Title 34
GOVERNMENT CONTRACTS, PROCUREMENT AND PROPERTY CONTROL
Part VII. Property Control
Chapter 1. General Provisions
§101. Definitions
1. Timber and pecans are considered moveable and
nonconsumable for the purpose of sales and are not to be
included in the agency's inventory of moveable property.
Agency Cany state office, department, board, commission,
institution, division, officer, or other person, or functional
group, heretofore existing or hereafter created, which is
authorized to exercise, or that does exercise any function of
the government of the state, excluding, however, any
governing body or officer of any local government or
subdivision of the state or any parochial officer who
exercises functions coterminous with the municipality in
which he performs those functions.
Agency Property Manager Cthe officer or employee
designated by the head of the agency as property manager
for the agency.
Religious Organization Can organization authorized and
doing business in the state of Louisiana with its primary
purpose pertaining to or teaching a generally accepted and
practiced religion within the state.
Surplus Property Cany moveable state property which is
deemed to be of no further use to an agency.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:321, R.S. 39:326, R.S. 39:331-332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:227
(August 1976), amended LR 7:71 (March 1981), LR 7:265 (May
1981), amended by Office of the Governor, Division of
Administration, Louisiana Property Assistance Agency, LR 12:92
(February 1986), LR 15:831 (October 1989).
§103. Inventory Classification Codes
Charitable Organization Can organization authorized and
doing business in the state of Louisiana with its primary
purpose being the providing of help and assistance to the
needy, by providing direct assistance or indirect assistance
through an institution, organization, or fund established to
help the needy. Said organization must have and maintain
an IRS Section 501 status.
Commissioner Cthe commissioner of the Division of
Administration.
A. A listing of items of state property alphabetized by
their commonly used names will be developed and
maintained by the Louisiana Property Assistance Agency
director or his designee. A code number representing each
item will be designated. These codes and only these codes
are mandated for use in inventorying moveable property by
all state agencies subject to the provisions of Title 39 of the
Louisiana Revised Statutes.
Division Cthe Division of Administration.
Educational Organization Can organization authorized and
doing business in the state of Louisiana with its primary
purpose being the imparting of knowledge or skill through
systematic instruction by the teaching of structured courses
at regularly scheduled intervals.
B. The agency property manager shall use the mandated
classification code when completing the classification code
field on the Louisiana Property Control Transmittal form and
the classification code section of the BF-11 form.
C. When an Item has not been Assigned an Inventory
Classification Code. The agency property manager must
contact the Louisiana Property Assistance Agency for
assignment of a new code number before submitting the
Louisiana Property Control Transmittal form.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:326 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:241
(August 1976), amended LR 8:144 (March 1982), amended by
Office of the Governor, Division of Administration, Louisiana
Property Assistance Agency, LR 12:93 (February 1986), LR 15:831
(October 1989).
§105. Agency Numbers
A. The agency number and sub-number are numbers
assigned to the agency by the Louisiana property assistance
agency director or his designee. This same number is the
first five digits on all of the agency's state of Louisiana
identification tags. Requests for new or additional agency
Head of the Agency Cthe individual responsible for the
administration and operations of the agency.
Louisiana Property Assistance Agency Director Cthe
individual in the Louisiana Property Assistance Section of
the Division of Administration who has been designated by
the commissioner as the person responsible to the
commissioner for the administration of the State Property
Control regulations. The responsibility of the director is to
develop and organize the agency units necessary to carry out
the requirements and functions of R.S. 39:321 et seq.
Property Call tangible nonconsumable moveable property
owned by an agency with the exception of property
specifically exempted by the commissioner. The
commissioner hereby designates that state-owned timber
should be considered to be moveable and state-owned
pecans shall be considered to be nonconsumable for
purposes of the Louisiana Property Control Law (R.S.
39:321 et seq.).
Title 34, Part VII
numbers should be directed to the Louisiana Property
Assistance Agency director or his designee.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:321.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Louisiana Property Assistance Agency,
LR 15:831 (October 1989).
Chapter 3. State Property Inventory
§301. Appointment of Property Managers
Administration, Louisiana Property Assistance Agency, LR 12:93
(February 1986), LR 15:831 (October 1989).
§305. Responsibility for Property
A. Each agency property manager shall be the custodian
of and shall be responsible for all the property within his
agency until his release from responsibility is approved by
the Louisiana Property Assistance Agency director or his
designee.
B. Each agency property manager shall maintain for
three years past, the following files:
1. copies of all transmittals submitted for which no
record of acceptance has yet been received;
2. annual printout of inventory used for certification
(§313.C and §313.G.2);
3. letters of certification of moveable property
inventory and subsequent letters of acceptance or rejection
(§313.F.11 and §313.G.12);
A. The head of the agency shall designate one of its
officers or employees as agency property manager. In cases
where an agency owns a large amount of property situated in
more than one location. The Louisiana Property Assistance
Agency director or his designee may authorize the
appointment of more than one agency property manager
within an agency. This authorization shall be in writing and
granted only upon the request of the head of the agency. The
head of the agency shall notify the commissioner, through
the Louisiana Property Assistance Agency director or his
designee, in writing, of the appointment of each agency
property manager giving his name and domicile. The agency
property manager's signature shall be placed on this letter.
B. The head of the agency shall notify the Louisiana
Property Assistance Agency director or his designee in
writing prior to the date any agency property manager ceases
to function in that position. The Louisiana Property
Assistance Agency director or his designee shall conduct an
examination of the property inventory records under the
jurisdiction of the agency property manager. On the basis of
the report of this examination and the next accepted
certification of moveable property inventory by the agency,
the Louisiana Property Assistance Agency director or his
designee shall approve the release of the agency property
manager from responsibility and liability or shall make a
written report of any defects in the records or damage to or
shortages of property. In cases of damage to or shortages of
property, the commissioner shall take steps as necessary to
satisfy the claims of the state, as provided by R.S. 39:330.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:322, R.S. 39:326 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by office of the Governor,
Division of Administration, Property Control Section, LR 2:228
(August 1976), amended by Office of the Governor, Division of
Administration, Louisiana Property Assistance Agency, LR 12:93
(February 1986), LR 15:831 (October 1989).
