Property Data Creation

GSAXcess® will display this screen when you have selected "Create Property Report Data", the first item on the "Report Property Menu" or the Report Property hypertext link on every GSAXcess® banner. Use this screen for reporting property, on-line, in GSAXcess®

Session Time Out Notice

GSAXcess® will display a timeout notice when the system has been idle for 60 minutes. If the system times-out when you have a "Create Property Report" in progress, the data will automatically be saved. Upon login, the system will display a message giving you the opportunity to complete, skip, or delete the saved "Create Report" information. If you are in "Create Report" and wish to save the data and come back and resume at a later time, Click the "Save and Menu" to save the data and return to the Main Menu or "Save and Quit" to save the data and be returned to the GSAXcess® login page. Upon login, the system will display a message giving you the opportunity to complete, skip, or delete the saved "Create Report" information.

Item Control No

First, type the Item Control Number. This number is made up of your 6 position Activity Address Code, followed by the 4 position current Julian date, followed by a 4 position Serial Number of your choosing and finally an optional Serial Number Suffix.

Upload Pictures

GSA encourages the submission of photos to aid in the reutilization and donation of federal excess/surplus personal property. Digital or scanned photos of federal excess personal property that have been reported as excess can be submitted online by clicking the "Upload Multiple ICN Pictures" hypertext to the right of the Item Control Number or by clicking the "Upload Multiple ICN Pictures" hypertext on the Main Menu under Report Property. By clicking on the "Upload Multiple ICN Pictures" hypertext, complete instructions are provided to guide you through the upload process. Pictures will be viewable immediately upon upload. All pictures must comply with Picture Taking guidelines and if submitting by batch or manually with Photo Naming Conventions The Upload Multiple ICN Pictures function will resize and rename the picture for you. A complete description of picture taking guidelines can be found under Frequently Asked Questions, #7, How Should Pictures Be Submitted for Display on GSAXcess®. For further assistance, contact gsaxcess@gsa.gov

Submitting Pictures for Display

Digital or scanned photos of federal excess personal property that have been reported as excess can also be submitted by the reporting activity by email or courier to be displayed in GSAXcess®. GSA strongly encourages our customers to upload pictures by the online upload function. For assistance, call your GSA Area Property Officer for a walk through. Once the agency has reported the item as excess, photos should be sent to GSA as soon as possible. For further assistance, contact gsaxcess.pictures@gsa.gov

Warehouse Location: (For State Agency for Surplus Property customers only):

Select the warehouse location from the dropdown menu. The warehouse location is the property location. If you warehouse is not listed, you may add the information in the property location field for this record. For future items, send gsaxcess@gsa.gov a message listing all the property location information and the warehouse number if there is more than one.

Reporting Agency Address

This is the mailing address of the Point of Contact. It may be the same address as the Property Location but both sections on the form must be filled in. To save the time of typing this address each time you report property, GSAXcess® has pre-filled the Reporting Address that corresponds to the Activity Address Code. If this is not correct, you can also click the Reporting Agency Address hypertext link to go to the "Select Reporting Agency Address" screen where you can enter and store addresses for future use or type over with a new address.

Point of Contact

The person who will be available to answer questions about the reported property. This person may also be the Property Custodian, but both sections of the form must be filled in. To save the time of typing this Point of Contact data each time you report property, click the Point of Contact hypertext link to go to the "Select Point of Contact Information" screen where you can enter and store data for future use. The Notify Point of Contact when Available for Sale box is always pre-checked when creating a new property record. If the user wants to de-select, click on the box preceding The Notify Point of Contact.

Property Location

This is the actual location address of the property. It may be the same address as the Reporting Agency but both sections on the form must be filled in. To save the time of typing this address each time you report property, GSAXcess® has pre-filled the Property Location that corresponds to the Reporting Address. If this is not correct, you can also click the Property Location hypertext link to go to the "Property Location Address" screen where you can enter and store addresses for future use or type over with a new address.

Property Custodian

The person responsible for the property at its Property Location. If the property is transferred or donated, this is the person who will receive a copy of the transfer order documentation. This person may also be the Point of Contact, but both sections of the form must be filled in. To save the time of typing this Property Custodian data each time you report property, click the Property Custodian hypertext link to go to the "Select Property Custodian" screen where you can enter and store data for future use. The Notify Property Custodian when Available for Sale box is always pre-checked when creating a new property record. If the user wants to de-select, click on the box preceding The Notify Property Custodian.

