposition
Disposition is the termination of government accountability of an item in accordance with all
governing laws, regulations, policies and reutilization screening periods.
18 USCIS IHB 119-002-04
A. Responsibility: The PC is responsible for recording property dispositions.
B. Methods: The list of eligible property disposition methods is maintained by DHS Headquarters
and administered by USCIS Asset Management. The list of eligible disposition methods is
routinely updated through Asset Management broadcast and/or training materials and may be
obtained from USCIS Asset Management.
C. Documentation: Property disposals must be documented in SAMS within three business days of
final disposition. Disposal documentation must include the proper signed disposition form or
document transferring custody or asserting termination of accountability. Documentation of all
property disposals is attached to the disposition event in the property system and retained in the
Property Book. Examples of valid disposal documentation include, but are not limited to, SF-122
(Transfer Order for Excess Property), G-504 (Report of Property Shipped/Received) and the Asset
Management disposal memo.
IX. Issuing Property to Users
All property items must be assigned to an individual user in the property system. Any property items
not assigned to an end user are the responsibility of the PC. All property users must sign a User
Receipt, acknowledging issue of property. The SAMS “DHS Personal Property Custody/Hand Receipt
Report” is the only acceptable permanent User Receipt. See Appendix E for a sample DHS Personal
Property Custody/Hand Receipt Report.
A. Required User Receipt Updates
As part of annual physical inventory.
New property has been issued to the user.
The user has turned property in to the PC or IC.
Temporary use of property by a user not assigned to the office.
B. Procedure
The PC or IC issues the property to the user and updates the asset record with the user’s name
and physical location.
The PC or IC generates a User Receipt in SAMS for all items issued to that user and presents it
to the user for signature.
Once signed, the PC or IC issues a copy of the User Receipt to the property user and maintains
the original in the Property Book, or Clerk Book, as applicable. Previous User Receipts may be
destroyed.
Property users refusing to sign a User Receipt will be reported to the APO.
C. Common Personal Property: Items not issued to a specific user are considered common personal
property. By default the PC or IC is assigned as the user. Examples of common personal property
include the following:
Items in common or shared areas, such as printers, faxes and copiers;
Newly received or stored property that has not been issued to a specific user;
19 USCIS IHB 119-002-04
Shared or inactive property, such as equipment shared by shift workers or that may be in
unoccupied offices; and
Property being held as excess, or for disposition or transfer.
Management may designate an individual to sign a User Receipt for accountable property items
installed or stored in common-use areas. Assigned individuals will verify the accountability of
assigned items periodically as indicated by local policy.
This individual is not expected to exert personal or physical control of common personal
property at all times. Performing recurring checks and immediately reporting any loss or
damage to the PC, IC and/or area supervisor is the primary responsibility of this requirement.
This individual would generally not be held personally responsible for damage to or loss of a
common personal property item unless they had negligently failed to perform their duties
concerning the property.
D. Termination of Employment with USCIS
Upon termination of employment, the employee or contractor must surrender all personal
property to the PC.
The PC prints a final User Receipt report for the property user and validates all issued items
have been returned. Any items that are not recovered should be noted by the PC on the final
User Receipt with the following statement underneath the barcode: “Item not turned in.” This
statement must be initialed by both the PC and property user. The PC then obtains a statement
from the property user as to the circumstances of the loss. The item is subsequently placed by
the PC onto Report of Survey in accordance with USCIS MD 144-001, Board of Survey.
Any items in the user’s possession not recorded on the current User Receipt must be
documented in the property system and a new User Receipt generated.
When a property user is terminated and immediately removed from a government- or
contractor- controlled facility, and the PC is unable to obtain a valid signature from the user,
the PC will obtain a signature from the federal supervisor or Contracting Officer’s
Representative (COR), noting this exception on the final User Receipt.
On the signature page of the final User Receipt, the PC adds the following statement:
“[Property user name here] has turned in and accounted for all personal property in
accordance with USCIS IHB 119-002, Personal Property Management.” The PC and property
user then sign the final User Receipt. The PC retains the original, issues a copy to the property
user and attaches a copy to required exit clearance forms.
E. Deceased Property User: The supervisor of a deceased employee must ensure prompt return of
issued personal property.
Using the last signed User Receipt as documentation of property issued, the PC and supervisor
validate returned property items.
Any items that are not recovered should be noted by the PC on the User Receipt with the
following statement underneath the barcode: “Item not turned in.” This statement must be
initialed by both the PC and supervisor. The PC then obtains a statement from the supervisor
as to the circumstances of the loss. The item is subsequently placed by the PC onto Report of
Survey in accordance with USCIS MD 144-001, Board of Survey.
On the signature page of the User Receipt, the PC adds the following statement: “[Property
user name here] is deceased and all property items listed here have been returned and
20 USCIS IHB 119-002-04
accounted for.” The PC and supervisor then sign the User Receipt. The PC retains the original,
issues a copy to the supervisor and attaches a copy to required exit clearance forms.
X. Lost, Damaged and Destroyed Equipment
All lost, damaged and destroyed equipment must be placed onto USCIS Form G-1177, Report of
Survey, and adjudicated in accordance with USCIS MD 144-001, Board of Survey.
21 USCIS IHB 119-002-04
Chapter 4: OSI Sensitive Property
I. Introduction
This chapter addresses special handling and property management requirements for Office of Security
and Integrity (OSI) Sensitive Property. OSI Sensitive Property is defined as the special class of
accountable property items used to carry out the USCIS mission of administering citizenship benefits
that if lost, stolen, misused or otherwise compromised, could be used to fraudulently validate
immigration and/or travel documents and provide the user with an unauthorized immigration status or
benefit. OSI Sensitive Property includes special formula ink, inkpads, secure decision stamps and
impression/dry seals. In addition to the special handling and property management requirements
presented in this chapter, all OSI Sensitive Property items are also subject to basic requirements of
accountable property as outlined in Personal Property MD 119-002 and this Handbook.
Note: Coordinate any supplemental internal procedures for OSI Sensitive Property with OSI.
It is the responsibility of local management to prevent or minimize the risk of loss, theft, fraud,
counterfeiting and compromise by providing oversight on the receipt, storage, issuance and destruction
of OSI Sensitive Property. It is the responsibility of each individual, with access to and control of OSI
Sensitive Property, to afford it the appropriate degree of protection. OSI Sensitive Property is to be
used by USCIS employees and contractors only.
II. References
This section lists documents and forms USCIS personnel may use to properly handle OSI Sensitive
Property. This list is in addition to standard property accountability references and may govern
portions of this Handbook but does not provide a comprehensive list of all materials:
USCIS OSI Sensitive Property Review Guide (see Appendix F);
USCIS Form G-1143, OSI Request for Sensitive Property – Used to formally request OSI
Sensitive Property (see Appendix G); and
Significant Incident Report (SIR) – Used to report noteworthy incidents such as the loss or theft
of secure stamps, etc. (see the OSI Significant Incident Report on USCIS Connect).
III. Roles and Responsibilities
For employees with access to OSI Sensitive Property, Rating Officials must consider and evaluate the
employees’ effectiveness in adhering to this chapter at the conclusion of each performance cycle.
Supervisors and employees who are involved or performing duties described in this chapter, during the
performance cycle, will be held accountable for those responsibilities through the Technical
Proficiency competency. For questions relating to Performance Management, contact your USCIS
Performance Management POC or visit the USCIS Performance Management webpage for current
guidance, tip sheets, and additional resources.
22 USCIS IHB 119-002-04
The following list describes staff functions as they relate to the proper control of OSI Sensitive
Property:
A. Burlington Central Issue Point (BCIP) – The BCIP Coordinator processes approved requests for
seals, secure decision stamps and security ink. The BCIP records contact information, purchase
order information, physical locations, quantities, shipping dates and serial numbers of all shipped
OSI Sensitive Property.
B. Employees and Contractors
1. Know thoroughly and comply with all procedures as stated in this Handbook concerning the
protection and control of OSI Sensitive Property to which they have authorized access.
2. Account for and safeguard all OSI Sensitive Property for which they are responsible in
accordance with the requirements of this Handbook.
3. Use OSI Sensitive Property only for intended official purposes and in the prescribed manners.
C. Field Security Managers (FSMs) – Multidiscipline security specialists within the OSI Field
Security Division (FSD) who maintain the breadth and depth of security services necessary to
support USCIS operations. FSMs:
1. Ensure appropriate safeguards are in effect for protecting OSI Sensitive Property.
2. Monitor and advise Property Custodians on the performance of appropriate inventories as
required.
3. Ensure that a minimum of one announced and one unannounced review of the local OSI
Sensitive Property program are conducted during each fiscal year. Additional reviews may be
conducted as needed. An announced review may not serve as a substitute for the unannounced
review. Note: An “unannounced” review is a review that is conducted with limited or no
advance notice. FSMs should give no more than five calendar days advance notice to an
unannounced review.
a. Conduct all reviews each fiscal year by using the OSI Sensitive Property Review Guide
(Appendix F). Submit review results to the OSI Credentialing and Sensitive Property
Program at [email protected] through the Regional Security Chief, and
to USCIS senior officials on-site (for example, Office Directors).
b. Coordinate and conduct follow-up assessments within 30 days of the announced and
unannounced reviews and ensure corrective actions are completed or outstanding issues are
addressed, as needed.
4. Ensure, through the proper channels, the prompt reporting to the Command Center, via a
Significant Incident Report (SIR), of instances of suspected theft or loss of OSI Sensitive
Property (see section VIII Loss or Theft, below).
D. Field Support Center (FSC), Williston, Vermont – Establishes and maintains a central issue
point warehouse for processing requests and distributing and controlling the disposition of OSI
Sensitive Property.
E. Local Security Officers (LSOs) – USCIS Employees who provide specific security tasks and
functions within their local office or program. In coordination with the FSM, the LSO:
1. Ensures all employees with access to OSI Sensitive Property are trained on the proper
safeguarding of OSI Sensitive Property.
2. Ensures appropriate local safeguards are in effect for protecting OSI Sensitive Property.
23 USCIS IHB 119-002-04
3. Ensures local inventories are conducted as required.
4. Coordinates with local management and conducts announced and unannounced OSI Sensitive
Property reviews. Note: Someone other than the LSO must conduct the reviews if the LSO:
a. Is also responsible for bulk storage of OSI Sensitive Property; or
b. Serves or shares duties as a Property Custodian or Inventory Clerk.
In these instances, a local supervisory official may appoint a qualified reviewing official or
defer the review to the supporting FSM. In all instances, an unbiased party with no stake in the
outcome must conduct the reviews. Accordingly, Asset Management and OSI recommend
LSOs not be assigned other duties such as Bulk Storage Custodian or Property Custodian.
5. Assists the FSM in ensuring the prompt reporting to the Command Center, via a Significant
Incident Report (SIR), of instances of suspected theft or loss of OSI Sensitive Property (see
section VIII Loss or Theft, below).
F. OSI Credentialing and Sensitive Property Program Manager – Approves requests for OSI
Sensitive Property to be distributed from the BCIP.
G. Property Custodians (PCs)
1. Know and comply with the requirements of this Handbook;
2. Maintain the security and integrity of the OSI Sensitive Property for which they are
responsible;
3. Receive new OSI Sensitive Property items from the BCIP, or employee;
4. Report to the BCIP or OSI Credentialing and Sensitive Property Program for resolution of
discrepancies in shipment;
5. Ensure all OSI Sensitive Property is entered into SAMS and assigned to the proper user;
6. Maintain current records for OSI Sensitive Property within the assigned area;
7. Locate OSI Sensitive Property during inventories or when requested by Asset Management,
OSI or local management; and
8. Immediately report to their supervisor and FSM or LSO any instance of suspected theft or loss
of OSI Sensitive Property for which they or their coworkers are responsible (see section VIII
Loss or Theft, below).
H. Regional Security Chiefs (RSCs) – Supervisory multidiscipline security professionals within the
OSI FSD who provide leadership, direction, guidance and management of FSMs and other FSD
staff within their geographical region. The RSC also supports collaborative security duties of the
LSOs in partnership with local management throughout each USCIS region. RSCs:
1. Ensure distribution of and compliance with policies and procedures relating to OSI Sensitive
Property accountability and storage for all activities within their respective area of
responsibility; and
2. Conduct periodic reviews of the OSI Sensitive Property programs within their respective
regions to determine implementation of and compliance with safeguarding procedures.
I. USCIS Employees on Detail
1. Retain custody of assigned OSI Sensitive Property (except impression seals) required for
performance of detail-related responsibilities;
2. Retain USCIS secure stamps issued to them and, when necessary, carry and use them when on
detail or at physical locations other than their permanent duty stations. Use of serial-numbered
24 USCIS IHB 119-002-04
secure stamps must always correspond to the employee to which the property was issued,
regardless of location, until such time as the employee either leaves USCIS or transfers to other
positions for which they no longer require secure stamps; and
3. Use seals available at the duty location. Security ink and inkpads available at the duty station
should also be used, if possible.
J. USCIS HQ Office of Administration, Asset Management Branch – Establishes policies and
procedures for the accountability of all USCIS property, including OSI Sensitive Property.
K. USCIS HQ Office of Security and Integrity – Publishes guidance regarding the issuance,
physical safeguarding and destruction of OSI Sensitive Property, and investigates the suspected
loss and alleged misuse of OSI Sensitive Property.
L. USCIS Senior Leadership – Coordinates with the Chief, OSI, on development and execution of
security procedures to safeguard OSI Sensitive Property as developed and used by their programs,
and for advising OSI of any changes to the status of OSI Sensitive Property.