§303. Faithful Performance of Duty Bond
4. sequentially dated copies of all property
acquisition/ change transaction listings received (§317.A);
5. sequential copies of BF-11s submitted, and
responses received (§501).
C. When any property is entrusted to any other officer or
employee of the agency, the agency property manager shall
secure a receipt for such property from the person receiving
the property, and in such event, the agency property manager
shall be relieved of responsibility for the property but shall
continue to maintain accountability for the property. Upon
the return of the property to the agency property manager, he
shall return the person's receipt or issue acknowledgement of
the return of the property and resume responsibility.
D. Whenever an agency property manager has
knowledge or reason to believe that any property of the
agency is lost, stolen, damaged, or destroyed through
vandalism, fire, wind-storm, or other acts of God, he shall
immediately notify the head of his agency. The head of the
agency shall immediately notify the commissioner, through
the Louisiana Property Assistance Agency director or his
designee and follow up with a written report. The Louisiana
Property Assistance Agency director or his designee shall
make an investigation and take necessary action as provided
for in R.S. 39:330.
E. The agency property manager and each person to
whom property is entrusted and receipted for as provided in
these regulations shall be liable for the payment of damages
whenever his wrongful or grossly negligent act or omission
causes any loss, theft, disappearance, damage to or
destruction of property of his agency for which he is
responsible as provided herein, and such damages shall be
recoverable in a civil suit, therefore, prosecuted on behalf of
the state by the attorney general.
F. The head of the agency shall allow the agency
property manager(s) the necessary time and provide them
with the necessary supplies and assistance for performance
of their duties under these regulations, and the head of the
A. Where the Louisiana Property Assistance Agency
director or his designee has approved the appointment of one
or more property managers within an agency, each property
manager shall be covered by the Faithful Performance of
Duty Bond.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:326, R.S. 39:330 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:228
(August 1976), amended by Office of the Governor, Division of
Title 34, Part VII
agency shall be responsible for seeing that the provisions of
these regulations are carried out.
G. The agency property manager shall submit, within the
week it becomes known, each idle or surplus item within his
agency for disposition request utilizing a State Property
Transaction Form BF-11.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:322, R.S. 39:326, R.S. 39:330 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:228
(August 1976), amended by Office of the Governor, Division of
Administration, Louisiana Property Assistance Agency, LR 12:93
(February 1986), LR 15:831 (October 1989).
§307 Items of Property to be Inventoried
A. All items of moveable property having an "original"
acquisition cost, when first purchased by the state of
Louisiana, of $1000 or more, all gifts and other property
having a fair market value of $1000 or more, and all
weapons, regardless of cost, with the exception of items
specifically excluded in §307.E, must be placed on the
statewide inventory system. The term "moveable"
distinguishes this type of equipment from equipment
attached as a permanent part of a building or structure. The
term "property" distinguishes this type of equipment from
"supplies" with supplies being consumable through normal
use in no more than one year's time. All acquisitions of
qualified items must be tagged with a uniform state of
Louisiana identification tag approved by the commissioner
of administration and all pertinent inventory information
must be forwarded to the Louisiana Property Assistance
Agency director or his designee within 60 calendar days
after receipt of these items. In instances when equipment
must be installed and/or tested before acceptance by the
agency, the calendar days will begin upon official
acceptance by the agency.
type small mammals, must be recorded in the inventory
regardless of the value per animal. Animals acquired for
slaughter need not be placed on inventory. When an agency
acquires livestock by birth and determination is made that
such animals will be used for breeding, dairy, or
experimental purposes, the animals shall be included in the
inventory and noted as having been acquired by birth and
given an appraised fair market value. At each annual
inventory, the value of livestock acquired by birth and used
for breeding, dairy, or experimental purposes will be re-
appraised by the agency property manager and the
acquisition cost will be adjusted on the inventory in accord
with current fair market value. When an agency acquires
livestock by birth and determination is made that such
animals will be slaughtered for food, the animals shall not be
included in the inventory.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39.321 et seq.
HISTORICALNOTE: Promulgated by the Office of the
Governor, Division of Administration, Property Control, LR 2.241
(August 1976), amended LR 8.144 (March 1982), amended by the
Office of the Governor, Division of Administration, Property
Assistance Agency, LR 12:103 (February 1986), LR 26:2005
(September 2000), repromulgated LR 26:2284 (October 2000), LR
26:2788 (December 2000), LR 27:49 (January 2001), amended LR
28:481 (March 2002).
§309. Marking and Identifying Items of Property on
Inventory
A. Each item which meets the definition of items of
property to be inventoried (§307) must be identified with an
identification tag approved by the commissioner of
administration which shall bear a unique identification
number.
B. Agencies shall submit their requests for state of
Louisiana identification tags directly to Louisiana Property
Assistance Agency.
C. The agency property manager shall be responsible for
the tagging of property, location, identification of property,
and maintenance of property identification tags as prescribed
in these regulations.
B. Gifts of moveable property must be given a fair
market value as agreed upon between the donor and head of
the receiving agency and recorded in the inventory if the fair
market value is $1000 or more.
C. Agencies manufacturing moveable property for use
within the agency must determine the estimated cost based
on the cost of labor and materials and include such items in
the inventory provided that estimated cost is $1000 or more.
D. Livestock may be tagged in the ear with a metal tag
provided that tag number is set aside. If there is any type of
identification mark or tag already on the animal, such as
bangs, brucellosis, etc., such identification shall be entered
as the tag number provided the number has not been used
before.
