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Buy through us
Explore buy through us
Category management
Government property for sale or lease
Personal property (tangible goods)
Real property (real estate and buildings) for public use
Real property sales
Vehicle sales
Products and services
Human capital
Industrial products and services
Office management
Professional services
Security and protection
Transportation and logistics services
Purchasing programs
Assisted acquisition
Commercial platforms
Emergency acquisition basic ordering agreements
Federal strategic sourcing initiative
Fleet management
HCaTS and HCaTS SB
OASIS and OASIS SB
Requisition programs
State and local programs
Shared services
Payroll services
Support services for CABs
Sell to government
Explore sell to government
Step 1: Learn about government contracting
Ways you can sell to government
How to access contract opportunities
Conduct market research
Step 2: Compete for a contract
Register your business
Certify as a small business
Become a schedule holder
Market your business
Research active solicitations
Respond to a solicitation
What to expect during the award process
Step 3: Manage your contract
Comply with contractual requirements
Handle contract modifications
Monitor past performance evaluations
Real estate
Explore real estate
Design and construction
3D-4D building information modeling
Computer-aided design standards
Engineering
Project management information system
Prospectus thresholds
Facilities management
Security
Tenant services
Water quality management
Our properties
Owned and leased properties
Regional buildings
Renting property
Real estate services
Leasing
Real property disposal
Reimbursable services (RWA)
For businesses seeking opportunities
For workers in federal buildings
Voice of the customer
Workplace optimization
Commercial coworking
Federal coworking
Policy and regulations
Explore policy and regulations
Acquisition management policy
Aviation management policy
Information technology policy
Real property management policy
Relocation management policy
Travel management policy
Vehicle management policy
Regulations
Federal acquisition regulations
Federal management regulations
Federal travel regulations
Small business
Explore small business
Small business goals
Register your business
Explore business models
Research the federal market
Subcontracting and other partnerships
Forecast of contracting opportunities
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Videos
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Plan a trip
Per diem rates
Transportation (airfare rates, POV rates, etc.)
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E-gov travel service (ETS)
Rideshare
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Federal travel regulation
Technology
Explore technology
Build websites and digital services
Purchasing programs
Cloud computing services
Cybersecurity products and services
Governmentwide acquisition contracts
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Artificial Intelligence
Cybersecurity
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FedRAMP
Federal identity, credentials, and access management
Robotic process automation community
Technology modernization fund
Training
About us
Explore about us
Background and history
Overview
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Role in presidential transitions
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Get an internship
Launch your career
Elevate your professional career
Discover special hiring paths
Resources and related links
Events and training
Our training programs
Newsroom
Agency blog
Congressional testimony
GSA does that podcast
News releases
Speeches
Videos
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Leadership directory
Federal Acquisition Service
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Staff offices
Regions
Region 1 | New England
Region 2 | Northeast and Caribbean
Region 3 | Mid-Atlantic
Region 4 | Southeast Sunbelt
Region 5 | Great Lakes
Region 6 | Heartland
Region 7 | Greater Southwest
Region 8 | Rocky Mountain
Region 9 | Pacific Rim
Region 10 | Northwest/Arctic
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  1. Home
  2. Policy & regulations
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  4. Personal property policy overview
  5. Personal property management
  6. Inventories

Inventories

When agencies do not efficiently track, inventory, identify, and dispose of excess personal property, they increase federal expenditures and waste the unused value of personal property assets. For example, an agency may purchase items it could have obtained at no cost from another agency’s excess inventory. The federal government also incurs greater storage expenses when agencies hold onto excess property and loses revenue from potential sales.

As directed by PL 115-419, the Federal Personal Property Management Act of 2018  agencies are required to:

  • Conduct annual inventories of capitalized assets; and
  • Conduct inventories of accountable assets on a regular basis.

For both these inventories, agencies must assess:

  • The age and condition of the personal property.
  • The extent to which the agency utilizes the personal property and identifies excess, identification of excess depends on a good inventory.
  • The extent to which the mission of the agency is dependent on the personal property.
  • Any other aspect of the personal property that the agency Administrator determines is useful or necessary for the agency to evaluate.

GSA suggests that accountable asset inventories be conducted at least once every three years for assets that are: accountable but not capitalized; pilferable; or that the agency determines to fall under a special circumstance that would require more frequent inventories. Inventories can be conducted either all at one time or in stages over the full inventory period. An agency’s inventory policy and procedures should include the methodology to capture the items above and address any inventory variance or discrepancy that might arise.

Agencies may consider the use of electronic “discovery tools” that poll electronic assets through the agency network to determine the presence and use of linked assets as a part of the agency inventory process. However, as part of the inventory process or in addition to that process, trained asset managers should touch or view the assigned assets to determine if the assets are being used, if there is obvious damage, or if repairs are needed.

GSA also suggests that an agency’s inventory procedures include retention justifications for warehouse assets held beyond a certain amount of time and examination of post-inventory data to identify potential excess. Agencies should not warehouse or otherwise hold unneeded items but should excess them as soon as possible.

41 CFR 102-36.45 requires agencies to assure maximum use of personal property and develop a system to prevent nonuse and identify excess. Agencies should note that inventories are not the only means of identifying excess personal property. However, as the Federal Personal Property Management Act of 2018 (Pub. Law 115-419) requires agencies to perform regular inventories, it is an efficient means of identifying excess at the same time. Agencies may also use periodic utilization reviews such as management walkthroughs, routine property custodian reviews, utilization surveys, or other tools to identify excess.

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Last updated: Apr 22, 2025
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