M. USCIS Senior Officials On-site (for example, Service Center Directors, Regional Directors,
District Directors, Field Office Directors, Asylum Office Directors, etc.)
1. Serve as the Accountable Property Office (APO) for their office. The APO is responsible for:
a. Managing and administering the OSI Sensitive Property program within their respective
office(s)s and ensuring resources are available to provide oversight at all subordinate levels;
b. Implementing OSI Sensitive Property accountability requirements in the office(s) for which
they are responsible, including inventory, accounting, issuance and use;
c. Ensuring Property Custodians follow procedures and adequate resources are available for
the storage and accountability of OSI Sensitive Property in accordance with this Handbook;
and
d. Ensuring all cases of lost or stolen OSI Sensitive Property are reviewed and reporting
procedures followed (see Section VIII, Loss or Theft, below).
2. Provide the OSI Credentialing and Sensitive Property Program with designated authorized
endorser and authorized requester positions for OSI Sensitive Property in accordance with
section V, Requisition and Shipment below.
3. Ensure the assignment of LSO responsibilities.
IV. Access
A. General – Only those employees who have satisfactorily undergone an appropriate background
investigation for their position and received sufficient training on their responsibilities will have
accountability and control of OSI Sensitive Property.
B. Property Custodians must be properly trained to be responsible for the issuance, handling,
storage, and disposal of OSI Sensitive Property.
C. USCIS Employees who, by virtue of their position description and official duties (for example,
Immigration Service Officers), use or handle OSI Sensitive Property must receive training on the
safeguarding and accountability aspects of OSI Sensitive Property on an annual basis.
25 USCIS IHB 119-002-04
D. Training Requirements – The FSM ensures that all employees with authorized access to OSI
Sensitive Property receive training regarding the safeguarding and accountability aspects of OSI
Sensitive Property, prior to the assumption of duties. In addition to initial training, annual refresher
training is required.
E. Procedures and Protocol – Employees responsible for OSI Sensitive Property must never leave
OSI Sensitive Property unsecured or unattended, and they must ensure that OSI Sensitive Property
is properly secured when not under their immediate control. The following procedures and
protocols apply to OSI Sensitive Property.
1. Only Property Custodians, or their designated alternates, responsible for supervision of the
storage location have access to storage supplies of OSI Sensitive Property. Note: Refer to
Section VI, Storage, for specific storage requirements.
2. The employee to whom the OSI Sensitive Property was issued must have sole access to the
item(s) unless under the direct control of supervisory personnel (that is, turned in to a
Supervisor each night for storage). Note: Refer to section VI, Storage, for specific storage
requirements.
3. At the discretion of the senior USCIS official, in order to satisfy operational requirements,
supervisors or Property Custodians may maintain a reasonable supply of security ink in a
central location accessible by and for the use of on-duty personnel. A reasonable supply is an
amount that is adequate and appropriate to sustain operations at a specific site. Security ink
must be stored in accordance with the storage requirements outlined in section VI of this
chapter, Storage. Supervisors or Property Custodians must check the security ink at least
quarterly for evidence of theft or misuse.
4. FSMs, LSOs, and inventory officials must have access to OSI Sensitive Property, under
observation of and in conjunction with the Property Custodian in order to conduct reviews and
inventories required by this Handbook.
5. Property Custodians, and other employees entrusted with OSI Sensitive Property, must take
necessary precautions to prevent unauthorized issuance, theft, or fraudulent use of the OSI
Sensitive Property under their control.
V. Requisition and Shipment
A. General –OSI is responsible for:
1. Determining anticipated requirements;
2. Monitoring inventory levels;
3. Requesting new items as needed; and
4. Monitoring item quality and vendor performance.
On an ongoing basis, OSI coordinates with the BCIP to determine when inventory levels are low
and new orders are required. The OSI Credentialing and Sensitive Property Program controls and
manages requests for OSI Sensitive Property. The USCIS Office of Contracting procures secure
stamps, security ink, and impression/dry seals. USCIS personnel must not use purchase cards or
other local procurement methods to obtain these items.
Note: Because inkpads do not become controlled OSI Sensitive Property until they are saturated
with USCIS security ink, offices may use purchase cards or other local procurement methods to
26 USCIS IHB 119-002-04
obtain inkpads. Offices may purchase any type and/or model of inkpad according to preference.
Procurement documentation for uninked pads must be retained and uploaded to SAMS at such time
as the pads are inked and become accountable.
B. Requisition – To request OSI Sensitive Property from the OSI Credentialing and Sensitive
Property Program, offices must e-mail or fax Form G-1143, OSI Request for Sensitive Property to:
Credentialing and Sensitive Property Program
Office of Security and Integrity
Fax: 202-233-2454
E-mail: [email protected].
Upon receipt of Form G-1143, OSI will forward approved requests to the BCIP for distribution.
1. Authorized requesters are employees serving either permanently or temporarily in a position
designated “Supervisory” (for example, Supervisory Immigration Services Officer) or other
such positions (for example, Chief).
2. Authorized endorsers are employees serving either permanently or temporarily in a position
with the title of Director, Deputy Director, Assistant Director; or the senior USCIS official on-
site or the deputy/assistant.
Note: If an office cannot meet these requirements, it must provide justification to the OSI
Credentialing and Sensitive Property Program at [email protected] to
request an exception.
3. Only requests signed by an authorized requester and endorsed by an authorized endorser (as
their position designates) will be honored. The senior USCIS official on-site must provide the
Credentialing and Sensitive Property Program, by memorandum, with the authorized requester
and authorized endorser positions for his or her particular site (see Appendix H for a sample
memorandum).
Note: Program offices must maintain a copy of the memorandum identifying designated
authorized requesters and authorized endorser positions for their sites until it is superseded or
obsolete in accordance with NARA General Records Schedule 1, 18A. Also, the Credentialing
and Sensitive Property Program maintains a record of currently authorized requesters and
authorized endorsers for all program offices that order OSI Sensitive Property.
4. By October 31 of each year, offices must provide an updated authorized requester and endorser
memorandum to the Credentialing and Sensitive Property Program whether or not there have
been any changes in requesters or endorsers at the office. When there is a change in authorized
requester or endorser, the office must immediately complete an updated memorandum. OSI
Sensitive Property will not be shipped to requesting offices until a current memorandum is on
file with OSI.
5. In all instances, each Form G-1143 requires two signatures (the authorized endorser and the
authorized requester). The authorized requester must complete Blocks 2 through 8, of Form G-
1143. The authorized endorser must verify and endorse the request on Form G-1143, in Blocks
9, 10, and 11, which include signature, printed name, position, title, and date. If employees
occupy a position designated as both an authorized requester and authorized endorser, they may
delegate authorized requester status to the next subordinate level. See Appendix G for a sample
Form G-1143.
6. If an authorized requester has not signed the request and an authorized endorser has not
endorsed the request, OSI will return the request unfilled.
27 USCIS IHB 119-002-04
7. OSI periodically verifies the validity of requests by one of the following means:
a. By telephoning the authorized endorser or requester.
b. By checking the name and position of the authorized endorser against a USCIS personnel
roster.
When an employee returns secure stamps, security ink, impression/dry seals, or inkpads that are
still serviceable, the Property Custodian may reissue them to another employee.
Note: In this instance, the SAMS record(s) for each item must show that one employee turned in
OSI Sensitive Property that was then reissued to another employee.
OSI Sensitive Property that is no longer serviceable must be destroyed by the BCIP in accordance
with section VII, Destruction of OSI Sensitive Property.
C. Shipment
1. From BCIP to USCIS Office – OSI Sensitive Property is shipped from the BCIP directly to
the Property Custodian of the requesting office. Shipments must include Form G-504, Report
of Property Shipped/Received, identifying:
a. Total quantity of items shipped;
b. Type(s) of items or item description;
c. Serial number (if applicable) of each item;
d. Total number of cartons in the shipment;
e. Unit price per item; and
f. Co-signer and Co-signee and their physical locations.
Upon receipt of all packages in the shipment, and completion of an inventory of the contents
against the Form G-504, the recipient must sign Form G-504 and return it to the sender within 5
business days following receipt. The recipient must make a copy of Form G-504 and retain it
in accordance with documentation retention requirements as outlines in Chapter 3, Section IV
above.
After the receipt of the first carton of a multiple carton shipment, if the remaining cartons are
not received within 10 business days, the recipient must contact OSI for confirmation of
shipment. If necessary, OSI will work in conjunction with the BCIP to initiate a tracer action
with the shipping agent. If a discrepancy exists, the recipient must follow the reporting
procedures indicated in Section VIII, Loss or Theft, of this handbook.
If the recipient notes any discrepancies between the actual items received and those listed on
the accompanying Form G-504, he or she must immediately bring the discrepancy to the
attention of the sender for reconciliation. The sender must report discrepancies that cannot be
reconciled in accordance with Section VIII, Loss or Theft, of this handbook.
2. From USCIS Office to USCIS Office – For shipments between USCIS offices, the procedures
are the same as indicated above.
3. Mailroom Procedures for Receipt of Bulk Shipments - Mailroom personnel may sign for the
shipment and immediately hand-receipt the shipment to the addressee, or the addressee may
28 USCIS IHB 119-002-04
receive the delivery directly by properly signing for the shipment. The addressee must
immediately notify the Property Custodian of receipt of bulk OSI Sensitive Property shipments.
Mailroom personnel must be mindful of receiving shipments from the BCIP as they may
contain OSI Sensitive Property. If mailroom personnel sign for the shipment, they must
immediately attempt to contact the addressee. If the addressee cannot be reached and overnight
storage is required, mailroom personnel must contact the LSO, FSM, Supervisory Immigration
Services Officer (SISO), or other designated personnel to determine adequate storage
arrangements. If a package is inadvertently opened, mailroom staff must follow the above
procedures for proper storage.
Note: Designated personnel must be designated in writing and must receive annual training on
the safeguarding of OSI Sensitive Property.
D. Shipment Methods – The following instructions specify shipment methods:
1. OSI Sensitive Property must be appropriately packaged and secured to prevent inadvertent
opening and provide evidence of tampering. The sender must make every effort to secure the
package with tape or sealant intended for this purpose.
2. Packages must have no exterior markings that identify the contents; however, packages must be
labeled with “To be opened by addressee only.”
3. Shipments of OSI Sensitive Property must be by one of the following methods:
a. U.S. Postal Service Registered Mail, return receipt requested;
b. DHS-approved commercial delivery service that provides electronic in-transit tracking from
point of pickup to final delivery and ensures package integrity during transit (that is, FedEx
or UPS shipping with confirmation and tracking number); or
c. Department of State Diplomatic Pouch or by UPS to overseas offices.
Note: A Service employee must send via UPS or hand-carry OSI Sensitive Property to
overseas offices that are collocated with an embassy or consulate but do not have access to
an APO/FPO system.
VI. Storage
A. OSI Sensitive Property Storage – Employees who have responsibility for control of OSI
Sensitive Property must never leave OSI Sensitive Property unsecured and unattended, and they
must ensure that OSI Sensitive Property is properly secured when not under their immediate
control. Guidelines for OSI Sensitive Property storage include the following criteria in order of
preference.
1. Sensitive Property Lockers (also known as Pistol Lockers)
a. Must be manufactured from metal, heavy 12-14-gauge steel, or a material of equivalent
strength or better.
b. Must be secured with a controlled locking device and have either a master-key (that is, all
lockers have different locks with one master key) or a spare key for each locker.
c. Must be mounted to the wall, floor, or desk/countertop and secured in an authorized
controlled location.
2. A General Services Administration (GSA)-approved security container having a built-in, three-
position, dial-type combination lock.
29 USCIS IHB 119-002-04
3. A non-GSA-approved security container having a built-in, three-position, dial-type
combination lock. A non-GSA-approved container is a security container that was previously
certified as GSA-approved but no longer has the GSA-approved label affixed to the face of the
container.
4. Metal filing cabinet with lock bar and high-security combination padlock (for example,
“Sargent & Greenleaf”).
Note: Classified materials must not be co-mingled with OSI Sensitive Property; however,
classified materials may be stored in the same GSA container as OSI Sensitive Property as long
as they are segregated in individual drawers with separate locks;
Note: When several employees have access to the same container, individual drawers in filing
cabinets must not be accessible from the drawer space above. As an alternative, a special-
access container can be used in accordance with the specifications below.
5. Special-access control container stored within a GSA-approved, non-GSA-approved container,
or metal filing cabinet specified above. The special-access control container must be of
substantial metal construction and equipped with one of the following:
a. A built-in, three-position combination lock;
b. A built-in, medium-security pin tumbler key-lock;
c. A medium-security hasp welded or riveted to the container and secured by a medium
security key-operated padlock; or
d. A high-security combination padlock (for example, “Sargent & Greenleaf”).
6. If the solutions stated in this section are not available or practical, then a metal key-lock
cabinet, metal locker secured with a key-lock, combination lock or padlock, or other lockable
enclosures such as a desk drawer may be used provided the keys are controlled in accordance
with the local Key Control Program. The cabinet or other lockable enclosure must have four
metal sides; “backless” containers (for example, a hanging cabinet with a back that is open to
the fabric cubicle wall to which the cabinet is mounted) do not provide adequate secure storage
for OSI Sensitive Property.