D. Agencies which are eligible to receive federal surplus
property must place on inventory all items acquired from
Federal Surplus which would ordinarily be classified as
moveable property and which have an acquisition cost of
$1000 or more. The acquisition date will be the date of
acquisition by the state agency and the acquisition cost will
be the actual cost incurred by the state agency.
NOTE: There are federal regulations regarding
accountability for federal surplus property. State agencies
should contact the Federal Surplus Property section for
information regarding these regulations.
E. Livestock acquired for breeding, dairy, and
experimental purposes are classified as property and, with
the exception of fowl, and rodents, and any other similar
E. If the item cannot have a state of Louisiana
identification number placed on it for physical reasons, the
identification number should be set aside and the
identification number written on the item with indelible ink
(in case of items of cloth), or the number inscribed on the
item with a small engraving tool. Authorization must be
given in writing by the Louisiana Property Assistance
Agency director or his designee for any inventoriable item
which does not have a state identification mark due to
extenuating circumstances.
Title 34, Part VII
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:323, R.S. 39:326 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:229
(August 1976), amended LR 7:71 (March 1981), amended by
Office of the Governor, Division of Administration, Louisiana
Property Assistance Agency, LR 12:94 (February 1986), LR 15:832
(October 1989).
§311. Inventory of Property
utilize the second half of the Notification of
Inventory/Request for Printout to also request an annual
printout of the agency's inventory master file. Additional
requests will result in the assessment of a fee to cover costs.
D. The commissioner shall cause periodic observations
of inventories and examinations of records to be made and
shall cause reports submitted to the Louisiana Property
Assistance Agency to be compared periodically with records
of the agencies and with the physical property of the
agencies for the purpose of testing the completeness and
accuracy of inventories, records, and reports.
A. The agency property manager shall establish and
maintain a property location index which shall be used to
keep track of the location of property of the agency. The
agency property manager shall keep the property location
index for the agency current and shall submit to the
Louisiana Property Assistance Agency director or his
designee an up-to-date index each time a change or
modification is made in the index.
E. The head of the agency shall determine which of the
two methods of inventory shall be used by the agency
property manager in the annual physical inventory of the
agency's property. The agency property manager shall be
responsible for using the method determined by the head of
the agency to be the best for the operations of his agency.
Any procedure used other than the ones prescribed in these
regulations (§313.F and G) must have prior written approval
of the Louisiana Property Assistance Agency director or his
designee.
B. The agency property manager shall submit all
pertinent inventory information on items acquired by the
agency and defined in these regulations as items to be
inventoried. The means of submitting the information shall
be the Louisiana Property Control Transmittal form. These
forms may be obtained from the Forms Management Section
of the Division of Administration. This form shall be sent
monthly to the Louisiana Property Assistance Agency
director or his designee listing the transactions of the agency
for the month. The data submitted on the transmittal form
will be forwarded to the Baton Rouge Computer Center by
the Louisiana Property Assistance Agency director or his
designee, where it will be keypunched into the agency's
inventory master file.
F. InventoryProcedure
1. The agency property manager shall, under the
direction of the head of the agency, select the date(s) most
convenient to the operations of the agency, but not more than
12 months since the last annual physical inventory.
2. The agency property manager shall complete and
submit to the Louisiana Property Assistance Agency director
or his designee the Notification of Inventory/Request for
Printout at least 30 days prior to the date(s) inventory is
taken.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:324, R.S. 39:326 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:229
(August 1976), amended LR 7:71 (March 1981), amended by
Office of the Governor, Division of Administration, Louisiana
Property Assistance Agency, LR 12:94 (February 1986), LR 15:832
(October 1989).
§313. Annual Inventory Requirements
3. The agency property manager, under direction of
the head of the agency, shall designate the personnel who
will conduct the inventory by areas indicated in the agency's
property location index (§311.A).
4. A copy of the property location index shall be
provided to each of the persons participating in the physical
inventory. It shall describe the areas and the property
location code each person is to inventory.
5. The agency property manager shall provide each
person participating in the physical inventory a copy of the
state master file listing printout of inventory for the agency
covering the area or location to be inventoried.
A. The agency property manager shall conduct a
complete physical inventory of the property owned by the
agency each fiscal year and not more than 12 calendar
months since the last physical inventory. The agency
property manager is responsible for recording the true and
actual results of the physical inventory.
B. The agency property manager shall notify the
commissioner through the Louisiana Property Assistance
Agency director in writing 30 days prior to the date(s)
inventory is to begin. Agencies inventorying on a rotation
basis shall submit their schedule and shall notify the
commission through the Louisiana Property Assistance
Agency director of any changes to be made in that schedule.
The commissioner, Louisiana Property Assistance director,
or their representatives, may supervise or observe all or any
part(s) of any inventory.
6. The agency property manager shall instruct the
persons participating in the inventory on the method to be
used to:
a. identify and mark on the inventory listing the
items located;
b. mark clearly on the inventory listing the items
not located; and
c. conspicuously mark and report to the agency
property manager those items found without a property tag.
The agency property manager shall make a determination
that the items should or should not be tagged and submitted
C. Each agency property manager whose head of the
agency elects to use Inventory Procedure I (§313.F) shall
Title 34, Part VII
to the state master file listing of inventory for the agency
based on these regulations.
7. The physical inventory shall be taken on the date(s)
pre-selected. The agency property manager shall notify
Louisiana Property Assistance Agency director or his
designee if, for some unforeseen reason, it is necessary to
alter the date(s).
5. The agency property manager shall provide each of
the persons participating in the inventory with the Inventory
Procedure II form and instruct each concerning its use.
6. The agency property manager shall also instruct
those persons participating in the inventory on the method to
be used to enter the agency number, tag number, and
property location number of each item of property physically
located and to conspicuously mark and report to the agency
property manager those items found without a property tag.
