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Consolidated GSA Form 1166—An original only is required for retention and use by the Director of Management Operations.



Subpart 114–38.1-Reporting Motor Vehicle Data Sec. 114-38.101 Annual motor vehicle report. 11438.101-1 Date for submission. 114-38.103 Records.

Subpart 114–38.3—Official Government Tags 114-38.301 General requirements. 114 38.302 Records. 114 38.305 Display, assignment and re

moval of U.S. Government

tags. 114-38.305-3 Removal.

ber should be reflected in any subsequent revision of the report for the installation.

(4) Blocks 13 and 19 should express “Dates acquired” by full years, e.g., 1910– 1921 and not 1910-21.

(5) In the cost block (Block 16) enter a zero for each entry of public domain land, rather than leaving this block blank. Where cost of acquired land was less than $500, enter "N” (Negligible) and explain in remarks. Except for Historic Site lands held by the National Park Service, enter the estimated amount land acquired by donation or for a nominal sum would have cost if it had been purchased at the time.

(c) GSA Form 1209: The "Remarks" block shall include a summary statement describing the nature and causes of any major or significant changes occuring in all categories of real property being reported, as compared with the prior years report. For example, if a bureau's land holdings show a significant increase, it should be made clear whether this is due to continuing small acquisitions at most installations, or a few large acquisitions pursuant to a new program.

(d) Consolidated GSA Form 1166: Each Bureau and Office shall prepare and submit, in original only, a consolidated GSA Form 1166 report of all of its real property holdings as of June 30 each year. Only Blocks 1, 6, and 11 through 30 need be completed. § 114—3.205 Optional reporting method.

Any Bureau or Office desiring to submit its real property inventory in the form of a machine listing supported by punch cards shall notify the Director of Management Operations so that appropriate arrangements can be made with the central office of GSA. § 114–3.206 Preparation and due dates.

The annual inventory report on GSA Forms 1166 and 1209 shall be prepared as of June 30 each year and transmitted to reach the Director of Management Operations, Office of the Assistant Secretary for Administration by not later than August 21, in the number of copies indicated below:

GSA Form 1166—An original and one copy. A complete file of all current individual installation reports shall be maintained by the bureau headquarters office.

GSA Form 1209—An original and two copies and one copy to be retained by the bureau headquarters office.

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Subpart 114–38.1-Reporting Motor

Vehicle Data § 114_38.101 Annual motor vehicle re

port. (a) Bureau-owned vehicles. Each Bureau and Office having accountability for motor vehicles shall prepare and submit a consolidated Annual Motor Vehicle Report, Standard Form 82, whether or not it has accountability for 2,000 or more vehicles.

(b) Job Corps vehicles. Bureaus participating in the Job Corps program shall submit a separate consolidated annual motor vehicle report covering vehicles assigned for use in such program. This report shall be supplemented with a listing of all Job Corps self-propelled motorized equipment on hand as of June 30 of each year. (See 755 DM 552.) § 114_38.101-1 Date for submission.

(a) Annual Motor Vehicle Reports shall be submitted to the Director of Management Operations by September 1 of each year.

(b) The report on Bureau-owned vehicles shall be submitted in triplicate. Reports on Job Corps vehicles shall be submitted in triplicate, with a copy to the Office of Job Corps Coordination. § 114–38.103 Records.

(a) Accounting records. Bureaus and Offices are responsible for the development and maintenance of motor vehicle cost accounting records as necessary to comply with the requirements of FPMR 101-38.1.

(b) Utilization records, Bureau-owned vehicles. Heads of Bureaus and Offices shall establish procedures to ensure that:

(1) Records are maintained to reflect utilization data (miles or hours operated) on an individual motor vehicle basis.

(2) Utilization data are recorded each day a vehicle is operated. Data covering two or more short trips during a single day may be combined to record total utilization during that particular day.

(3) The utilization record of each motor vehicle is analyzed not less frequently than once each year by appropriate management officials, and

(4) Any necessary followup action is taken promptly to achieve maximum effective utilization at the minimum cost.