7. Under limited circumstances, when employees are traveling on-duty and on-call between
inspections and away from an authorized storage location, they may temporarily lock OSI
Sensitive Property in the trunk of a car. If there is no trunk, employees may place items in the
vehicle, out of view of passers-by, and lock the vehicle. Employees must consider this a weak
security measure; they may lock OSI Sensitive Property in a vehicle only as a last resort when
the risk of loss or theft by carrying the items exceeds the risk of locking them in a vehicle.
Employees must always practice sound Operations Security principles, and the vehicle must
show no visible signs that it may contain OSI Sensitive Property.
8. When traveling with OSI Sensitive Property by commercial transportation, the employee must
not place any OSI Sensitive Property in checked luggage. OSI Sensitive Property must
accompany the employee at all times in carry-on luggage until he or she can secure the items at
the new duty location.
Note: When an employee is transferring to a new duty location, it is a best practice for the
current Property Custodian to ship the OSI Sensitive Property to the Property Custodian at the
new duty location (See V, Requisition and Shipment).
9. If employees must travel overnight to remote locations and cannot comply with the storage
requirements as specified, they must maintain the items in their possession or store them in a
manner that prevents loss or theft (for example, hotel safe).
30 USCIS IHB 119-002-04
B. Accountability – Property Custodians must maintain OSI Sensitive Property accountability by
using SAMS in accordance with this Handbook. The sending and receiving offices must maintain
written forms or receipts providing a record of shipment, delivery, receipt, or other transfer of
possession of OSI Sensitive Property. Both the sending and receiving offices must use the
appropriate form from among the following.
1. Form G-1143, OSI Request for Sensitive Property
a. To request OSI Sensitive Property, the requester sends Form G-1143 to the Credentialing
and Sensitive Property Program, who maintains Form G-1143 for a minimum of 3 years
from the date of shipment in accordance with NARA General Records Schedule 3, 3A. See
Appendix G for a sample Form G-1143.
b. The requesting office must make a copy of each Form G-1143 prior to submission to OSI.
Requesting offices must maintain copies of Form G-1143 for a minimum of 3 years from
the date of issuance of each OSI Sensitive Property item annotated on Form G-1143 in
accordance with NARA General Records Schedule 3, 3A.
2. Form G-504, Report of Property Shipped/Received
a. To document shipment of OSI Sensitive Property, the sender forwards Form G-504 with
each shipment. The recipient completes the Form G-504 and returns it to the sender within
5 business days. The sender must maintain completed Forms G-504 in accordance with
documentation retention requirements as outlines in Chapter 3, Section IV above.
b. The recipient must make a copy of each completed Form G-504 prior to submission to the
sender. The recipient must maintain a copy of each Form G-504 in accordance with
documentation retention requirements as outlines in Chapter 3, Section IV above.
3. SAMS User Receipt – Used to record individually assigned secure stamps, impression/dry
seals, security ink, and inkpads saturated with security ink.
C. Inventory – A complete physical inventory of all OSI Sensitive Property and applicable requests
and requisitions must be conducted each fiscal year in accordance with this Handbook; in cases of
departure or change of the primary Property Custodian or alternate Property Custodian; and, when
loss, theft, abuse, or misuse of OSI Sensitive Property is suspected.
D. Record of Combinations – The FSM or LSO must maintain a written, secure record of the
combinations to all containers storing OSI Sensitive Property within their jurisdiction in case the
persons who have been given access lose or forget the combination.
Standard Form (SF) 700, Security Container Information, must be used to store combinations.
Property Custodians or LSOs must complete the form for security containers containing OSI
Sensitive Property. Part 1 of the SF700 must be completed (with the exception of the “Home
Address” and “Home Phone” fields, which are optional) and attached to the inside of the security
container. Combinations must be recorded in Part 2A of SF-700, which detaches from the form
and is designed to be placed inside Part 2 that doubles as an envelope.
When completed, Parts 2 and 2A provide a record of all required information and the combination
corresponding to a given container. The sealed envelopes must be stored in a security container
meeting stated specifications; however, the envelope must not be stored within the security
container to which the combination grants access. (See section VI, Storage, Part A, OSI Sensitive
Property Storage.)
31 USCIS IHB 119-002-04
The combination must be changed in the following circumstances:
1. When placed into use;
2. Whenever an individual knowing the combination no longer requires access to it, unless other
sufficient controls exist to prevent access to the lock;
3. When the combination has been subject to possible compromise;
4. When the container is taken out of service (built-in combination locks must then be reset to the
standard combination 50-25-50; combination padlocks must be reset to the standard
combination 10-20-30); and
5. Every 2 years, if none of the conditions described above have occurred.
E. Keys – The Property Custodian must:
1. Maintain a record (for example, logbook, electronic database) of the number of keys for each
lock.
2. Store extra keys in the same manner as the combinations for the security containers. (See
section VI, Storage, Part D, Record of Combinations.)
3. Re-key locks whenever:
a. A key has been lost; and
b. There is the possibility that a key has been compromised.
FSMs or LSOs must maintain the following information for their worksites:
4. Location of the key depository;
5. Method for tagging or inscribing keys ready for identification;
6. Method for control for issue and receipt of keys; and
7. Action required if keys are lost, stolen, or misplaced.
The LSO must inventory keys and locks on an annual basis. NOTE: key logbooks may not be
stored with classified materials.
F. Control of Secure Stamps – USCIS secure stamps incorporate security features and unique serial
numbers. Approval, Denial, and USCIS Director’s Signature Stamps are used with standard black
in. All other secure stamps must be used only with USCIS security ink. USCIS security ink and
standard black ink must not be mixed in inkpads. Any non-secure stamp that is accidentally
contaminated with security ink should be rinsed immediately.
USCIS secure stamps remain assigned to employees as long as their position requires or authorizes
the use of the stamps; however, the Asylum Grant, DHS Parole, and USCIS Director’s Signature
Stamps do not typically accompany an employee to a new duty station. If an employee is
transferred to a new duty location, either permanent or temporary, the current supervisor must
decide if the employee requires secure stamps at his/her new duty station.
Upon transferring to a new duty location, the Property Custodian of the current duty station should:
1. Collect the stamps from the employee.
2. Transfer the assets in SAMS to the new duty station.
3. Ship the stamps, along with a completed Form G-504, to the Property Custodian at the new
duty station.
32 USCIS IHB 119-002-04
If it is not feasible or practical for the current duty station to collect the secure stamps and ship
them to the new station, the employee to whom the stamps are assigned may be authorized to
physically transport them to the new duty station (for proper transporting procedures, see section
V, Requisition and Shipment).
Upon physical receipt of the stamps, the Property Custodian at the new duty station must accept the
stamps electronically in SAMS and reissue them to the transferring employee. This practice
ensures that inventory records are accurate and relieves employees of the responsibility to provide
physical security of the stamps during the transition period.
If an employee is on a temporary assignment and has never been issued secure stamps but is
authorized to use secure stamps, the authorized requestor at the temporary duty location requests
stamps for the employee. The employee will retain possession of the stamps upon returning to his
or her normal duty location, unless the employee’s job duties at the normal duty location do not
require the use of the stamps. If the employee’s job duties no longer require the use of the stamps,
the Property Custodian at the temporary duty station must collect them.
When an employee leaves government service, transfers to a position within USCIS for which use
of secure stamps is unauthorized, or otherwise leaves USCIS, the departing employee must
surrender the stamps, which will be made available for reassignment to another employee. The
Property Custodian must immediately make the appropriate entries in SAMS. Employees who
have custody of secure stamps must never share their secure stamps with or transfer them directly
to another employee.
G. Control of USCIS Security Ink and Inkpads – USCIS security ink must be used only with
USCIS secure stamps and inkpads used exclusively with USCIS security ink (that is, inkpads not
used for either legacy Immigration and Naturalization Services (INS) security ink, or any form or
type of non-USCIS security ink). Inkpads are not considered OSI Sensitive Property until they are
saturated with USCIS security ink. Once saturated with USCIS security ink, the inkpads must be
treated as OSI Sensitive Property. Each inkpad must be assigned a barcode number prior to or
upon being filled with USCIS security ink and entered into SAMS. If ink is inadvertently mixed in
an inkpad, the inkpad must be shipped by accountable means to the BCIP for destruction. See
Section VII, Part D below for instructions on shipping OSI Sensitive Property to the BCIP.
Security ink and inkpads will remain with the office to which they are assigned. If an employee is
on official travel, the employee should use security ink available at the duty location, if possible. If
the employee must travel with security ink and/or inkpads, the Property Custodian must assign the
security ink and/or inkpads to the employee in SAMS for the duration of the employee’s travel.
Note: When traveling with security ink, the employee should travel with a fully saturated inkpad
instead of a bottle of security ink, if possible.
H. Control of Impression/Dry Seals – The Property Custodian or APO of each office designates
individuals to be responsible and accountable for impression/dry seals that are used by more than
one person. An impression/dry seal remains with the office to which it is assigned.
VII. Destruction of OSI Sensitive Property
33 USCIS IHB 119-002-04
Secure stamps, impression/dry seals, security ink bottles, and security inkpads in excess quantities or
no longer needed must be sent to the BCIP for destruction. The BCIP is responsible for the destruction
of all OSI Sensitive Property.
All written records documenting the destruction of OSI Sensitive Property must be retained for a
minimum of 2 years from the date of destruction in accordance with NARA General Records Schedule
4, 1.
A. Secure Stamps – When a secure stamp becomes worn and unusable, a replacement must be
obtained and the old stamp destroyed. Property Custodians must return all unserviceable secure
stamps to the BCIP for destruction.
B. Impression/Dry Seals – Dies contained in some impression/dry seals occasionally break if the two
impression dies become misaligned. If a seal breaks, the Property Custodian must ship the broken
seal to the BCIP for destruction. Impression/dry seals may be sent to the BCIP as is. No local
disposal is authorized. The Property Custodian must prepare Form G-504 documenting the
shipment of the broken seal to the BCIP and update SAMS accordingly.
C. Security Ink Bottles and Security Inkpads – Empty security ink bottles and worn and unusable
security inkpads must be sent to the BCIP for destruction. Property Custodians must follow these
steps to facilitate destruction.
1. Dispose of small quantities of security ink by diluting in water. Rinse ink bottles thoroughly
with water and allow them to dry before shipping to the BCIP.
2. When shipping security ink bottles that contain ink, ensure the lid is fastened tightly and
package the bottles in sealable plastic bags. Package the bottles in a manner that reduces the
risk of leakage.
3. Thoroughly rinse inkpads saturated with security ink and clean with water. If inkpads are
saturated with standard black ink, discard as normal waste.
D. Procedures for Returning OSI Sensitive Property to the BCIP
1. Fill out Form(s) G-504, logging in each OSI Sensitive Property item individually.
2. All OSI Sensitive Property items are recorded or logged in SAMS and must be transferred to
the BCIP Steward Code in SAMS.
3. Note the transfer on Form G-504.
4. Ship completed Form(s) G-504 along with the OSI Sensitive Property items to the following
address.
USCIS
Attn: BCIP Coordinator
70 Kimball Avenue
South Burlington, VT 05403
The BCIP disposes of security ink bottles and security inkpads in accordance with
environmental laws and security procedures.
34 USCIS IHB 119-002-04
VIII. Loss or Theft of OSI Sensitive Property
The following procedures apply to the suspected loss or theft of OSI Sensitive Property, regardless
whether the loss or theft was discovered during a regular inventory cycle or operational use.
A. Employee’s Responsibilities – If you discover a suspected loss or theft, follow the procedures
below.
1. Take immediate action to recover the lost or stolen OSI Sensitive Property.
2. As soon as possible, notify your supervisor, your office’s Property Custodian, and FSM or
LSO.
Note: Locate the OSI FSM or LSO serving your office by referring to the Field Security tab on
the OSI Connect website.
Note: In overseas offices, employees must notify the Department of State Regional Security
Officer (RSO) of suspected loss or theft.
3. Complete a Significant Incident Report (SIR). USCIS Offices establish local procedures for
submitting SIRs to the Command Center.
4. File a report with the Federal Protective Service (FPS) or local police, as appropriate. If loss or
theft occurs on government property, file a report with FPS by calling 1-877-4FPS-411 (1-
877-437-7411). Normally an FPS Officer or Inspector is dispatched to the scene to document
the incident. If loss or theft occurs off government property, file a report with local police.
Emphasize that USCIS secure stamps, impression/dry seals, security ink bottles, and security
inkpads are considered OSI Sensitive Property and you require a copy of the report for official
records. Submit the completed report to your supervisor, the office’s Property Custodian, and
FSM or LSO.
Note: If a copy of the police or FPS report cannot be obtained, request a report number.
5. Request that FPS or local police enter lost or stolen OSI Sensitive Property information into the
National Crime Information Center (NCIC).
For questions regarding reporting procedures for suspected loss or theft of OSI Sensitive
Property, contact the Credentialing and Sensitive Property Program at
B. Supervisor Responsibilities – Supervisors ensure that employees have completed and submitted
any required reports to the appropriate personnel. Local management ensures that all parties
complete the required actions prior to authorizing issuance of new OSI Sensitive Property.
C. Property Custodian – The Property Custodian must:
1. In coordination with the HQ Asset Management Branch, prepare Form G-1177, Report of
Survey (ROS); and
2. Coordinate with the Field Support Center in Williston, Vermont or HQ Asset Management
Branch to ensure that all reports are electronically uploaded to the respective record(s) into
SAMS, and subsequently removed from the office’s accountable inventory.
D. Recovery of Lost/Stolen OSI Sensitive Property – Employees who recover lost/stolen OSI
Sensitive Property must follow these procedures.