The agency property manager shall make a determination
that the item should or should not be tagged and submitted to
the state master file listing of inventory based on these
regulations.
8. The agency property manager shall compile the true
results of the physical inventory and shall submit a
discrepancy report, (if applicable), to the Louisiana Property
Assistance Agency director or his designee with a copy to
the legislative auditor, containing all exceptions or
discrepancies found in relating physical inventory results
with the state master file listing of inventory for the agency.
9. The discrepancy report shall list each of the missing
items by agency, tag number, description, location,
acquisition date and acquisition cost, along with an
explanation of what is believed to have happened to the
items not located. The commissioner may cause an
investigation to be made upon receipt of a discrepancy
report, according to §301.B of these regulations.
7. The physical inventory shall be taken on the date(s)
selected. The Louisiana Property Assistance Agency director
shall be notified by the agency property manager if, for some
unforeseen reason, it is necessary to alter the dates.
8. The agency property manager shall reconcile each
of the completed true results on the Inventory Procedure II
forms with the state master file listing of inventory for the
agency.
10. Items not located during inventory for which there
is no explanation available as to their disappearance must be
retained on inventory and placed in a suspense location for
three years. The location must indicate the year in which the
item was first not located, (e.g., "9989"). During these three
years, efforts must continue to locate the missing items. If
items are relocated, the proper location is to be transmitted
for inventory purposes. If, after the third year missing items
are still not located, a request to remove from inventory as
"not located" may be submitted on a DABF-11 form (§501).
9. The agency property manager shall submit a
discrepancy report (if applicable) to the Louisiana Property
Assistance Agency director or his designee with a copy to
the legislative auditor, containing all exceptions or
discrepancies found in relating physical inventory results
with the state master file listing of inventory for the agency.
10. The discrepancy report shall list each of the missing
items by agency tag number, description, location,
acquisition date, and acquisition cost, along with an
explanation of what is believed to have happened to the
items not located. The commissioner may cause an
investigation to be made upon receipt of a discrepancy
report, according to §301.B of these regulations.
11. The agency property manager shall submit the
Certification of Annual Property Inventory to the Louisiana
Property Assistance Agency director or his designee with a
copy to the legislative auditor, after the physical inventory
and the state master file listing of inventory for the agency
have been reconciled according to the regulations.
11. Items not located during inventory for which there
is no explanation available as to their disappearance must be
retained on inventory and placed in a suspense location for
three years. The location must indicate the year in which the
item was first not located, (e.g., "9989"). During these three
years, efforts must continue to locate missing items. If items
are relocated, the proper location is to be transmitted for
inventory purposes. If after the third year missing items are
still not located, a request to remove from inventory as "not
located" may be submitted on a DABF-11 form (§501).
12. The agency property manager shall submit to the
Louisiana Property Assistance Agency director or his
designee the Certification of Annual Property Inventory after
the physical inventory results and state master file listing of
inventory for the agency have been reconciled in accordance
with these regulations. The agency property manager shall
submit a copy of the certification of annual property
inventory to the legislative auditor.
G. Inventory Procedure II
1. The agency property manager shall, under the
direction of the head of the agency, select the date(s) most
convenient to the operations of the agency, but not more than
12 months since the last annual physical inventory.
2. The agency property manager shall complete and
submit to the Louisiana Property Assistance Agency director
or his designee the Notification of Inventory/Request for
Printout of the state master file listing of agency inventory at
least 30 days prior to the date(s) inventory is to be taken.
3. The agency property manager, under the direction
of the head of the agency shall designate the personnel who
will conduct the inventory by areas indicated in the agency's
property location index (§311.A).
4. A copy of the property location index shall be
provided to each of the persons participating in the physical
inventory. It shall describe the areas and the property
location code each person is to inventory.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:324, R.S. 39:325, R.S. 39:326, R.S. 39:327, R.S. 39:328 and
R.S. 39:332.
Title 34, Part VII
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:232
(August 1976), amended by Office of the Governor, Division of
Administration, Louisiana Property Assistance Agency, LR 12:96
(February 1986), LR 15:832 (October 1989).
§317. Reports from Louisiana Property Assistance
Agency
2. Request for new classification code number,
§103.C.
3. Requisitions for state of Louisiana identification
tags, §309.B.
4. Request for authorization not to tag an item,
§309.E.
5. Copy of current agency property location index,
§311.A.
6. Louisiana Property Control Transmittal form -
month, §311.B.
7. Request for Louisiana Property Control Transmittal
forms, §311.B.
8. Thirty days notice prior to annual inventory,
§313.B.
9. Request for state master file listing of inventory
using Inventory Procedure I, §313.C.
10. Discrepancy report using Inventory Procedure I,
§313.F.8 and 9.
11. Certification of annual property inventory using
Inventory Procedure I, §313.F.11.
12. Request for state master file listing of inventory
using Inventory Procedure II, §313.G.2.
13. Discrepancy report using Inventory Procedure II,
§313.G.9 and 10.
14. Certification of annual property inventory using
Inventory Procedure II, §313.G.12.
15. Certification of annual property inventory using
Inventory Procedure II, §313.G.12.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:324, R.S. 39:325, R.S. 39:326 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:235
(August 1976), amended by Office of the Governor, Division of
Administration, Louisiana Property Assistance Agency, LR 12:100
(February 1986), LR 15:834 (October 1989).
§321. Acquisition by Transfer from State Surplus
Property
A. Surplus property from state agencies is normally
retained for the inspection of state agencies at least 45 days
before it is sold at public bid or auctioned or scrapped.
A. The agency property manager submits the Louisiana
Property Control Transmittal Form each month to the
Louisiana Property Assistance Agency listing the
transactions for the month. At least once each month, the
agency property manager will receive from Louisiana
Property Assistance Agency a report listing the property
acquisitions and changes submitted for the month (if any).