Special Instructions

From Contractor Inventory, Exchange/Sale Property, Overseas, and To be sold by GSA, select those instructions that apply.

Overseas property:Overseas property means personal property assets that are not located in any of the 50 states comprising the United States (U.S.), its five territories, or the District of Columbia. U.S. territories include:

• Puerto Rico
• Virgin Islands
• American Samoa
• Guam
• Commonwealth of Northern Marianas

Federal Asset Sales Center

The Federal Asset Sales Initiative (eFAS) is one of the E-Gov initiatives established in the President's Management Agenda. Beginning in 2007, all agencies will use an approved sales center to sell their surplus personal property. Currently, there are two approved personal property sales centers that agencies can choose from to sell general government surplus property - - General Services Administration (GSA) or the United States Department of Agriculture (USDA-CEPO) and two sales centers that agencies can use to sell forfeited and abandoned property - - Department of Treasury and Department of Justice. Agencies will be able to request a waiver from the use of a Sales Center, through the Federal Asset Sales Central Planning Office once the final rule on Sales of Property, FMR 102-38, is published. That regulation will include information about obtaining waivers.

  • GSA (All commodities and locations nationwide)
  • USDA - CEPO (Limited to property located within the Washington, D.C. metropolitan area)
  • DOI/AMD (Limited to aircraft and aircraft parts only. FSG 15 )
  • Dept of Treasury/IRS Vehicle Sales (Limited to passenger vehicles)
  • Approved Waiver (This item is covered by a waiver from GSA OGP and is not required to be sold via a Sales Center)
  • Legislative and Judicial Branches ( Not required to use eFas Sales Centers)
  • If you select GSA, then when the property item completes GSAXcess screening and if no Federal Agency or State selects the property, it will be sold through the GSA Sales Center. The system automatically presets to be sold by GSA. GSA can sell all commodities in all locations nationwide. The Agency Location Code is a mandatory field if you select to be Sold by GSA.

    To be sold by USDA - CEPO, the property must be located in the District of Columbia metropolitan area.

    To be sold by DOI/AMD, the property is limited to aircraft and aircraft parts, FSG 15.

    To be sold by Department of Treasury/IRS, the property is limited to passenger vehicles.

    If you select Approved Waiver, then control of the item will be returned to the Agency for disposal or sale. If you have any questions about obtaining a waiver, please email the Federal Asset Sales Central Planning Office at fasplanningoffice@gsa.gov.

    To select Legislative and Judicial Branches, your Agency must be a Legislative or Judicial branch Agency. These Branches are not required to use eFas Sales Centers and at end of screening the control of the property will be returned to the Agency.

    Property Type

    Property Type is intended to assist the user in identifying the property being reported using the Regular Utilization and Donation Screening or Exception Process, in terms of its reimbursability, and in terms of the user's intent to retain sales proceeds.

    You must select either the Regular Utilization and Donation Screening or Exceptions category.

    REGULAR UTILIZATION AND DONATION SCREENING OPTIONS

    To select Regular Utilization and Donation Screening, you must select one of the three radio buttons:

    EXCEPTIONS OPTIONS

    To select Exception options, you must select one of the four radio buttons

    NUO OR APO HYPERLINKS

    Clicking on the NUO or APO hypertext will direct you to information pages where you can find the contact information for your National Utilization Officers (NUO) and Area Property Officers (APO) respectively.

    Agency Location Code

    An 8 position field, this optional field applies if GSA will be selling the property for you after GSAXcess® screening has been completed.

    Appropriation or Fund To Be Reimbursed

    This is a code directing where the sale proceeds are credited. It is a required field if Reimbursement is required.

    Agency Bureau

    A required field, positions 1 & 2 are the numeric code for the Agency. Positions 3 & 4 indicate the Bureau Code within the specific agency. If there is no Bureau Code, positions 3 & 4 can be filled in with "00".

    Agency Control Number

    Optional, this is an internal control number pertinent to your agency.