1. As soon as possible after recovering lost/stolen OSI Sensitive Property, prepare a SIR
containing:
35 USCIS IHB 119-002-04
a. Date of reported loss;
b. Date of recovery;
c. Serial number assigned to the items lost/stolen; and
d. Circumstance surrounding the recovery.
2. Immediately forward the SIR to all parties originally notified.
The SIR must be submitted to the Command Center as an update to the original SIR. The
FSM/LSO must coordinate with the Property Custodian to ensure that the appropriate asset
record is updated in SAMS.
E. Fraud, Abuse and Misuse of OSI Sensitive Property – If you suspect instances of fraud, abuse,
and/or misuse of OSI Sensitive Property by USCIS employees, as soon as you suspect it, you must
report it to OSI Investigations or DHS, Office of the Inspector General (OIG).
If you receive a report of fraud, abuse, or misuse of OSI Sensitive Property by a USCIS employee,
refer the information to OSI Investigations or DHS OIG.
36 USCIS IHB 119-002-04
Chapter 5: Government Furnished Equipment
I. Procedures
A. Specific Government-furnished equipment (GFE) requirements (for contractors) must be identified
with the purchase request package submitted to contracting for inclusion in the solicitation.
Program offices must submit a G-504 to their Property Custodian (PC). The PC will coordinate the
issuance of the GFE with the Property Administrator/Contracting Officer’s Representative (COR).
B. If post-award GFE requirements develop, the requirement must be identified and captured via a
modification to the contract. The request for each GFE item must be submitted as described using
the G-504, by both the Property Administrator/COR and the contractor project manager.
II. Contractor Managed GFE
A. The Property Administrator/COR shall collaborate with the appropriate PC to facilitate the
administrative process of providing government property to the contractor. The Property
Custodian will update SAMS to reflect that the property has been provided to the contractor.
B. The Contractor shall create and maintain records of all government property accountable to the
contract, including Government-furnished and Contractor-acquired property. Property records
shall enable a complete, current, auditable record of all transactions and shall, unless otherwise
approved by the Property Administrator/COR, contain the following:
1. The name, part number and description, manufacturer, model number, and National Stock
Number (if needed for additional item identification, tracking and/or disposition);
2. Unit acquisition cost;
3. Barcode number;
4. Accountable contract number or equivalent code designation;
5. Physical location;
6. Disposition;
7. End user identification; and
8. Date placed in service.
C. The contractor will provide property record data updates to the Property Administrator/COR as
changes occur to any items listed above. The Property Administrator/COR shall provide these
updates to the PC who will update SAMS within 5 business days.
D. The Contractor shall perform and record physical inventory results annually or more frequently, if
specified in the terms and conditions of the contract. The contractor shall disclose physical
inventory results to the Property Administrator/COR. The Property Administrator/COR shall
provide inventory results to the appropriate PC who will update SAMS within 5 business days. A
final physical inventory shall be performed upon contract completion or termination.
37 USCIS IHB 119-002-04
E. The Property Administrator/COR shall have access to the contractor’s premises and all government
property, at reasonable times, for the purposes of reviewing, inspecting and evaluating the
Contractor’s property management plan, systems, procedures, records, and supporting
documentation pertaining to government property. The PC may accompany the Property
Administrator during any and all reviews and/or inventories.
F. The Property Administrator/COR and the contractor project manager (working with the APO)
retain responsibility for ensuring that all GFE is returned to USCIS upon the conclusion of contract
performance.
III. Government Managed GFE
In situations where contractor personnel are located on a government site, and when the property
used by the contractor is incidental to the place of performance, the local APO and Property
Custodian shall be responsible for issuing government property to contractors as directed by the
Property Administrator. When requested, the PC will provide the Property Administrator with
information concerning contractor’s use of government property.
38 USCIS IHB 119-002-04
Chapter 6: Physical Inventory
I. Physical Inventory Objective
Physical inventory is a physical accounting of items for reconciling the actual items on hand against
those recorded in the personal property management system. It is the act of verifying the existence and
physical location of property in possession of an organization.
Physical inventory is also a means by which the integrity of USCIS property management practices is
reinforced. More than the simple act of finding property items; physical inventory requires all
involved individuals, from the APO to property users, to validate results with their signature. These
signatures form the basis of trust that is the foundation of the USCIS property management program.
II. Scope of Physical Inventory
Physical inventory is limited to accountable property, as defined in Chapter 1, Section V of this
Handbook.
III. Annual Inventory
A. General: USCIS MD 119-002, Personal Property Management, requires offices to conduct a 100
percent hands-on physical inventory annually.
B. Inventory Season: The USCIS annual inventory period is nine months, beginning on October 1 of
each fiscal year and ending on June 30 of the following calendar year.
C. Scheduling Annual Inventory: All offices are required to submit an annual property management
Authorization Letter for the new fiscal year to his or her Asset Management Support
Representative by November 1. This letter defines the roles and responsibilities of the office’s
property staff, declares the office's scheduled inventory completion date, and lists the office's
specific property work areas (Clerk Stewards), as applicable. Offices should schedule a 30- day
period, within which the inventory will be completed. Offices with large property counts, such as
Service Centers, may request a longer inventory period which must be outlined and justified in the
property management Authorization Letter. Refer to Appendix B for a sample standard
Authorization Letter.
D. Extension Requests: If an office requires an extension to its inventory completion date, requests
should be made by the office APO via email and be directed to the Chief, Field Asset Management
Branch and include justification for request. The Chief, Field Asset Management Branch will
concur/non-concur and forward the request to the Chief, Logistics Management Division for final
approval. If approved, inventory extensions will be granted in one-week increments.
E. Performing Inventory: Offices are responsible for coordinating inventory activities and ensuring
the inventory is completed in accordance with their annual property management Authorization
Letter.
39 USCIS IHB 119-002-04
IV. Out of Cycle Physical Inventories
A. General: Separate physical inventories outside the Agency annual inventory may be required
periodically by leadership or Asset Management.
B. Changeover Inventories: In the event of a change of office property staff, a changeover inventory
is required, based on the property management position that is changing and recent inventory
results:
1. APO: An inventory may not be required upon arrival of a new APO if the following criteria
are satisfied:
a. The incoming APO, permanent or acting, must review the office Property Book; and
b. The review must include the PC appointment memo and most recent 100% inventory
certification; and
c. If the appointment memo is current and the most recent inventory was conducted within the
previous 365 days, the incoming APO may accept responsibility for the office Property
Book without requiring a 100% inventory.
2. PC: A physical inventory must be conducted on all property items the PC is directly
responsible for managing. Depending on circumstances, the following also may apply:
a. If the office does not use Clerk Stewards to delegate property management to Inventory
Clerks, then the PC is directly responsible for all property items and the incoming PC must
conduct a 100% physical inventory.
b. If the office does use Clerk Stewards, all ICs are properly appointed and all Hand Receipts
are up to date, the incoming PC is not required to inventory Clerk-assigned property.
3. IC: A 100% inventory of the Clerk-assigned property is required under all circumstances.
C. Completing Changeover Inventories: Changeover inventories must be completed within 30 days
of the changeover action. Offices with large property counts, such as Service Centers, may request
a longer inventory period which must be outlined and justified in writing by the APO.
V. Conduct of Physical Inventory
A. Overview: Office property staff conducts inventory activities under the supervision of the PC.
They account for property, reconcile discrepancies, report results to the APO, account for losses,
sign over property and finally, Asset Management certifies the inventory as complete.
B. Physical Review of Spaces and Property: Offices are required to conduct a wall-to-wall, floor to
list review of all spaces under the office’s control. All accountable property items within the
office's physical spaces must be inventoried. This includes the following:
1. Accountable items in the office’s Steward Codes in SAMS: These are the items on the office’s
inventory list. One hundred percent of these items must receive an inventory resolution in
SAMS before the office can certify inventory.
2. Accountable items not in SAMS that are found during inventory: These items must be entered
into SAMS before the office can certify inventory.
3. Recovered accountable items retired from SAMS that are found during inventory: These items
previously had an active property record in SAMS but were retired due to loss or disposal.
These items must be reactivated in SAMS.
40 USCIS IHB 119-002-04
4. Accountable items in other offices’ Steward Codes but found in your office’s physical spaces:
The two offices must decide who should own the property and initiate the necessary
transactions before the office can certify inventory.
5. Accountable items located in the office’s physical space, but belonging to an organization other
than USCIS: These items should be labeled with the owning organization’s name so they are
not included in the office inventory.
C. Pre-Inventory Activities: Offices can simplify inventory and avoid costly and time-consuming
errors with adequate inventory preparation:
1. Close out Open Transfers: Offices are responsible for inventorying all items in the office’s
SAMS Steward(s) on the day that the office’s inventory list is created (see below). Transferred
property remains the responsibility of the losing office until the gaining office physically
receives the property and accepts the transfer in SAMS. Assets must be inventoried before they
are transferred out.
2. Dispose of excess property: Reduce the number of items in the office’s inventory list by
processing excess property for disposal. Items will not appear on the inventory listing if they
are disposed of prior to creating the list.
3. Update the office profile in SAMS: Enter new room locations for spaces that are not in SAMS.
Request new people records for office staff without a person record in SAMS.
4. Plan inventory activities: Schedule inventory activities for a time in the year when property
staff will be present and have the time to focus on inventory completion. Property managers
should complete the physical inventory as quickly as possible once it has begun.
D. Inventory List: Asset Management will generate an office inventory list 30 days prior to the
projected inventory completion date.
1. This list includes all items in the office’s Steward Codes at the time the list was created.
Property transferred out of the office or disposed of before creation of the list will not be in the
list. Property transferred in or received after the list is created will not be in the list.
2. The list will be frozen and will not change during inventory.
3. Offices will not be certified complete until all items on the inventory list have been accounted
for with an authorized inventory resolution (see Section VI below).
VI. Recording Inventory Results
Inventory results are recorded in SAMS as inventory resolutions, or ‘touches.’ Asset resolutions may
be generated by barcode scanners, directly in SAMS, or by other systems or devices as authorized by
Asset Management. Barcode scanners are the primary means of gathering inventory results. Programs
are required to scan at least 90% of all assets with a barcode label. Accountable items that are
permitted to be non-barcoded, such as OSI Sensitive Property, are excluded from this 90%
requirement. A summary of the most common inventory touches is as follows:
1. Barcode Scan: The most reliable and most desirable inventory touch method, this resolution is
gathered as a result of scanning an asset's barcode label with an approved barcode scanner.
2. Barcode Key: When a barcode label is damaged, in an unscannable position, or will not scan
properly, or if an accountable item is non-barcoded (such as OSI Sensitive Property), the tag
number may be entered by hand into an approved barcode scanner.
41 USCIS IHB 119-002-04
3. Online Physical: This resolution is used when an approved property manager physically
inventories an item without using a barcode scanner. It is generated directly from the SAMS
console and specifies who inventoried the asset, where and when.
4. Document Resolution: If an asset cannot be physically inventoried by the PC or other property
staff, but is known to exist and may be validated by a third party, this resolution may be
applied. Documentation proving the asset’s existence is required and must be uploaded as an
attachment to the Document Resolution in SAMS. See Appendix I, Certification of Existence
and Serviceability of Personal Property Memo for an example of such documentation.
5. Asset Initial Event: Any item received in the current fiscal year (thus receiving a SAMS Initial
Event) is considered accounted for and will receive this resolution if no higher ranked
resolution is created for the asset.
6. Reported as LDD on ROS: This automatically-generated resolution identifies items that cannot
be located and is based on the SAMS Ongoing Event of the same name. This Event should be
applied to all items that cannot be located and are to be entered onto a Form G-1177, Report of
Survey.
7. Asset Final Event: When an item is terminated legitimately from accountability, the SAMS
Final Event retiring the asset is considered an inventory touch.
Other resolution types may be authorized by Asset Management. Refer to the annual inventory letter,
issued each year by Logistics Management Division at the beginning of inventory season, for the
annual list and ranking of approved inventory touch methods.
VII. Inventory Completion and Certification
Certifying an inventory complete requires the following:
A. All items on the office’s inventory list must have a valid resolution recorded.
B. The APO and PC must validate an inventory certification checklist. This checklist includes the
following:
1. Assertion of completeness and accuracy of inventory results;
2. Assertion that all found accountable items have been entered into SAMS;
3. Assertion that all recovered accountable items have been reactivated in SAMS;
4. Assertion that transfer requests have been created for all accountable items found belonging to
another office;
5. Assertion that the PC has signed a letter of acceptance for the Property Book, that Inventory
Clerks have signed their Hand Receipts (as applicable), and that property users have signed
User Receipts; and
6. Obtain Report(s) of Survey numbers for inventory items identified as missing.
This checklist must be endorsed by both the APO and PC and returned to Asset Management for
acceptance and final inventory certification by memorandum from the Property Management Officer.
42 USCIS IHB 119-002-04
Chapter 7: Training
I. Delivery
USCIS Asset Management is dedicated to delivering a program of training and certification necessary
to ensure property managers are aware of agency requirements, and of the tools and support resources
to aid them in their mission. The majority of property management training is delivered by Asset
Management. However, certain elements of the training program may be delivered by qualified
property management staff.
II. Methods of Training
Asset Management training is available through different methods:
Online courses. Current online courses include:
a. Foundations of Personal Property Management;
b. Accountable Property Officer Training;
c. Documenting IT Assets;
d. Excess Management;
e. Loss, Damaged & Destroyed Equipment; and
f. Safeguarding OSI Sensitive Property.