Eventually, this report will also include a listing of property
dispositions recorded for the agency on the state master file
listing for the respective month. This monthly report will
show the change in total acquisition value of inventory
accomplished for the agency by accepted transactions.
B. Agency Inventory Master File Report. This report
contains all the current and updated items on the state master
file listing of inventory for an agency and is received upon
request from the agency property manager to the Louisiana
Property Assistance Agency director. If many transactions
have occurred during a period of time, a special request may
be submitted for this report other than annually.
C. Inventory Classification Codes. The Louisiana
Property Assistance Agency director or his designee will
send, as deemed necessary by said director, an updated
listing of approved classification codes for items of
moveable property to all agency property managers of
record. Upon special request from the agency property
manager for this listing, a fee sufficient to cover costs will be
assessed to the agency.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:324, R.S. 39:326 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:234
(August 1976), amended LR 7:71 (March 1981), amended by
Office of the Governor, Division of Administration, Louisiana
Property Assistance Agency, LR 12:97 (February 1986), LR 15:834
(October 1989).
§319. Agency Reporting Requirements: Summary
A. Reports from Head of Agency
1. New agency or agency reorganizationCnotification
of new property manager and domicile, §301.A.
B. The purpose for displaying surplus and idle items at
the state surplus property warehouse is for transferring those
items to an agency where a need exists, thereby reducing
expenditures for additional items.
2. Request for more than one agency property
manager, §301.A.
3. Notificationwhenagency property manager ceases
to function/replaced, §301.B.
C. The agency property manager or his designated
representative shall select the item which the agency needs.
A value less than the expected price from public sale of the
item shall have been established for each item in the
possession of the State Surplus Property Unit of the
Louisiana Property Assistance Agency and the receiving
agency shall be billed for that value when the item has been
4. Notification when property is not located or
destroyed, etc., §305.D.
B. Reports from Agency Property Manager
1. Requestforagencycode numbers, §105.
Title 34, Part VII
received by the receiving agency. Payment to the Louisiana
Property Assistance Agency shall be within 30 days.
D. The agency property manager shall use the Louisiana
Property Control Transmittal form to input acquisitions by
transfer from State Surplus Property into the state master file
listing of agency inventory.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:324, R.S. 39:326, R.S. 39:330 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:235
(August 1976), amended by Office of the Governor, Division of
Administration, Louisiana Property Assistance Agency, LR 12:100
(February 1986), LR 15:834 (October 1989).
§323. Responsibility of the Division of Administration
Budget Office
A. The Division of Administration Budget Section shall
provide the Louisiana Property Assistance Agency with the
name and number of each new agency, each abolished
agency, and information concerning consolidation or other
change of status of any agency. The status change of an
agency shall also include those agencies that operate with
revolving funds as nonbudget units. This information shall
be provided on a timely basis so that the inventory of state-
owned property can be kept accountable.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:326 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:236
(August 1976), amended by Office of the Governor, Division of
Administration, Louisiana Property Assistance Agency, LR 12:100
(February 1986), LR 15:834 (October 1989).
§325. Regulations and Orders by the Commissioner
approval for any action until a copy if received by the
agency property manager with Section IICDivision of
Administration Use Only, completed and signed as
approved. Entries are to be made in type or print only,
except for signatures.
C. An approved State Property Transaction form BF-11
shall be used as the authority to sell, transfer, scrap,
dismantle, loan out or otherwise remove an item from the
state master file listing of agency inventory.
D. The disposition of the request is binding upon the
agency property manager. If it is different than that requested
by the agency property manager, the manager may proceed
to dispose of the item in the manner prescribed in Chapter 3
or request that the BF-11 be voided. Disapproval of the BF-
11 will require resubmittal of the item in the manner
prescribed by the Louisiana Property Assistance director or
his designee under the "Remarks" section.
E. The State Property Transaction form BF-11 must be
approved by the Louisiana property assistance agency
director or his designee prior to any transfer or disposition of
state owned property. The BF-11 is the request from an
agency property manager and is not, in any case, to be
considered an approval for any action until a copy is
received by the agency property manager with Section II-
Division of Administration Use Only, completed and signed
as approved. Entries are to be made in typed or print only,
except for signatures. In no case shall property be destroyed
prior to this approval. Requests to transfer or dispose of
computer equipment must be approved by the director of
State Purchasing or his designee prior to approval by the
Louisiana Property Assistance Agency director. Requests to
transfer or dispose of telecommunications equipment must
be approved by the director of the Office of
Telecommunications or his designee prior to approval by the
Louisiana Property Assistance Agency director.
A. The commissioner shall have power and authority to
make necessary and reasonable regulations and orders to
carry out the provisions of these regulations when it serves
the best interest of the state, in addition to specific
authorization contained in this Section.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:326 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:236
(August 1976), amended by Office of the Governor, Division of
Administration, Louisiana Property Assistance Agency, LR 12:101
(February 1986), LR 15:835 (October 1989).
Chapter 5. State Property
Disposition
F. No agency property manager or head of the agency
shall authorize the transfer of any items of surplus property
to the State Surplus Property Unit of the Louisiana Property
Assistance Agency without a prior approved BF-11 for each
item and a scheduled delivery date from the state surplus
property director or state auto
delivery/maintenance/operations director or their designees.
Items which arrive with unapproved BF-11s at the state
surplus property or state auto
delivery/maintenance/operations warehouses for disposition
will be returned to the shipping agency for proper
compliance to these regulations.
§501. Inventory Disposition Authority
A. No property of any agency shall be sold to any person
or legal entity or otherwise alienated, or be transferred,
assigned or entrusted to any other agency or to any officer or
employee of any other agency without the written
permission of the commissioner through an approved State
Property Transaction Form BF-11.