(c) Utilization records, interagency motor pool vehicles. Utilization records on interagency motor pool vehicles shall

be recorded and reported in accordance with instructions issued by GSA regional offices and individual motor pools.

(d) Operator's record. Form DI-120, Operator's Record, may be used for recording utilization data prescribed in IPMR 114–38.103(b). This form is available on requisition from the Branch of Supply, Division of General Services, Office of Management Operations, Washington, D.C. Subpart 101-38.3—Official

Government Tags § 114–38.301 General requirements.

The term “motor vehicle" as used in FPMR 101-38.301, means motor vehicles as defined in 40 U.S.C. 472(1). $ 114–38.302 Records.

(a) The Director of Management Operations will, upon request, assign “blocks” of U.S. Government tag numbers to Bureaus and Offices and will maintain a current record of such assignments.

(b) Each Bureau and Office shall maintain a current record of individual assignments of tags to the motor vehicles under its jurisdiction as required by FPMR 101-38.302. § 114–38.305 Display, assignment, and

removal of U.S. Government tags. § 114–38.305–3 Removal.

(a) Official U.S. Government tags shall be removed from motor vehicles transferred to another Bureau or Office of the Department of the Interior. Tags may be transferred along with vehicles transferred to other activities within a bureau, unless otherwise directed by the head of each bureau.

(b) Heads of Bureaus and Offices are authorized to make the determination contemplated by FPMR 101–38.305–3. Subpart 114–38.4–Official Legend

and Agency Identification § 114–38.402 Agency identification.

(a) Department of the Interior and Bureau or Office identification shall be displayed on motor vehicles, trailers, and motorcycles in conformance with FPMR 101–38.4, including FPMR 10138.4903. Bureau emblems, or unusual legends, may not be displayed on Bureau-owned and interagency motor pool vehicles without the advance approval of the Administrator of General Seryices. Requests for such approval shall be referred to the Director of Management Operations and should include a sample of the emblem or legend proposed to be displayed. Subpart 114_38.6Exemptions From

Use of Official U.S. Government

Tags and Other Identification § 114–38.605 Additional exemptions.

(a) Requests made pursuant to FPMR 101–38.605 for exemption from the requirement for displaying U.S. Government tags and other identification on motor vehicles shall be submitted to the Director of Management Operations, in duplicate. Each such request shall describe the vehicle for which exemption is sought, the nature of the work on which it is used, and include a certification to the effect that conspicuous identification would interfere with such use.

(b) The Director of Management Operations shall be notified promptly when:

(1) The need for a previously authorized exemption no longer exists,

(2) An exempted vehicle is rotated to other work not requiring continued exemption, or

(3) An exempted vehicle is replaced by another vehicle, in which case the notification shall include a description of the replacement vehicle.

(c) Copies of certifications and cancellation notices required to be furnished the General Services Administration pursuant to section 101-38.605 will be transmitted to GSA by the Director of Management Operations. § 114_38.606 Approval of tag requests

for exempted vehicles in the District

of Columbia. (a) The following officials are authorized to approve requests for regular District of Columbia tags for exempted vehicles regularly based in the District of Columbia:

(1) Director of Management Operations.

(2) Deputy Director of Management Operations.

(3) Chief, Division o Property Management, Office of Management Operations.

(b) Requests for District of Columbia tags (renewal requests or otherwise) to

be used on vehicles exempted from carrying U.S. Government tags pursuant to FPMR 101–38.602 through 101–38.605 shall be submitted to the Director of Management Operations for signature and transmittal to the District of Columbia Department of Motor Vehicles. Special forms for requesting District of Columbia tags are available from the District of Columbia Department of Motor Vehicles. § 114_38.607 Report of exempted motor

vehicles. Each Bureau and Office which has been granted authority to operate motor vehicles without displaying U.S. Government tags and other identification, shall submit an annual report thereon to the Director of Management Operations. The report should reflect exemptions in effect as of June 30 and should list separately the number of vehicles exempted pursuant to FPMR 101–38.602, 101–38.603, and 101–38.605. Reports shall be submitted to the Director of Management Operations by July 10 of each year. Subpart 114_38.7— Transfer of Title to Government-Owned Motor Vehicles § 114_38.701 Methods of transfer.