Instructor-led training in a classroom setting;
Distance learning, via computer, telephone or video.
III. Topics of Training
A. Roles and Responsibilities: Overview of property management roles and responsibilities
described in current Management Directives and in this Instructional Handbook.
B. Systems Training: Current automated property management systems used to document and
account for personal property as mandated by Asset Management, including but not limited to
SAMS and barcode scanner-based inventory systems.
C. Special Topics and SOPs: Specific requirements described for managing property, such as
documentation, physical inventory, disposals and reporting lost, damaged or destroyed property.
To be an effective property manager, some minimum training is required. Asset Management
determines training requirements.
43 USCIS IHB 119-002-04
Chapter 8: Excess and Disposals
I. General Requirements
Each office must attempt to fulfill operational needs through property reutilization before engaging in
new acquisitions. Personal property that is in excess of office requirements may be disposed of by
offering it to qualifying entities for reutilization. Property that has been screened properly and has not
been claimed for reutilization may be donated to qualifying entities.
A. When personal property is no longer required, the APO may authorize property to be excessed.
B. The PC is the primary excess manager unless another excess manager is appointed by the APO.
C. All disposals to non-federal entities, with the exception of the Computers for Learning (CFL)
program, must be approved in advance by the USCIS National Utilization Officer (NUO).
D. All excess property with exception of items identified as salvage or scrap must be screened through
GSAXcess for reutilization. The disposal screening period is as follows:
USCIS (Agency) reutilization: 7 days.
DHS (Department) reutilization: 8 days.
GSAXcess, personal property: 21 days; GSAXcess, furniture: 14 days.
GSA Sales (once items are lotted for auction): 7 days.
At the conclusion of this screening period, if the property has not been claimed for reutilization, the
property is subject to donation or proper abandonment or destruction.
E. Each office has a Steward Code in SAMS specifically for excess property. All excess property
must be recorded in and issued Final Events from these Steward Codes.
F. Excess property must be posted into the Agency Asset Management System (AAMS). AAMS
allows for real time screening of excess property and fulfills the internal and external screening.
On completion of internal screening through AAMS, assets that remain will be accessible for
department-wide screening. If assets remain unrequested by another DHS office, assets will
automatically transfer from AAMS to GSAXcess.
G. For excess vehicles, the Fleet Management Program of the Logistics Management Division must
be notified in advance.
H. Prior to final disposition, all IT equipment must be properly sanitized in accordance with DHS and
USCIS policy and all DHS/USCIS identification labels, tags and markings must be removed. If
removal is impractical, additional permanent markings are added to void the identification.
I. Under no circumstances will government property be given to an employee for personal use.
Doing so could lead to administrative action.
44 USCIS IHB 119-002-04
II. Procedures
The Federal Management Regulation (FMR) mandates internal screening to encourage agencies to
maximize utilization of its property.
A. Internal Screening
USCIS internal screening period is seven calendar days.
a. The excess manager screens the property item for reuse internally to the office by
communicating the item’s description and availability to his or her property management
staff for redistribution within their property areas, or directly to jurisdiction supervisors and
property users, as directed by organizational policies.
b. If there is a need for the property item in the office, the property is transferred to that user
or Clerk Steward and the procedure ends.
c. If there is no need for the property within the office, the excess manager places the property
into the office’s Excess Steward Code in SAMS and into AAMS to begin the screening
cycle.
DHS internal screening is the next eight calendar days. If the property is claimed by any DHS
Component, the two organizational elements coordinate the transfer/delivery and the procedure
ends.
B. External Screening
1. If USCIS or another DHS Component does not claim the property for reutilization within the
15-day screening period, the property will automatically transfer from AAMS to GSAXcess.
Property entered into GSAXcess is available for reutilization to federal agencies, Congressional
offices, the District of Columbia government and the Computers for Learning Program.
2. If the property is claimed by any eligible entity, GSA notifies the parties, who coordinate
completion of the transaction, and the procedure ends. It is the responsibility of the receiving
organization to coordinate pickup. The office PC must approve the GSA Form SF-122, Excess
Personal Property Transfer Order, for outgoing property. See Appendix J for a sample GSA
Form SF-122.
a. Items that are not claimed automatically proceed to GSA MySales. The screening period
for MySales will be 7 calendar days after the property has been lotted for sale by GSA.
Once property has been lotted for sale, neither the excess manager nor the NUO may
remove the property from MySales until the screening period is complete or the property is
sold.
b. If property is sold via MySales, GSA notifies the parties, who coordinate completion of the
transaction, including Form SF-122, and the procedure ends. It is the responsibility of the
receiving organization to coordinate pickup.
C. Preparation for Disposal
It is essential that the excess personal property reflect the true condition of the property in
GSAXcess, on the GSA Form SF-120, Report of Excess Personal Property, and on the property
record in SAMS. See Appendix K for a sample Form SF-120.
Disposal Condition Codes should be used to identify the condition of property
(ref: FMR 102-36.240). The disposal condition codes used are as follows:
a. 1: New/Unused Property which is in new condition or unused condition and can be used
immediately without modifications or repairs.
45 USCIS IHB 119-002-04
b. 4: Usable Property which shows some wear, but can be used without significant repair.
c. 7: Repairable Property which is unusable in its current condition, but can be economically
repaired.
d. X: Salvage Property which has value in excess of its basic materials and content but repair
is impractical or uneconomical.
e. S: Scrap Property which has no value except for its basic material content.
A comprehensive description of the available personal property is the best way to ensure its
quick disposition. Inadequate or inaccurate descriptions result in time-consuming follow-ups to
obtain the necessary or correct information, delay the disposal process, and often result in lost
opportunities for quick disposition by transfer or donation.
Information technology property being disposed of outside USCIS must have media sanitized
in accordance with DHS Sensitive Systems Policy 4300A and USCIS OIT policy and
procedures.
D. Donations
Federal personal property donation programs enable certain non-federal organizations to obtain
personal property no longer needed by the government.
1. Computers for Learning: A program enabling direct donations to eligible pre-Kindergarten
through grade 12, and authorized by Executive Order 12999 and the Stevenson-Wydler
Technology Innovation Act of 1980. Eligible schools and educational non-profits must register
to use the CFL program.
a. Eligibility for CFL is determined as follows:
Tax-exempt under section 501(c) of the United States federal tax code or have a
National Center for Education Statistics ID;
Serves pre-Kindergarten through grade 12;
Established exclusively for educational purposes; and
Must be approved, accredited or licensed.
b. Procedure for donating ADPE property via CFL through GSAXcess.
Enter the property into GSAXcess, allowing the default setting of ‘Screen for CFL’ to
remain. The property will be made available to all eligible schools during the 21-day
GSAXcess screening process.
When the property is claimed by an eligible school, GSA will prepare the necessary
SF-122 documentation.
The program excess manager signs the SF-122 and ensures an authorized school
official’s signature is obtained to complete the donation.
The PC records the donation in SAMS.
c. Procedure for donating ADPE property directly via CFL.
Once an eligible school has been identified, the requesting office creates an SF-122 for
the property to be donated.
The program excess manager signs the SF-122 and ensures an authorized school
official’s signature is obtained to complete the donation.
The program excess manager must report the CFL donation via the GSAXcess Post-
transaction Module and to the USCIS NUO.
The PC records the donation in SAMS.
46 USCIS IHB 119-002-04
2. Donations made outside of GSAXcess must be approved by the NUO.
E. Procedures for Final Disposition of Property Not Claimed for Reutilization
Once property has been identified as Scrap or Salvage, or GSA notifies the program that the property
has completed the required screening process without being claimed for reutilization, the property may
then be disposed of in a compliant manner.
1. The office PC submits a disposal request packet to the Field Asset Management Branch, where
it is then routed to the NUO. Offices in the National Capital Region process all disposals
through the Headquarters Excess Office.
2. Property items may not be disposed of until final approval from the NUO.
3. All disposals must be performed by an R2 or E-Waste certified recycler.
4. The PC records the final disposition within ten business days of receipt of the approval for
disposal, ensuring the disposal documentation packet is complete and attached to the disposal
event in SAMS.
47 USCIS IHB 119-002-04
Definitions
The following terms are used within this Handbook:
Accountability: The act of maintaining an account or record for personal property by providing a
complete audit trail for property transactions from receipt to final disposition.
Accountable Personal Property: Any item leased or owned by USCIS meeting one or more of the
following criteria: IT equipment with persistent memory or storage; OSI Sensitive Property;
credentials and badges; vehicles; items considered pilferable, easily convertible to personal use or with
a ready market value; any other item with an acquisition value of $5000.00 or more.
Accountable Property Officer: The senior operational official at each office, to include Headquarters
Program and Directorate Heads, the Directors of Service Centers, District Offices, Field Offices, the
National Benefits Center, the National Records Center and other agency offices. The Associate
Director of Enterprise Services Directorate is responsible for all ‘standalone’ Application Support
Centers. The APO is responsible for the accountability and control of personal property, including
fleet assets located within all facilities under their control regardless of what agency program
purchased the asset. The APO may not delegate his or her duties to other staff.
Acquisition: The act of procuring, purchasing or obtaining personal property in accordance with the
Federal Acquisition Regulation and DHS/USCIS policies.
Agency Asset Management System (AAMS): AAMS is the mandatory system of record to report
assets available for reutilization within individual Components and across the Department.
Annual Inventory Period: Inventory dates authorized by the APO.
Authorization Letter: Memorandum submitted by each office to Asset Management identifying
property staff, property management roles and responsibilities, and annual inventory schedule. The
memo is due by November 1st of each year or within 30 days of PC change. It must be signed by the
APO.
Barcode Label: A unique numeric identifier affixed to an item of accountable personal property when
initial accountability is established.
Board of Survey (BOS): The agency body responsible for reviewing and investigating circumstances
leading to and events surrounding lost, damaged or destroyed personal property. The BOS issues final
determinations on loss cases and authorizes relief for property accountability. The BOS Chairperson
and Vice Chairperson are appointed by the Director or his or her designee.
Burlington Central Issue Point (BCIP): The designated point for receiving and storing
impression/dry seals, secure stamps and security ink for purposes of controlled distribution.
Certificate of Existence: A document signed by the responsible individual acknowledging possession
of agency-issued property.
Clerk Steward Code: A property sub-section to the Master Steward in the property management
system as determined by the APO and PC. The Clerk Steward Code is managed by the IC.
48 USCIS IHB 119-002-04
Common Use Property: Personal property items that may not be assigned to a specific individual for
exclusive use, such as:
Common Use: Items placed in common areas for general use, such as copiers, printers and
faxes.
Spares: Items stored as spare or replacement items, such as printers and computers stored for
future use.
Shared: Items deployed for use by more than one individual, such as shift work.
Excess: Items in excess of program needs and not assigned to an individual.
Inactive: Items deployed but not in use by an individual due to employee vacancy or
unoccupied workstation.
Pending Formal Adjudication: Items considered lost, damaged or destroyed and placed onto
Report of Survey for adjudication and granting of relief.
Computers for Learning Program (CFL): Computers for Learning permits executive branch
government agencies to donate excess computer equipment to eligible schools and educational non-
profits organizations.
Condition Codes: A code describing the physical condition, readiness for issue and serviceability of
personal property.
Contractor Managed GFE: GFE provided to a contractor in accordance with the terms of a contract.
The Contractor’s responsibility extends from the initial acquisition and receipt of property, through
stewardship, custody, and use until formally relieved of responsibility by authorized means, including
delivery, consumption, expending, disposition, or via a completed investigation, evaluation, and final
determination for lost, damaged, destroyed, or stolen property.
Disposal: Any approved method for removing an item from the property and financial records.
Equipment Control Classifications (ECC): Property classifications implemented by DHS to
improve accountability and control of personal property, especially sensitive property. These
classifications affect agency LDD reporting and add periodic inventory requirements to certain asset
classes.
Excess Personal Property: Personal property that is in excess of office requirements and/or
nonfunctional.
Federal Management Regulations (FMR): The FMR prescribes policies concerning property
management and related administrative activities. GSA issues FMR to carry out the Administrator of
General Services functional responsibilities, as established by statutes, Executive orders, Presidential
memoranda, Circulars and bulletins issued by the Office of Management and Budget, and other policy
directives.
Final Event: A disposal event recorded in SAMS.
Fleet Asset: Motor vehicles owned, leased or operated by USCIS.
49 USCIS IHB 119-002-04
Form G-504: USCIS Report of Property Shipped/Received. This form is used for custody transfers
of personal property. See Appendix D for a sample Form G-504.
Form G-514: USCIS Requisition. This form is used to request, describe and commit funds for
materials, supplies, equipment or services.
Form G-1143: USCIS OSI Request for Sensitive Property. This form is used to formally request OSI
Sensitive Property.
Form G-1177: The Report of Survey form derived from USCIS MD 144-001, used to record
circumstances surrounding the loss of, damage to or destruction of accountable personal property. An
adjudicated ROS serves as the authorization to relieve the agency office of accountability of personal
property and/or take further action as required.
Found During Inventory: An accountable item found that was not previously tracked in the property
management system.
General Services Administration (GSA): An independent agency of the United States government
that helps manage disposal of personal property.
Government-Furnished Equipment (GFE): Personal property in the possession of, or directly
acquired by, the government and subsequently furnished to a contractor for performance of a contract,
Government-furnished property also includes contractor-acquired equipment if the contractor-acquired
equipment is a deliverable under a cost contract when accepted by the government for continued use
under the contract.