B. The BF-11 is the request from an agency property
manager and is not, in any case, to be considered an
G. The agency property manager must either see to the
delivery to the designated state surplus property warehouse
of items approved for transfer to surplus or contact the state
surplus property director or state auto
delivery/maintenance/operations director to schedule pickup
of these items. In either case, the property manager must
clearly mark each item with the BF-11 number by which the
item was approved for transfer. Items scheduled for pickup
must be located in an easily accessible area.
Title 34, Part VII
H. Whenever an agency property manager has
knowledge or reason to believe that any property of the
agency is lost, stolen, damaged, or destroyed through
vandalism, fire, windstorm, or other acts of God, he shall
immediately notify the head of the agency. The head of the
agency shall immediately notify the commissioner, through
the Louisiana Property Assistance Agency director or his
designee, and follow up with a written report. The Louisiana
Property Assistance Agency director or his designee shall
make an investigation and take necessary action as provided
for in R.S. 39:330.
manager must prepare an attachment indicating sub-numbers
for each item listed (exhibit 8). The first item listed should
be shown with the BF-11 number only (e.g., BF-11 Number
189171); the second item should be shown with the BF-11
number plus "01" (e.g., BF-11 Number 18917101); the third
item should be shown with the BF-11 number plus "02"
(e.g., BF-11 Number 18917102), etc.
4. The agency property manager shall enclose with the
BF-11 request for transferring vehicles and trailers to the
Louisiana Property Assistance Agency director or his
designee the following items.
I. A fee may be assessed to the receiving agency in
accord with established policies approved by the
commissioner governing the operations of the Louisiana
Property Assistance Agency.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:200.C, R.S. 39:326, R.S. 39:330, R.S. 39:330.1-2 and R.S.
39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:236
(August 1976), amended LR 7:71 (March 1981), amended by
Office of the Governor, Division of Administration, Louisiana
Property Assistance Agency, LR 12:101 (February 1986).
§503. State Property Transaction Form DABF-11
(Revised 4-85)
A. The BF-11 is the means of an agency receiving
written approval for the disposition of any and all items of
state property from the agency. Use only the latest revision
of the form BF-11.
B. The BF-11 is the request from an agency property
manager and is not, in any case, to be considered an
approval for any action until a copy is received by the
agency property manager with Section II-Division of
Administration Use Only, completed and signed as
approved. Entries are to be made in type or print only, except
for signatures.
a. Motor vehicle condition report DA121, revised
6-76 (exhibit 9).
b. Certificate of title (endorsed and notarized).
NOTE: Do not enter the receiver of title. The registration
certificate must be delivered with the vehicle when
transferred.
5. The agency property manager shall enter additional
remarks giving justification for requests to scrap, dismantle,
make an inventory adjustment, or remove as not located, and
identifying the condition of items to be transferred to surplus
or sold "as is, where is." Pictures must be attached for sale
"as is, where is" items, a police report for stolen items, and a
memorandum of justification for trade-ins.
6. The five digit agency number and tag number must
be entered in the required section. If the item(s) to be
disposed of is (are) not active on agency inventory, this must
be indicated in the remarks section of the BF-11 and an
appropriate classification code must be listed for each item.
7. The following headings on the information form
shall be completed for items active on agency inventory
utilizing the state master file listing of agency inventory:
a. serial number (up to 22 digits);
b. propertylocation;
c. acquisitiondate;and
C. The agency property manager shall enter the
originating date of the request.
D. Section I-Report and Evaluation
1. The agency property manager shall complete
(check) one of the boxes indicating his recommendation for
disposal of the item.
d. acquisitioncost.
8. The description of the physical storage location of
the item shall be explicit. The contact person and his
telephone number for pickup of transfer items shall be
entered by the agency property manager.
9. The section entitled "Reimbursement Request"
must be checked if applicable. Note: Specific documentation
may be required by Louisiana Property Assistance Agency
director or his designee showing the specific item was
purchased with participating federal funds and the
percentage, or with other funds requiring reimbursement,
prior to release of the reimbursement to the agency.
Normally, state agencies are not eligible for any
reimbursement for surplus property proceeds.
2. The agency property manager shall enter the
complete title and mailing address of the reporting agency
and the agency control number consisting of the five digit
agency number, a fiscal year number (e.g.,
"00,01,02,03,04,05,06, 07,08, or 09"), and the proper
sequence number of the respective BF-11 for that agency
(the first BF-11 for each fiscal year will be "00001," the
second will be "00002," etc.).
3. The common name of the article, the make and
model, and the manufacturer (if known) shall be completed.
The quantity of items for which disposition is requested on
this BF-11 must be noted. See §5O1.D concerning number
of items allowed per BF-11. When preparing one BF-11,
listing multiple items for disposition, the agency property
10. The designated section must be signed by the
agency property manager with his name and title typed or
printed.
E. Section II-Division of Administration Use Only
Title 34, Part VII
1. The disposition stated in this section is binding
upon the agency property manager. If it is different than that
requested by the agency property manager, the manager may
proceed to dispose of the item in the manner prescribed in
Chapter 3 or request that the BF-11 be voided. Disapproval
of the BF-11 will require resubmittal of the item in the
manner prescribed by the Louisiana Property Assistance
Agency director or his designee under the "Remarks"
section.
determined that certain items of property are of no use to the
agency or to the state.
B. Property transferred to the Louisiana Property
Assistance Agency of the Division of Administration may be
assigned for use in other agencies in accord with established
policies of the Division of Administration when the
commissioner deems it to be in the best interest of the state.
A fee may be assessed to the receiving agency in accord with
established policies approved by the commissioner
governing the operations of the Louisiana Property
Assistance Agency. Said property may, in accord with
Division of Administration policies and R.S. 39:330(b), be
sold to political subdivisions, municipalities, or religious,
charitable, or educational organizations when the
commissioner deems it to be in the best interest of the state.
