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Acquiring Federal Personal Property through Exchange/Sale
Federal agencies should report the property through GSAXcess® to replace a piece of personal property. Items marked for exchange/sale via GSAXcess® will be available for a 2-day federal screening. If the property is not selected by another agency, the items are moved to Sales. You can use the sales proceeds to pay for the purchase of replacement property. Items prohibited for exchange/sale are identified in the Federal Management Regulation, FMR 102-39.
The exchange/sale authority is appropriate when:
The property exchanged or sold is similar to the property acquired;
The agency has an ongoing need for that type of property;
The property involved was not acquired for the principal purpose of exchange or sale;
The exchange allowance or sales proceeds offsets the cost of the replacement property only, not services;
An exchange/sale would provide the greater return for the federal government (taking into account administrative and overhead costs); and
The transaction (except books and periodicals) is documented with the following information:
The FSC Group of the items exchanged or sold, and the items acquired;
The number of items exchanged or sold, and the number of items acquired;
The acquisition cost and exchange allowance or net sales proceeds of the items exchanged or sold, and the acquisition cost of the items acquired;
The date of the transaction(s);
The parties involved; and
A statement that the transactions comply with the requirements of Part 102-39.
The exchange/sale authority is not appropriate when:
The exchange allowance or estimated sales proceeds would be unreasonably low;
The transaction would violate any other applicable statue or regulation.
Agencies may use the exchange/sale authority to acquire personal property even if the acquisition is under a services contract, as long as the property acquired under the services contract is similar to the property exchanged or sold.
The proper exchange of property occurs when the supplier (a government agency, commercial or private organization, or individual) delivers the new property, and removes the property being replaced from either the receiving organizational unit or another unit within the same federal agency.
Note: Forward any net proceeds from the eventual sale to Miscellaneous Receipts Account at the United States Treasury. Savings do not go into agency coffers.
Note: This video is hosted by a nongovernment website.
The shortcut to this page is gsa.gov/ES.
Last Reviewed: 2022-05-13
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Rates for Alaska, Hawaii, U.S. Territories and Possessions are set by the Department of Defense.
Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.
Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."
Per diem localities with county definitions shall include"all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."
When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.