Additional guidelines relating to execution of Standard Forms 97 and 97A, Certificate of Release of a Motor Vehicle, are contained in FPMR 101-45.303–3 and IPMR 114-45.303–3(b). Subpart 114_38.8—Obtaining Service

Station Deliveries of Gasoline, Lubricants, Fuel Oil (Diesel), Kerosene, and Related Services Under Federal

Supply Schedule Contract § 114_38.801 General.

Each motor vehicle which will require fueling and servicing at commercial service stations shall be provided with either a Standard Form 149, U.S. Government National Credit Card, or commercial credit cards from as many Federal Supply Schedule contractors as needed to satisfy requirements. The head of each Bureau and Office shall specify the type of credit card to be used in his bureau. $ 114_38.803 Billing data to be shown

on Standard Form 149. (a) Billing code.

(1) The first three digits of the 10digit billing code embossed on national credit cards in use in the Department of the Interior will always be 000.

(2) The fourth digit may be used by Bureaus and Offices to designate the vehicle class or provide additional billing code numerals. If not used for either of these purposes, zero will be used.

(3) The fifth and sixth digits will be “14”, the agency code assigned to the Department of the Interior.

(4) The seventh, eighth, and ninth digits, which indicate the agency billing code number, should be assigned to field offices as determined by each Bureau and Office. Blocks of billing code numbers are assigned to Bureaus and Offices of the Department as follows: Southwestern Power Administration—000

through 009 inclusive. Bonneville Power Administration-010

through 019 inclusive. Geological Survey—020 through 029 inclu

sive. Southeastern Power Administration-030

through 039 inclusive. Office of Territories—040 through 059 inclu

sive. Bureau of Mines—060 through 099 inclusive. Bureau of Commercial Fisheries-100

through 149 inclusive. Bureau of Sport Fisheries and Wildlife

150 through 199 inclusive. Bureau of Reclamation—200 through 499 in

clusive. Bureau of Indian Affairs—500 through 549

inclusive. National Park Service-550 through 569 in

clusive. Bureau of Land Management-570 through

599 inclusive. Office of the Secretary-600 through 624 in

clusive. Reserved—625 through 699 inclusive. Alaska Power Administration—700 through

704 inclusive. Bureau of Indian Affairs—705 through 784

inclusive. Reserved—785 through 799 inclusive. Bureau of Land Management-800 through

864 inclusive. Federal Water Pollution Control Administra

tion—865 through 964 inclusive. National Park Service965 through 999 in

clusive. $ 114–38.806 Notice to GSA of assign

ment of billing codes and billing ad

dresses. § 114_38.806-1 Notice of assignment.

Bureaus and Offices using Standard Form 149 shall notify GSA of billing

codes assigned and billing addresses as required by FPMR 101–38.806–1. § 114–38.806–2 Notice of changes.

Changes in billing codes and billing addresses should be forwarded to GSA at the address shown in FPMR 10138.806–1. § 114_38.807 Loss or theft of Standard

Form 149. (a) In the event a Standard Form 149 is lost or stolen, reasonable precautions should be taken to minimize the opportunity of purchases being made by unauthorized persons. The following actions should be taken as a minimum:

(1) The paying office should be notified of the loss or theft and to be on the alert for any unauthorized bills, and

(2) Appropriate service station outlets in the area should be notified of the loss or theft to guard against purchases by unauthorized persons.

(b) The same preca'tions as indicated above should be taken in the event of loss or theft of a credit card issued by a Federal Supply Schedule contractor. Subpart 114–38.9—Motor Vehicle

Replacement Standards § 114_38.901 Applicability.