To purchase such property, said subdivisions, municipalities
and/or organizations must:
2. Approval of a BF-11 form will constitute grounds
for deactivation of the listed property item(s) on the state
master listing of the agency's inventory. The item will be
deactivated on-line by Louisiana Property Assistance
Agency personnel. However, if property items designated for
transfer to surplus are later not available for such transfer or
if the agency property manager requests and approval is
given for voiding a BF-11, the affected property items will
be reactivated on the agency inventory.
F. Section III. This section is completed when the item is
received at the State Surplus Property warehouse. The
agency property manager must keep on file all BF-11s
completed in this section as evidence that responsibility for
the items listed has been transferred to State Surplus
Property.
G. SectionIV-ReceivingAgency
1.a. follow agency listing procedures established by
the Louisiana Property Assistance Agency director with the
approval of the commissioner;
b. place purchased items in use within the
subdivision, municipality, and/or organization within 90
days of purchase; and
c. maintain purchased items in use for subdivision,
municipality, and/or organizational purposes for at least 18
months from date of purchase.
2. Exceptions to this regulation in individual instances
require written approval from the Louisiana Property
Assistance Agency director or his designee. Purchasing
subdivisions, municipalities, and/or organizations shall make
available to Louisiana property assistance auditors upon
request all necessary records and documentation supporting
compliance with these requirements.
C. Property owned by the state for more than six months
and of no use to the state or agencies may be considered for
disposition to the public.
D. The LouisianaPropertyAssistance Agency director or
his designee may sell property "as is, where is" when it is
determined to be in the best economical interest of the state.
E. The Louisiana Property Assistance Agency director
shall deposit the proceeds from transfer or sale of property at
public bid to the Louisiana Property Assistance Agency
revolving fund.
1. For all BF-11s with disposition of interagency
transfer, the agency property manager for the reporting
agency must enter the name, full address (attention:
property manager) and agency property control number of
the receiving agency in Section IV of the BF-11. Once the
BF-11 has been approved and the receiving agency property
manager has acknowledged receipt of the item, Louisiana
Property Assistance Agency personnel will remit a copy of
the receipted BF-11 to the reporting agency property
manager to be kept on file as evidence of transfer of
responsibility for the item. A fee may be assessed to the
receiving agency in accord with established policies
approved by the commissioner governing the operations of
the Louisiana Property Assistance Agency.
2. For every BF-11 with disposition of transfer to
surplus or sale "as is, where is," this section is completed by
the State Surplus Property Unit of the Louisiana Property
Assistance Agency when the item is transferred to another
agency. The receipt of the receiving agency is completed by
the agency representative responsible for pickup of the item
where he physically receives the item on behalf of the
receiving agency.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:326, R.S. 39:330 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:237
(August 1976), amended LR 7:71 (March 1981), amended by
Office of the Governor, Division of Administration, Louisiana
Property Assistance Agency, LR 12:101 (February 1986).
§505. Disposition of State Moveable Property
1. Originating Purchase from any Percentage of
Participating Federal Funds. For equipment with a unit
acquisition cost of less than $1,000, the Louisiana Property
Assistance Agency will retain 20 percent of the proceeds
received from sale of the item and the percentage of the
remainder which corresponds to the percentage of federal
funding in acquisition of the item will be refunded to the
agency if the program is still active. There will be no refund
if the program has been discontinued. For equipment with a
unit acquisition cost of $1,000, or more, $100, or 10 percent
of the total sales, whichever is greater, will be retained by
the Louisiana Property Assistance Agency for handling
A. These regulations of the commissioner shall govern
the condemnation and disposition of state property when it is
Title 34, Part VII
expense and the remainder will be refunded to the agency.
Unless contractual or legal disposition requirements specify
otherwise, agencies will be reimbursed 80 percent of the
proceeds received by the Louisiana Property Assistance
Agency for any item originally purchased by other grants,
funds, etc., which require reimbursement.
NOTE: The agency's use of the reimbursed percentage of
federal funds must be documented for the legislative auditor.
2. Originating Purchase from State Revolving Fund.
The agency transferring the item shall be reimbursed at least
80 percent of the proceeds received by Louisiana Property
Assistance Agency for the item.
3. Sale of Farm Produce. The cost to the agency for
bid services rendered by Louisiana Property Assistance
Agency shall be up to five percent of the proceeds of the
sale.
those agencies which initiate data processing facilities for
this purpose to maintain and use those systems provided
those inventory systems can meet the requirements of R.S.
39:321-332 and these State Property Control regulations.
B. A prerequisite to receive written permission from the
commissioner through the Louisiana Property Control
Assistance Agency director is that the existing system must
be integrated into other systems within the agency through
data processing interfaces and not be a "stand alone" system.
"Stand alone" inventory systems shall be converted to the
state Property Control System. The Office of Information
Services of the Division of Administration shall make that
determination through an examination of those agencies
which apply to the commissioner through the Louisiana
Property Assistance Agency director for permission to
continue to use their own data processing facilities for
agency inventory control.
4. SaleofState-OwnedTimber. The cost to the agency
for bid services shall be up to five percent of the proceeds of
the sale.
C. Those agencies which receive written permission to
utilize their own data processing facilities for inventory
control are excluded from utilizing the Louisiana Property
Control Transmittal form.
5. As an exception to the general state property
disposition regulations, state agencies may sell their
livestock at any authorized public auction or sale. A BF-11,
any documentation pertaining to the sale, and a check for the
full amount of the sale proceeds, should be sent to the
Louisiana Property Assistance Agency immediately after the
sale. The livestock will then be removed from the state
master listing of inventory for the agency if such is required.
D. These regulations must be met in full unless the head
of the agency applies to the commissioner through the
Louisiana Property Assistance Agency Director for a specific
exclusion from a requirement and receives written
permission from the commissioner when he deems it to be in
the best interest of the state.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:321, R.S. 39:326 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:240
(August 1976), amended by Office of the Governor, Division of
Administration, Louisiana Property Assistance Agency, LR 12:103
(February 1986), repealed and repromulgated, LR 15:836 (October
1989).