Government Managed GFE: GFE that is incidental to the place of performance, when the contract
requires contractor personnel to be located on a government site or installation, and when the
equipment used by the contractor within the office remains accountable to the government.
Hand Receipt: A listing of all property managed by an IC, which is acknowledged in writing by the
IC.
Homeland Security Investigations Forensic Laboratory (HIS-FL): A component of US
Immigrations and Customs Enforcement (ICE) that maintains copies of all USCIS secure stamp and
seal impressions.
Impression/Dry Seals: USCIS impression/dry seals, also known as embossing seals, are used to
validate the authenticity of various documents (for example, Certificates of Naturalization).
Impression/dry seals are usually incorporated into three types of configurations or mechanisms: (1) a
desktop (or tabletop) model that is manually operated with a lever; (2) an electric model; and, (3) a
handheld model used in situations requiring portability. USCIS impression/dry seals contain security
features and serial numbers unique to USCIS.
Inventory: The formal listing or property record of personal property assigned to an organizational
element.
Inventory Certification: A memorandum issued to the office by Asset Management upon completion
of physical inventory activities. It contains assertions by the office that all inventory requirements
have been fulfilled and must be signed by both the PC and APO.
50 USCIS IHB 119-002-04
Inventory Clerk (IC): A secondary property management role, responsible for operational
management of property within a specific area of the agency office. The IC supports and assists the
PC in maintaining local accountability of personal property.
Leased Property: Property that is contracted for a limited period.
Lost, Damaged or Destroyed (LDD): Specific terms used to identify the disposition of assets when
they are lost, damaged, destroyed in an unauthorized manner, reported stolen or otherwise unaccounted
for. Assets reported as LDD are categorized as a loss.
Lot: A collection of excess personal property items grouped together for screening and eventual
disposal. ‘Lotted’ property refers to personal property that has been grouped into a lot.
Master Steward Code: The highest organizational component in the property management system
and defining the jurisdiction of the APO and the PC.
National Utilization Officer (NUO): The property officer within each federal agency who
coordinates with GSA to authorize property disposals and ensure user accessibility to the GSAXcess
federal disposal and screening system.
Negligence: Failure to act in a reasonable and prudent manner leading directly to a loss of, damage to
or destruction of accountable personal property. Failure to comply fully with existing laws,
regulations, policy or procedure may be considered evidence of negligence. Negligence may be
simple, which is failure to act in a reasonable and prudent manner under circumstances, or it may be
gross, which is characterized by a reckless, deliberate or wanton disregard of foreseeable
circumstances.
Office of Security and Integrity (OSI) Sensitive Property: The special class of accountable
property items used to carry out the USCIS mission of administering citizenship benefits that, if lost,
stolen, misused or otherwise compromised, could be used to fraudulently validate immigration and/or
travel documents and provide the user with an unauthorized immigration status or benefit. OSI
Sensitive Property includes special formula ink, inkpads, stamps and impression/dry seals. It requires
a high degree of protection and control due to its high-risk nature or inherent attractiveness, portability,
and/or sensitivity. OSI Sensitive Property is considered accountable property and must be entered into
SAMS.
Personal Property Management: Functions necessary for the proper determination of need, source,
acquisition, receipt, accountability, utilization, maintenance, rehabilitation, storage, distribution and
disposal of personal property.
Physical Inventory: A physical inventory is the actual sighting, counting and recording of all
accountable and sensitive non-expendable personal property.
Property Administrator: An authorized representative of the contracting officer who is responsible for
administering the contract requirements and obligations relating to government property in the
possession of a contractor. The Property Administrator serves as the liaison between the Contracting
Officer, the COR, contractor project manager(s) and Property Custodian, and must have a thorough
understanding of the contracting processes. The Property Administrator shall be a government
employee.
51 USCIS IHB 119-002-04
Property Book: A physical book of documentation pertaining to property management activities
maintained by the PC and reviewed at least annually by the APO.
Property Custodian: The senior property manager for an agency office, appointed in writing by the
APO, managing the Property Book on his or her behalf. Designation may or may not correspond to an
individual’s job title. There must always be one primary PC for each office. If required, the APO may
appoint Alternate PCs to assist. The PC must be a government employee; contractors are not permitted
to service as PCs.
Property Lifecycle: Activities related to the acquisition, management, transfer and disposition of
personal property.
Property Management Officer: An official responsible for ensuring compliance with internal
policies and government-wide regulations regarding the acquisition, lease, receipt, accountability,
utilization, distribution and disposal of property. As delegated by the Director, USCIS, the Chief
Administrative Officer (CAO) is the PMO.
Purchase Order: An offer by the government to buy certain property of non-personal services from
commercial sources, upon specified terms and conditions.
Property User: Any agency employee or contractor that has been issued personal property for the
purpose of performing his or her duties in support of the agency mission, and/or is assigned
responsibility for overseeing and maintaining accountability of common/community use or shared
equipment.
Relief: Approval by the PMO, or their designee, to terminate accountability of an asset that was
reported lost, stolen or damaged on G-1177, Report of Survey.
Report of Survey: An official report derived from USCIS MD 144-001, Board of Survey, and used to
record circumstances surrounding the loss of, damage to or destruction of accountable personal
property. An adjudicated ROS serves as the authorization to relieve the agency office of accountability
of personal property and/or take further action as needed. The official ROS form is USCIS Form G-
1177.
Secure Stamps: Used to imprint documents and authenticate Certificates of Naturalization with
identifying marks that record or give visible expression to official decisions that have been made,
usually on applications and petitions submitted by persons seeking immigration services or benefits.
They are typically made of rubber with a plastic, wood, or metal handle. Each secure stamp is
individually serial-numbered and assigned to a specific individual. Secure stamps are unique to
USCIS and incorporate security features. Approval, Denial and USCIS Director’s Signature Stamps
are used with standard black ink. All other secure stamps must be used only with USCIS security ink.
The principal secure stamps are:
Approval;
Denial;
Temp I-551 (ADIT);
Asylum Grant (Section 208);
DHS Parole;
USCIS Director’s Signature;
52 USCIS IHB 119-002-04
Refugee Status Granted (Section 207); and
Initial/Replacement I-94.
Security Ink: Ink with unique intrinsic security features or attributes that are not readily apparent to
the casual observer but are traceable by forensic document specialists. The security ink containers are
serial-numbered and must be used only with USCIS secure stamps.
Security Inkpads: Inkpads that are used exclusively with USCIS security ink. Inkpads are not
considered OSI Sensitive Property until they are saturated with USCIS security ink. Once saturated,
security inkpads must be assigned barcode numbers and tracked in SAMS.
Significant Incident Report (SIR): The Significant Incident Report is the official reporting format
used by USCIS to report and record significant incidents throughout the Agency. Significant Incidents
are those events that could potentially impact USCIS facilities, operations or personnel, and therefore
must be reported in accordance with DHS Directive 252096, Office of Operations Coordination: DHS
Operational Reporting Requirements.
Steward Code: An organizational element identifying an agency office in SAMS.
Sunflower Asset Management System (SAMS): The property management software system of
record within USCIS. Managed by DHS Office of the Chief Readiness Support Officer.
User Receipts: A listing of all accountable personal property issued to a user, which is acknowledged
in writing as specified in this Handbook. The acceptable format for a permanent User Receipt is the
“DHS Personal Custody/Hand Receipt Report” in SAMS. See Appendix E for a sample SAMS User
Receipt.
53 USCIS IHB 119-002-04
APPENDICES
USCIS Personal Property Management Instructional Handbook Appendix A
54 USCIS IHB 119-002-04
Appendix A: Sunflower Asset Management System (SAMS) Rules of Behavior and User
Access Request
USCIS
Sunflower Asset Management System (SAMS)
User and Roles (UAR) Access Request
Purpose: To obtain written agreement from all personnel signifying understanding and acceptance
of applicable policy and legal requirements concerning the use and operation of the Office of
Personal Property Asset Management’s Sunflower Asset Management System (SAMS). This
agreement binds all staff, interns, volunteers, partners, and contractors assigned and/or granted
access to SAMS. This agreement is based on policy delineated in DHS Management Directive No.
4900, Individual Use and Operation of DHS Information Systems/Computers.
1. Responsibilities:
1.1 Accountable Property Officer will:
1. Provide the Sunflower Program Manager with written approval requesting access for users
to Sunflower. Please see the attached “Request for access to the Sunflower Property
Management System” form.
2. Assure that all persons with access to Sunflower receive background checks commensurate
with their potential impact to operations.
3. Communicate Sunflower information security policy and procedures to Sunflower users.
4. Notify the Sunflower Program Manager when a user no longer needs access. This
notification must be immediate, via telephone call in an event of dismissal.
5. Assure the implementation of a security training program includes the correct use of
Sunflower Passwords.
USCIS Personal Property Management Instructional Handbook Appendix A
55 USCIS IHB 119-002-04
REQUEST FOR ACCESS TO THE SUNFLOWER PROPERTY MANAGEMENT SYSTEM
Full Name, Email, and Phone
number of the employee
Steward
Code
Level of Access Steward Name
Accountable Property Officer Signature Date
USCIS Personal Property Management Instructional Handbook Appendix A
56 USCIS IHB 119-002-04
Appendix A: USCIS SAMS Rules of Behavior
I hereby agree to comply with the following SAMS Rules of Behavior (ROB)
1) Classified Processing. I will not process classified information on any DHS system not specifically
approved and marked for the appropriate level of classified processing. I will report to the Information Systems Security Office any inadvertent or unapproved classified processing on non-classified systems. I will not process classified information or store classified information on privately owned (personal) computers or media.
2) Credential Protection. I will protect my passwords and authentication tokens from disclosure and loss at all times. I will employ a difficult-to-guess password with a minimum of eight characters in length containing both alpha and numeric characters. I will change my default passwords immediately when assigned. I will never reveal my passwords to anyone. I will not construct my password from obvious personal data, (i.e. social security number, telephone numbers, relative’s names, pet’s name, etc.)
3) User Accounts. I will not allow others to use my account, and I will not access other users’ accounts. I will not attempt to access accounts or data stores that are not expressly authorized to me. I understand that I am accountable for all actions taken under my credentials.
4) Data Protection. I will protect storage media and store same in accordance with the highest level of data sensitivity contained on that media.
5) Physical Security. I will not remove DHS information systems or software from Government facilities without expressed written permission of the equipment custodian or Information Systems Security Office. When laptops or PDAs are in my possession outside Government facilities, I understand I am personally responsible for providing physical security and keeping items under my exclusive control.
6) Consent to Monitor. I understand that the use of Government furnished equipment and information systems constitutes my consent to monitoring and auditing of this use at all times. I understand there is no expectation of privacy when using or storing data on government systems.
7) Protection of Displayed Data. Unless authorized in writing by the System Administrator, I will log off my computer when leaving my work area unattended for extended periods (i.e. overnight). I will use account locking or a password-protected screen saver requiring reentry of my password when my system is idle for short periods of time.
8) Copyright Protection. I will not duplicate or remove copyrighted software from government equipment without the expressed written permission of the System Administrator or Information Systems Security Office. I understand I will be personally liable for any software copyright violations committed on government systems under my control.
9) Pre-SAMS Access Training Courses. I have taken the required Office of Administration Learning Edge Online Property Management Courses.
10) Vehicle Management. I assume responsibility of the physical accountability, management,
safeguarding and reporting of the vehicle(s) that are placed under my steward. (Including the Fleet
Credit Card assigned to each vehicle).
____ __ ______________ ________ Print Full Legal Name Signature Date (Property Custodian)
USCIS Personal Property Management Instructional Handbook Appendix B
57 USCIS IHB 119-002-04
Appendix B: Property Management Authorization Letter
U.S. Department of Homeland Security
U.S. Citizenship and Immigration Services
Field Operations Directorate (MS2030)
Washington, DC 20529-2030
Memorandum
TO: Chief, Field Asset Management Branch
FROM:
Accountable Property Officer
SUBJECT: FY 20XX Delegation of Authority
As the Accountable Property Officer (APO) for ____________, I am responsible for the
immediate physical custody of all personal property within my jurisdiction and for
providing required documentation on all actions affecting that property. In that capacity,
I am declaring ______ as the intended completion date of our annual inventory. To
assist me in this duty, I am appointing the following Property Custodians (PC) and
Inventory Clerks (IC) as indicated below.
First Name, MI, Last Name Role Location Steward Name
Primary Property Custodian
Alternate Property
Custodian
Primary Inventory Clerk
USCIS Personal Property Management Instructional Handbook Appendix B
58 USCIS IHB 119-002-04
As the PC for a USCIS component one must maintain documentation for; acquisitions,
transfers, and disposals of the component’s personal/sensitive property that is subject to
physical inventory. Physical inventories are conducted annually; Equipment Control
Class (ECC) 1 &2 inventories quarterly for sensitive property, and out of cycle
inventories when there is a change of PC. The PC is responsible for reconciling all
previously stated inventories for their component’s area of responsibility.
An IC, assigned as an Inventory Clerk custodian, manages day to day personal property
actions and conducts a 100% physical inventory for the component area of responsibility
annually or upon direction from their APO and/or PC.