It is the policy of the Department of the Interior to continue in service vehicles which meet prescribed replacement standards, but which are in usable and workable condition, provided that:

(a) A continued program need exists for the vehicle,

(b) The vehicle can be operated safely and dependably without excessive repair and maintenance costs. Normally, when any single repair job exceeds 25 percent of the estimated current market value of a vehicle, consideration should be given to replacement in lieu of repair and retention,

(c) Repair parts are readily obtainable, and

(d) Retention will not substantially reduce the trade-in value of the vehicle.

114–38.908 Exception.

The certification contemplated by FPMR 101–38.908 may be executed by the head of each Bureau and Office or his certification should be made a part of the procurement or disposal records. designee(s). Findings supporting such


TATION SERVICES AND FACILITIES Subpart 114–42.2 Property Rehabilitation Sery

ices Performed by Federal Facilities Sec. 114 42.203 Notifications. Subpart 114–42.3—Reclamation of Precious

Metals and Critical Materials 11442.302 Recovery of silver from used

photographic fixing solution

and scrap film. 114 42.302–1 Agency surveys. 11442.302–2 Reporting to GSA. 11442.3024 Agencies' responsibility.

AUTHORITY: The provisions of this Subpart 11442.3 issued under 5 U.S.C. 301, 40 U.S.C. 486(c). Subpart 114–42.2—Property Rehabil

itation Services Performed by Fed

eral Facilities $ 114–42.203 Notifications.

(a) Should any Bureau or Office determine that (1) additional rehabilitation facilities are needed to perform required services or (2) that operation of existing facilities is to be discontinued, the prior information required by FPMR 101– 42.203 should be embodied in a letter, prepared for the signature of the Assistant Secretary for Administration, and addressed to: Commissioner, Property Management and

Disposal Service, General Services Admin

istration, Washington, D.C. 20405. The letter should include details showing the need for additional facilities or, in the case of facilities to be discontinued, a statement setting forth the reasons for such discontinuance. [34 F.R. 1020, Jan. 23, 1969, as amended at 35 F.R. 10433, June 26, 1970]

Subpart 114–42.3— Reclamation of Precious Metals and Critical Materials

SOURCE: The provisions of this Subpart 114 42.3 appear at 35 F.R. 10433, June 26, 1970, unless otherwise noted. $ 114–42.302 Recovery of silver from

used photographic fixing solution

and scrap film. The head of each bureau and office which generates used photographic fixing solution and scrap film shall be responsible for establishing and pursuing a program for recovering silver from these articles in accordance with the provisions of FPMR 101-42.3.

$ 114–42.302–1 Agency surveys.

Bureaus and offices shall conduct an annual survey at each installation, facility, or activity which generates used photographic fixing solution and scrap film and which does not currently operate a recovery program, to determine the economic feasibility of implementing recovery precedures. The results of the survey should be recorded in the format set out in FPMR 101-42.4901, and serve as a basis for a determination as to whether recovery procedures are economically feasible. § 114–42.302–2 Reporting to GSA.

The semiannual report prescribed in FPMR 101–42.302–2 should be prepared in the format illustrated in § 101–42.4902 of this title, consolidated for the bureau, and submitted, in duplicate, to the Director of Management Operations by the 25th of January and July of each year.

(a) The report is to be submitted if used photographic fixing solution and scrap film are generated, whether or not a silver recovery program is installed.

(b) The report is not required if your bureau or office does not generate a hypo solution or scrap film. In such cases, a memorandum one-time report to that effect will suffice. $ 114–42.302–4 Agencies' responsibility.

FPMR 101-42.302–4 contemplates that consideration be given to installing a silver recovery unit regardless of the quantity of hypo solution generated at a given location. Where, after such consideration, it is determined locally, or as may be otherwise directed by the head of the bureau or office, that (a) installation of a local recovery unit is not economically feasible, and (b) processing by another agency in the area is impracticable, the advice of the appropriate GSA regional office should be sought as to possible alternative recovery procedures.


PERSONAL PROPERTY Sec. 11443.000 Scope of part.

Subpart 114–43.1—General Provisions 11443.101 Surveys. 114-43.102 Reassignment of property

within executive agencies. 11443.102–50 Holding bureau utilization. 114-43.102–51 Screening nonreportable

available property.

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