§703. Agency Inventory Master File Interface
A. Those agencies which receive written permission
from the commissioner through the Louisiana Property
Assistance Agency director to utilize their own data
processing facilities for inventory control shall coordinate
through the Office of Information Services of the Division of
Administration and complete the following conversion
programs for transferring the agency master file information.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:326, R.S. 39:330 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:239
(August 1976), amended LR 7:71 (March 1981), LR 7:265 (May
1981), LR 9:412 (June 1983), amended by Office of the Governor,
Division of Administration, Louisiana Property Assistance Agency,
LR 12:102 (February, 1986), LR 15:835 (October 1989).
§507. Regulations and Orders by the Commissioner
A. The commissioner shall have power and authority to
make necessary and reasonable regulations and orders to
carry out the provisions of these regulations when it serves
the best interest of the state, in addition to specific
authorizations contained in this Part.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:326 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:240
(August 1976), amended by Office of the Governor, Division of
Administration, Louisiana Property Assistance Agency, LR 12:103
(February 1986), LR 15:836 (October 1989).
Chapter 7. Agencies with Integrated
Inventory Control Systems and
Miscellaneous Exceptions
§701. Qualifications
B. If the agency has not previously listed inventory on
the Louisiana Property Assistance System, the agency shall
transfer to the Division of Administration, Louisiana
Property Assistance Agency Inventory Control System at the
Baton Rouge Computer Center the agency's inventory
master file with the same data and field length as required
when using the Louisiana Property Control Transmittal form
through a computer tape-to-tape conversion. If the agency
has previously listed inventory on the Louisiana Property
Assistance System, Louisiana Property Assistance Agency
will provide the agency with a computer tape of inventory to
be used in establishing the agency system.
A. The commissioner shall have the authority to allow
certain agencies which have utilized their own data
processing facilities for their inventory control systems and
C. Each subsequent month, the agency shall submit a
like formatted computer tape showing all acquisition and
Title 34, Part VII
change transactions for the preceding month involving the
agency inventory master file. Each acquisition/change
transaction tape must be submitted in the format approved
by Louisiana Property Assistance Agency.
D. Disposition and removal of items from inventory may
only be accomplished by submission and approval of a BF-
11. (§501)
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:321, R.S. 39:326 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:241
(August 1976), amended LR 8:144 (March 1982), amended by
Office of the Governor, Division of Administration, Louisiana
Property Assistance Agency, LR 12:103 (February 1986), repealed
and repromulgated, LR 15:836 (October 1989).
§705. Inventory Classification Code System
A. All state agencies shall utilize the inventory
classification code system established by the Louisiana
Property Assistance Agency director or his designee for the
coded numbers which identify each item of inventory. Any
agencies currently not utilizing the Louisiana Property
Assistance Agency inventory classification code system
shall convert the items on the agency inventory master file to
said classification code system. This conversion shall be
coordinated by the Office of Information Services between
the agency and the Louisiana Property Assistance Agency.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:321, R.S. 39:326 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:241
(August 1976), amended LR 8:144 (March 1982), amended by
Office of the Governor, Division of Administration, Louisiana
Property Assistance Agency, LR 12:103 (February 1986), repealed
and repromulgated, LR 15:836 (October 1989).
§707. Reporting Requirements
A. The head of the agency and the agency property
manager(s) shall comply with the reporting requirements of
these regulations with the exception of §311.B, §319.B.6.-7,
which relate to the use of the Louisiana Property Control
Transmittal form. This form will not be used when an
agency has received permission in writing to utilize their
own data processing facilities. Computer tapes will be
submitted on a monthly basis instead of the transmittal form.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:321, R.S. 39:326 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:241
(August 1976), amended by Office of the Governor, Division of
Administration, Louisiana Property Assistance Agency, LR 12:104
(February 1986), repealed and repromulgated, LR 15:836 (October
1989).
§709. Nonexclusion from State Property Control
Regulations
for consideration. Any exclusion from these regulations must
be approved in writing by the commissioner.
AUTHORITY NOTE: Promulgated in accordance with
R.S.321, R.S. 39:326 and R.S. 39:332.
HISTORICAL NOTE: Promulgated by Office of the Governor,
Division of Administration, Property Control Section, LR 2:241
(August 1976), amended by Office of the Governor, Division of
Administration, Louisiana Property Assistance Agency, LR 12:104
(February 1986), repealed and repromulgated LR 15:837 (October
1989).
Chapter 9. Noncompliance
§901. Penalties
A. The commissioner shall have power and authority to
make necessary and reasonable regulations and orders to
carry out the provisions of these regulations when it serves
the best interest of the state. The commissioner shall have
the authority to invoke any and all of the following actions
when agencies are found to be in noncompliance with these
regulations.
1. Call in the good faith performance bonds of the
respective property managers.
2. Take action to restrict or require acquisition of
movable property only on approval of the commissioner
until compliance with the movable property regulation is
completed.
3. Revoke or restrict purchasing authority for movable
property.
4. Contract, at the expense of the agency in
noncompliance, the resources necessary to resolve the
compliance problem.
AUTHORITY NOTE: Promulgated in accordance with R.S.
39:321 et seq.
HISTORICALNOTE: Promulgated by the Office of the
Governor, Division of Administration, Property Control, LR 2:241
(August 1976), amended LR 8:144 (March 1982), amended by the
Office of the Governor, Division of Administration, Property
Assistance Agency, LR 12:103 (February 1986), LR 12:677
(October 1986), LR 15:830 (October 1989), LR 17:266 (March
1991).
A. These regulations, effective February 20, 1986,
Chapters 1-7, (§§101-709) supersede all previous regulations
and exceptional permissions, both written and verbal. Any
exclusion request shall be submitted to the commissioner,
through the Louisiana Property Assistance Agency director,
Title 34, Part VII