This designation shall remain in effect until revoked or rescinded, and shall be exercised
in accordance with Office of Administration guidance and other relevant authorities
until receipt of subsequent submission of this memorandum, which is required by
November 1 of the following fiscal year.
cc: Office of Administration, Logistics Management Division
USCIS Personal Property Management Instructional Handbook Appendix C
59 USCIS IHB 119-002-04
Appendix C: Acceptance of Property Book (PC) or Hand Receipt (IC)
MEMORANDUM FOR RECORD
FROM: [Name of PC or IC Here]
[Property Custodian, or Inventory Clerk]
[Assigned Steward Code Here]
SUBJECT: Acceptance of [Property Book or Hand Receipt]
I certify that the attached inventory reports, as annotated, are an accurate and complete accounting of
personal property under my jurisdiction. I accept responsibility for all such property assigned to my
jurisdiction as of the signed date.
______________________________ ____________________
[Property Custodian, or Inventory Clerk] Signature Date
USCIS Personal Property Management Instructional Handbook Appendix D
60 USCIS IHB 119-002-04
Appendix D: USCIS Form G-504, “Report of Property Shipped/Received”
USCIS Personal Property Management Instructional Handbook Appendix E
61 USCIS IHB 119-002-04
Appendix E: Sunflower-generated User Receipt
USCIS Personal Property Management Handbook Appendix F
62 USCIS IHB 119-002-04
Appendix F: USCIS OSI Sensitive Property Review Guide
U.S. Citizenship and Immigration Services
OSI SENSITIVE PROPERTY REVIEW GUIDE
INSTRUCTIONS
In accordance with USCIS IHB 119-002-04, Personal Property Management, Field Security Managers and/or Local
Security Officers must use this guide to conduct reviews of the local Office of Security and Integrity (OSI) Sensitive
Property program each fiscal year. To properly complete the OSI Sensitive Property Review Guide, each question
must be answered with ‘Yes’, ‘No’, or ‘N/A’. If all the boxes are checked under the ‘Verify’ section of a single
question, mark ‘Yes’ identifying that the office meets the requirement. If a box cannot be checked under the
‘Verify’ section, mark ‘No’ for not meeting the requirement or ‘N/A’ for not being applicable to the office.
Questions that are marked ‘No’ or ‘N/A’ require a comment that thoroughly explains the reason for not meeting the
requirement. Submit review results to the OSI Credentialing and Sensitive Property Program at
[email protected] through the Regional Security Chief, and to USCIS senior officials on-site (for
example, Field Office Directors).
Conducted By:
Program Office:
Date: (Check one): ☐Announced ☐Unannounced
No. Question Requirement Yes No N/A
A OVERVIEW
1 Has a Property Custodian
and, if applicable, a
sufficient number of
alternates been designated
in writing?
(USCIS IHB 119-002-04, Chapter 2, II)
The PC is the senior property manager for the
designated USCIS office and is directly responsible for
all property items issued to the office. The PC is
appointed in writing by the APO (see Appendix B for a
sample Authorization Letter). The PC designation may
or may not correspond to an individual’s official job
title. While there may be more than one Alternate PC
to assist the PC, there may only be one primary PC.
The PC must be a government employee; contractors
are not permitted to serve as PCs.
Point of Contact:
Accountable Property Officer, Local Security Officer
(LSO)
Verify:
☐ An Authorization Letter for each Property
Custodian is on file
Comment:
2 Have all Property
Custodians gained access
and received training on
the Sunflower Asset
Management System
(SAMS)?
(USCIS IHB 119-002-04, Chapter 1, VI)
Requests for access to SAMS should be submitted to
the appropriate Asset Management Support
Representative and must include a completed SAMS
User and Roles Access Request signed by the APO and
Rules of Behavior signed by each user.
USCIS Personal Property Management Handbook Appendix F
63 USCIS IHB 119-002-04
Point of Contact:
Property Custodian
Verify:
☐ Copy of signed Rules of Behavior is on file
Comment:
No. Question Requirement Yes No N/A
B ACCESS
1 Have all Accountable
Property Officers,
Property Custodians, and
others authorized access to
OSI Sensitive Property
received appropriate
training and/or annual
refresher training?
(USCIS IHB 119-002-04, Chapter 4, IV)
The [Field Security Manager (FSM)] ensures that all
employees with authorized access to OSI Sensitive
Property receive training regarding the safeguarding
and accountability aspects of OSI Sensitive Property,
prior to the assumption of duties. In addition to initial
training, annual refresher training is required.
Point of Contact:
Training Coordinator, Field Security Manager
Verify:
☐
Copy of LearningEDGE OSI Sensitive Property
course completion certificate is on file and is dated
no more than 365 days prior to the review
OR
☐ Training attendance logbook or roster is on hand;
participants have been trained on OSI Sensitive
Property within the current calendar year
Comment:
No. Question Requirement Yes No N/A
C REQUISITION, SHIPMENT, AND RECEIPT
1 Has the senior USCIS
official on-site submitted a
memorandum identifying
designated authorized
endorsers and authorized
requestors to the OSI
Credentialing and Sensitive
Property Program?
(USCIS IHB 119-002-04, Chapter 4, V)
Authorized requesters are employees serving either
permanently or temporarily in a position
designated “Supervisory” (for example, Supervisory
Immigration Services Officer) or other such
positions (for example, Chief).
Authorized endorsers are employees serving either
permanently or temporarily in a position with the title
of Director, Deputy Director, Assistant Director; or the
senior USCIS official on-site or the deputy/assistant.
Note: If an office cannot meet these requirements, it
must provide justification to the OSI Credentialing and
Sensitive Property Program at
[email protected] to request an
exception.
Only requests signed by an authorized requester and
endorsed by an authorized endorser (as their position
designates) will be honored. The senior USCIS official
USCIS Personal Property Management Handbook Appendix F
64 USCIS IHB 119-002-04
No. Question Requirement Yes No N/A
on-site must provide the Credentialing and Sensitive
Property Program, by memorandum, with the
authorized requester and authorized endorser positions
for his or her particular site (see Appendix H for a
sample memorandum).
[…] By October 31st of each year, offices must provide
an updated authorized requester and endorser
memorandum to the Credentialing and Sensitive
Property Program whether or not there have been any
changes in requesters or endorsers at the office.
Point of Contact:
Local Security Officer, Authorized Requester,
Authorized Endorser
Verify:
☐ Requester and endorser memorandum is on file
and dated by October 31st of each calendar
year
☐ Appointed personnel meet the position
requirements for the requester and endorser
roles or there is an OSI approved waiver
memorandum on file
Comment:
2 Are all requests for OSI
Sensitive Property
endorsed by an authorized
requester and endorser?
(USCIS IHB 119-002-04, Chapter 4, V)
Only requests signed by an authorized requester and
endorsed by an authorized endorser (as their position
designates) will be honored.
Point of Contact:
Local Security Officer, Authorized Requester,
Authorized Endorser
Verify:
☐ (If applicable) The most recent Form G-1143,
Office of Security and Integrity Request for
Sensitive Property, is signed by the correct
authorized requester and endorser.
Comment:
3 Has the Property Custodian
properly accounted for and
updated all OSI Sensitive
Property issued to
employees in SAMS?
(USCIS IHB 119-002-04, Chapter 4, VI)
Property Custodians must maintain OSI Sensitive
Property accountability by using SAMS in accordance
with this Handbook.
Point of Contact:
Property Custodian
Verify:
Conduct a random sampling in SAMS for 5% of the
total asset records for OSI Sensitive Property, and
confirm the asset record includes the following:
☐ Correct Property Custodian or alternate
assigned to asset record
☐ Correct user assigned to asset record
USCIS Personal Property Management Handbook Appendix F
65 USCIS IHB 119-002-04
No. Question Requirement Yes No N/A
☐ OSI Sensitive Property is assigned to its
correct/current physical location.
☐ Supporting documentation is attached to the
asset record (e.g., requisition document or
Form G-504, Report of Property
Shipped/Received).
Comment:
4 Are all Form G-504s,
Report of Property
Shipped/Received,
maintained in accordance
with the National Archives
and Records
Administration (NARA)
General Records Schedule?
(USCIS IHB 119-002-04, Chapter 4, V)
Upon receipt of all packages in the shipment, and
completion of an inventory of the contents against the
Form G-504, the recipient must sign Form G-504 and
return it to the sender within 5 business days following
receipt. The recipient must make a copy of Form G-
504 and retain it in accordance with documentation
retention requirements as outlines in Chapter 3, Section
IV above.
Point of Contact:
Property Custodian
Verify:
☐ (If applicable) Form G-504s on file are dated
within the timeframe specified in the NARA
General Records Schedule .
Comment:
5 Are all Form G-504s
signed and returned to the
issuing offices?
(USCIS IHB 119-002-04, Chapter 4, V)
Upon receipt of all packages in the shipment, and
completion of an inventory of the contents against the
Form G-504, the recipient must sign Form G-504 and
return it to the sender within 5 business days following
receipt.
Point of Contact:
Property Custodian
Verify:
Request the most recent Form G-504s that
accompanied OSI Sensitive Property and compare the
date shipped to the date the Property Custodian signed
the Form G-504:
☐ Form G-504 is signed and returned within 5
business days following receipt
Note: Packages typically take 2-5 days to be shipped
and received.
Comment:
6 Have recipients conducted
complete inventories after
receiving all packages
within a shipment, before
signing and returning the
Form G-504 to the issuing
office?
(USCIS IHB 119-002-04, Chapter 4, V)
Upon receipt of all packages in the shipment, and
completion of an inventory of the contents against the
Form G-504, the recipient must sign Form G-504 and
return it to the sender within 5 business days following
receipt.
Point of Contact:
Property Custodian
USCIS Personal Property Management Handbook Appendix F
66 USCIS IHB 119-002-04
No. Question Requirement Yes No N/A
Verify:
Sample most recent Form G-504 for a shipment
containing OSI Sensitive Property:
☐ Inventory of OSI Sensitive Property listed on
Form G-504 has been accepted by the receiving
office in SAMS.
☐ (If applicable) Items are on-site and physically
accounted for.
Comment:
7 Are shipments of OSI
Sensitive Property
accepted and properly
secured by authorized
recipients in the mailroom
when or if the addressee
cannot be reached?
(USCIS IHB 119-002-04, Chapter 4, V)
Mailroom personnel must be mindful of receiving
shipments from the [Burlington Central Issue Point
(BCIP)] as they may contain OSI Sensitive Property.
If mailroom personnel sign for the shipment, they must
immediately attempt to contact the addressee. If the
addressee cannot be reached and overnight storage is
required, mailroom personnel must contact the LSO,
FSM, Supervisory Immigration Services Officer
(SISO), or other designated personnel to determine to
determine adequate storage arrangements. If a package
is inadvertently opened, mailroom staff must follow the
above procedures for proper storage.
Note: Designated personnel must be designated in
writing and must receive annual training on the
safeguarding of OSI Sensitive Property.
Point of Contact:
Mailroom Personnel
Verify:
☐ If the addressee of the package of OSI Sensitive
Property cannot be reached, mailroom
personnel will contact one of the following
individuals for proper storage arrangements or
guidance: the LSO, FSM, Supervisory
Immigration Services Officer (SISO), or other
designated personnel
☐ (If applicable) Designated personnel have
received the required training to handle OSI
Sensitive Property
☐ If the addressee or other POC cannot be
reached, the package of OSI Sensitive Property
is stored in an approved security container.
Comment:
No. Question Requirement Yes No N/A
D STORAGE
1 Is OSI Sensitive Property
at the field location being
stored within the
guidelines set in USCIS
IHB 119-002-04?
(USCIS IHB 119-002-04, Chapter 4, VI)
Employees who have responsibility for control of OSI
Sensitive Property must never leave OSI Sensitive
Property unsecured and unattended, and they must
ensure that OSI Sensitive Property is properly secured
USCIS Personal Property Management Handbook Appendix F
67 USCIS IHB 119-002-04
No. Question Requirement Yes No N/A
when not under their immediate control. Guidelines for
OSI Sensitive Property storage include the following
criteria in order of preference:
Sensitive Property Lockers (also known as
Pistol Lockers):
o Must be manufactured from metal, heavy
12-14-gauge steel, or a material of
equivalent strength or better;
o Must be secured with a controlled locking
device and have either a master key (that
is, all lockers have different locks with
one master key) or a spare key for each
locker;
o Must be mounted to the wall, floor, or
desk/countertop and secured in an
authorized controlled location;
A General Services Administration (GSA)-
approved security container having a built-in,
three-position, dial-type combination
lock
A non-GSA-approved security container
having a built-in, three-position, dial-type
combination lock. A non-GSA-approved
container is a security container that was
previously certified as GSA-approved but no
longer has the GSA-approved label affixed to
the face of the container.
Metal filing cabinet with lock bar and high-
security combination padlock (for example,
“Sargent & Greenleaf”).
Note: Classified materials must not be co-
mingled with OSI Sensitive Property;
however, classified materials may be stored in
the same GSA container as OSI Sensitive
Property as long as they are segregated in
individual drawers with separate locks;
Note: When several employees have access to
the same container, individual drawers in
filing cabinets must not be accessible from the
drawer space above. As an alternative, a
special-access container can be used in
accordance with the specifications below:
Special-access control container stored within a
GSA-approved, non-GSA-approved container,
or metal filing cabinet specified above. The
special-access control container must be of
substantial metal construction and equipped
with one of the following:
USCIS Personal Property Management Handbook Appendix F
68 USCIS IHB 119-002-04
No. Question Requirement Yes No N/A
o A built-in, three-position combination
lock;
o A built-in, medium-security pin tumbler
key-lock;
o A medium-security hasp welded or
riveted to the container and secured by a
medium security key-operated padlock;
o A high-security combination padlock (for
example, “Sargent & Greenleaf”).
If the solutions stated in this section are not
available or practical, then a metal key-lock
cabinet, metal locker secured with a key-lock,
combination lock or padlock, or other lockable
enclosure such as a desk drawer may be used
provided the keys are controlled in accordance
with the local Key Control Program. The
cabinet or other lockable enclosure must have
four metal sides; “backless” containers (for
example, a hanging cabinet with a back that is
open to the fabric cubicle wall to which the
cabinet is mounted) do not provide adequate
secure storage for OSI Sensitive Property;
Point of Contact:
Local Security Officer, Property Custodian
Verify:
One of the below storage methods is being used to
secure OSI Sensitive Property:
☐ Sensitive property locker (pistol locker) that is
metal gauge and mounted to a fixed object
☐ Locks and keys for sensitive property lockers
storing OSI Sensitive Property are accounted for
within the Key Control Program
OR
☐ GSA-approved security container with built-in,
three-position dial-type combination lock
OR
☐ Non-GSA approved security container with built
in, three-position dial-type combination lock
☐ Non-GSA container was once certified GSA-
approved
☐ GSA-approved label is no longer affixed to the
container
OR
☐ Metal filing cabinet with high-security lock bar
OR
☐ Key-lock cabinet with four metal sides
☐ Locks and keys for metal key-lock cabinet storing
OSI Sensitive Property are accounted for within
USCIS Personal Property Management Handbook Appendix F
69 USCIS IHB 119-002-04
No. Question Requirement Yes No N/A
the Key Control Program
☐ Other storage solutions listed above are not
available or practical
Comment:
2 Are Local Security
Officers ensuring security
container combinations are
properly stored in
accordance with the
guidelines set in USCIS
IHB 119-002-04?
(USCIS IHB 119-002-04, Chapter 4, VI)
When completed, Parts 2 and 2A [of Standard Form
(SF) 700] provide a record of all required information
and the combination corresponding to a given
container. The sealed envelopes must be stored in a
security container meeting stated specifications;
however, the envelope must not be stored within the
security container to which the combination grants
access.
Point of Contact:
Field Security Manager, Local Security Officer
Verify:
☐ The FSM or LSO maintains a written, secure
record of the combinations to all containers
storing OSI Sensitive Property within their
jurisdiction in the event a USCIS employee who
has been given access to a security container
forgets the combination or another employee
needs authorized access in the case of emergency
☐ Standard Form (SF) 700, Security Container
Information, is used to store combinations
☐ The Property Custodian, FSM, or LSO completes
the SF700. Combinations are recorded in Part 2A
of the SF700, which detaches from the form and is
placed within Part 2 which acts as an envelope
☐ Part 2 of the SF700 is sealed and placed within an
approved security container
Comment:
3 Are storage combinations
changed in accordance
with the guidelines set
in USCIS IHB 119-002-
04?
(USCIS IHB 119-002-04, Chapter 4, VI)
The combination must be changed in the following
circumstances:
When placed into use;
Whenever an individual knowing the
combination no longer requires access to it,
unless other sufficient controls exist to prevent
access to the lock;
When the combination has been subject to
possible compromise;
When the container is taken out of service.
Built-in combination locks must then be reset
to the standard combination 50-25-50
combination padlocks must be reset to the
USCIS Personal Property Management Handbook Appendix F
70 USCIS IHB 119-002-04
No. Question Requirement Yes No N/A
standard combination 10-20-30;
Every 2 years, if none of the conditions
described above have occurred.
Point of Contact:
Local Security Officer
Verify:
Storage combinations were changed in the following
circumstances:
☐
☐
☐
☐
Container initially placed in use
OR
An individual knowing the combination no longer
requires access to the container
OR
Combination is subject to possible compromise
OR
Within the last 2 years if none of the conditions
described have occurred
Comment:
4 Are key assignment
records maintained for
each OSI Sensitive
Property storage container
lock and do the records
contain all of the
appropriate information?
(USCIS IHB 119-002-04, Chapter 4, VI)
Keys – The Property Custodian must:
Maintain a record (for example, logbook,
electronic database) of the number of keys for
each lock. Key logbooks must not be stored
with classified materials.
[…] FSMs or LSOs must maintain the following
information for their worksites:
Location of the key depository;
Method for tagging or inscribing keys ready
for identification;
Method for control for issue and receipt of
keys;
Action required if keys are lost, stolen, or
misplaced.
The LSO must inventory keys and locks on an annual
basis.
Point of Contact:
Local Security Officer, Property Custodian
Verify:
☐ Key records are maintained in a logbook, binder,
or electronic database
☐ Key records contain the number of keys for each
lock
☐ Location of key depository
☐ Assigning keys ready for identification
USCIS Personal Property Management Handbook Appendix F
71 USCIS IHB 119-002-04
No. Question Requirement Yes No N/A
☐ Action taken if keys are lost, stolen, or misplaced
☐ LSO has conducted an annual inventory of keys
Comment:
5 Are extra keys for security
containers stored in the
same manner as
the combinations for
security containers?
(USCIS IHB 119-002-04, Chapter 4, VI)
Keys – The Property Custodian must:
[…] Store extra keys in the same manner as the
combinations for the security containers. (See
section VI, Storage, Part D, Record of
Combinations.)
Point of Contact:
Local Security Officer, Property Custodian
Verify:
Extra keys used on locks to secure OSI Sensitive
Property are stored in a:
☐ Lockable and controlled key depository that
meets the requirements located in Chapter VI,
Storage, Part A, OSI Sensitive Property Storage
OR
☐ Lockable and controlled approved security
container that meets the requirements located in
Chapter VI, Storage, Part A, OSI Sensitive
Property Storage
Comment:
6 Are locks used to protect
OSI Sensitive Property re-
keyed whenever a key has
been lost or when there is
a possibility a key has
been compromised?
(USCIS IHB 119-002-04, Chapter 4, VI)
Keys – The Property Custodian must:
[…] Re-key locks whenever:
o A key has been lost.
o There is the possibility that a key has been
compromised.
Point of Contact:
Local Security Officer, Property Custodian
Comment:
No. Question Requirement Yes No N/A
E INVENTORY
1 Are inventories of OSI
Sensitive Property
conducted when required?
(USCIS IHB 119-002-04, Chapter 6,III)
General: USCIS Management Directive 119-002,
Personal Property Management, requires offices to
conduct a 100 percent hands-on physical inventory
annually..
[…] Performing Inventory: Offices are responsible
for coordinating inventory activities and ensuring the
inventory is completed in accordance with their annual
property management Authorization Letter.
Point of Contact:
Property Custodian
USCIS Personal Property Management Handbook Appendix F
72 USCIS IHB 119-002-04
No. Question Requirement Yes No N/A
Verify:
A complete physical inventory of all OSI Sensitive
Property must be performed each year annually:
☐ Copy of the office’s inventory completion
memorandum issued by Asset Management is
dated within 365 days prior to this review.
Comment:
2 Do inventories consist of a
complete physical
inspection of all OSI
Sensitive Property and
applicable requests and
requisitions on hand?
(USCIS IHB 119-002-04, Chapter 6, III)
General: USCIS Management Directive 119-002,
Personal Property Management, requires
offices to conduct a 100 percent hands-on physical
inventory annually.
Point of Contact:
Property Custodian
Verify:
A complete physical inventory of all OSI Sensitive
Property must be performed each fiscal year:
☐ Annual inventory memorandum completion rate
supplied by Asset Management reflects a 100
percent hands-on physical inventory of all assets
Comment:
No. Question Requirement Yes No N/A
F DESTRUCTION
1 Is all OSI Sensitive
Property awaiting disposal
sent to the Burlington
Central Issuing Point
(BCIP) for proper
destruction?
(USCIS IHB 119-002-04, Chapter 4, VII)
Secure stamps, impression/dry seals, security ink
bottles, and security inkpads in excess quantities or no
longer needed must be sent to the BCIP for destruction.
The BCIP is responsible for the destruction of all OSI
Sensitive Property.
Point of Contact:
Property Custodian
Verify:
☐ OSI Sensitive Property awaiting destruction (i.e.,
secure stamps, impression/dry seals, security ink
bottles, and security ink pads) is addressed and
transferred in SAMS to the BCIP
Comment:
2 (BCIP ONLY) Is
destruction of OSI
Sensitive Property
appropriately documented
by a record of destruction
including the required
signatures of the
(USCIS IHB 119-002-04, Chapter 4, VII)
Secure stamps, impression/dry seals, security ink
bottles, and security inkpads in excess quantities or no
longer needed must be sent to the BCIP for destruction.
The BCIP is responsible for the destruction of all OSI
Sensitive Property.
All written records documenting the destruction of OSI
USCIS Personal Property Management Handbook Appendix F
73 USCIS IHB 119-002-04
No. Question Requirement Yes No N/A
destruction official and
witness?
Sensitive Property must be retained for 2 years from the
date of destruction in accordance with NARA General
Records Schedule 4, 1.
Point of Contact:
BCIP Administrator
Verify:
☐ Written records of OSI Sensitive Property
destruction are retained for 2 years from the date
of destruction
☐ Written records of destruction include the
signatures of a destruction official and witness
Comment:
No. Question Requirement Yes No N/A
G LOSS OR THEFT
1 Are all employees who
have a loss or theft of
property notifying the
appropriate personnel?
(USCIS IHB 119-002-04, Chapter 4, VIII)
Employee’s Responsibilities – If you discover a
suspected loss or theft:
Take immediate action to recover the lost or
stolen OSI Sensitive Property;
As soon as possible, notify your supervisor,
your office’s Property Custodian, and FSM or
LSO.
Point of Contact:
Local Security Officer
Verify:
The following personnel were notified in an instance of
lost or stolen OSI Sensitive Property:
☐ Supervisor
☐ Property Custodian
☐ FSM and/or LSO
Comment:
2 Are all employees and
responsible personnel who
have a loss or theft of OSI
Sensitive Property within
in their program or office
submitting the applicable
forms completely and
accurately to the
appropriate offices?
(USCIS IHB 119-002-04, Chapter 4, VIII)
Employee’s Responsibilities – If you discover a
suspected loss or theft:
[…] Complete a Significant Incident Report
(SIR). USCIS Offices establish local
procedures for submitting SIRs to the
Command Center;
File a report with the Federal Protective
Service (FPS) or local police, as appropriate. If
loss or theft occurs on government property,
file a report with FPS by calling 1-877-4FPS-
USCIS Personal Property Management Handbook Appendix F
74 USCIS IHB 119-002-04
No. Question Requirement Yes No N/A
411 (1-877-437-7411). Normally an FPS
Officer or Inspector is dispatched to the scene
to document the incident. If loss or theft
occurs off government property, file a report
with local police. Emphasize that USCIS
secure stamps, impression/dry seals, security
ink bottles, and security inkpads are
considered OSI Sensitive Property and you
require a copy of the report for official
records. Submit the completed report to your
supervisor, the office’s Property Custodian,
and FSM or LSO;
Note: If a copy of the police or FPS report
cannot be obtained, request a report number.
Request that FPS or local police enter lost or
stolen OSI Sensitive Property information into
the National Crime Information Center
(NCIC).
Point of Contact:
Local Security Officer
Verify: SIR contains the following information:
☐ Date the incident occurred
☐ Event details that explain the instance of loss or
theft
☐ The serial number(s) of the lost or stolen item (s)
☐ FPS or local police report has been filed
The required reports have been submitted to the
appropriate offices:
☐ The completed SIR has been submitted to the
USCIS Command Center
☐ The completed ROS has been submitted to Asset
Management
Comment:
USCIS Personal Property Management Handbook Appendix F
75 USCIS IHB 119-002-04
Additional Comments:
USCIS Personal Property Management Instructional Handbook Appendix G
76 USCIS IHB 119-002-04
Appendix G: USCIS Form G-1143, “Request for Sensitive Property”
USCIS Personal Property Management Handbook Appendix H
77 USCIS IHB 119-002-04
Appendix H: Sample OSI Sensitive Property Endorser/Requester Memo
To: Office of Security and Integrity
Credentialing and Sensitive Property Program
From:
Date:
Re: Designated Endorsers and Requesters
In accordance with Chapter 4 of USCIS Instructional Handbook (IHB) 119-002-04,
Personal Property Management, the following employees are hereby designated and authorized
as requesters and endorsers for OSI Sensitive Property for the XXXXX Field Office:
REQUESTERS: Name, Position Title
ENDORSERS: Name, Position Title
This memorandum supersedes all previous appointments and will remain in effect until
rescinded in writing.
USCIS Personal Property Management Instructional Handbook Appendix I
78 USCIS IHB 119-002-04
Appendix I: Certification of Existence and Serviceability of Personal Property Memo
TO: [Name of PC Here]
Property Custodian
FROM: [Name Here]
[Title Here]
[Office Name Here]
SUBJECT: Certification of Existence and Serviceability of Personal Property
This is to certify that today, on (insert date), I have physically examined and can attest to the
existence of
Property Type Barcode Serial Number Manufacturer Model
These item(s) are operational and currently in my possession. These items will not be available
for physical examination for accountability purposes during [office name here]’s [fiscal year
here] physical inventory.
______________________________ ____________________
Signature Date
USCIS Personal Property Management Instructional Handbook Appendix J
79 USCIS IHB 119-002-04
Appendix J: GSA Standard Form SF-122 Transfer Order for Excess Personal Property
USCIS Personal Property Management Instructional Handbook Appendix K
80 USCIS IHB 119-002-04
Appendix K: GSA Standard Form SF-120 Report of Excess Personal Property
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