    Federal Supply Class or National Stock Number

    The complete NSN is preferred if available, but a minimum of the FSC (first 4 positions) is required. Use the Federal Supply Class hypertext link to view an alphabetized by description Federal Supply Class List or to see a detailed listing of FSC descriptions click on this link: Federal Supply Classification or Department of the Army H2 Hand Book

    Special FSC's

    Aircraft - FSC's 1510 and 1520

    If you enter FSC's 1510 or 1520 the system will display mandatory reporting fields for aircraft as shown in the example below:

    Aircraft Information

    Manufacturer: A required field, the manufacturer of the property. For example, Boeing, Cessna.

    Manufacture Date: A required field, the date of manufacture entered MM/DD/CCYY.

    Model: A required field. Enter the model name. Example: 737-200; 182-Q.

    Serial Number: A required field. Enter the serial number.

    All other input fields are yes or no answers. If you select "yes" in some instances, you are required to select one or more explanations.

    For FSG 16; FSG 17; and FSC's 2620, 2810, 2915, 2925, 2935, 2945, 2995, 4920, 5821, 5826, 5841, 6340, 6610, 6615, the manufacturer, manufacture date, and model are mandatory fields.

    Computers (FSG Group 70)

    If you enter FSCs 7010, 7020, 7021, 7022, 7025, 7030, 7035, 7040, 7042, 7045, or 7050 the system will display additional reporting fields for computer equipment as shown in the example below:

    Computer Data Sheet

    If you enter FSCs 7010, 7021, 7025, or 7035, it is required that you select input information for Hardware Type, Equipment Type, and Make fields from a drop down menu. When you enter any of the above FSC's, the system will automatically direct you to the master dropdown screen to make the appropriate selections.

    Hardware Data Sheet

    By making a selection in each dropdown box, the system will display your selection with a "Select" button in the Options column. Click on the select button, which will redirect you to the Report Property Screen and automatically fill in all the data you selected.

    You can also click on the hypertext links beside each input box on the Report Property screen to go to the dropdown selection screen. The Model and Processor fields are required fields for FSC's 7010, 7021, and 7035.

    If you enter FSCs 7020, 7022, 7030, 7040, 7042, 7045, or 7050, the system pre-fills Hardware Type, Equipment Type, and Make fields with the word "Other".

    Processing Speed, RAM, and Hard Disk Size fields are optional.

    Hard Disk Status is a required entry for 7010, 7021, and 7035. The choices are: Sanitized; Not Sanitized; Removed; or Degaussed. You must choose one of these choices. Sanitization removes sensitive information from storage media in a manner that gives assurance that the information cannot be recovered by keyboard or laboratory attack. Not Sanitized means that the hard drive contents could be compromised. Removed means that the equipment has no hard drive. Deguassing renders any previously stored data on magnetic media unreadable by keyboard or laboratory attack.

    Is Equipment For Computers For Learning (CFL)? This question is automatically selected to the "Yes" radio button. This means that the equipment will be made visible to registered schools and non-profit educational organizations for seven days before transferring to the GSAXcess® system for regular excess screening. If you don't want your computer equipment to undergo Computers For Learning screening and want the computer equipment to go directly to GSAXcess® screening, click the "No" radio button.

    Trailer Information

    If the FSC is 2330 and the Agency code is 70 (DHS), then a pop-up box will appear with mandatory fields requesting specific information listed below:

    Body Style: A required field, select appropriate Body Style from the dropdown box. The choices are Travel Trailer, Mobile Home or Other. If Travel Trailer is selected an additional choice must be selected: Awning and/or Slide Out or Neither.

    Make, Model, Model Year, and VIN are described elsewhere in this help screen.

    Length (in feet): The length of the travel trailer or mobile home in feet to include the tongue.

    Bar Code: FEMA assigned bar code.

    For Mobile Homes, these additional fields are required: Number of Axles, Number of Bedrooms, Number of Bathrooms and Wind Zone.

    Wind Zone : the Wind Zone code choices are 1, 2, 3. A wind zone code is the code that is given at manufacture that designates the miles per hour wind speed that your unit can withstand. Zone 1 is 90% of the United States. Zone 3 is all the states along the Eastern and Gulf Coast. See https://www.manufacturedhousing.org/lib/showtemp_detail.asp?id=203&cat=technical for a United States wind zone map and descriptions.

    Is this vessel 50 feet or over?

    If you enter a Federal Supply Classification that begins with 19 the system displays a pop-up that asks, "Is this vessel 50 feet or over?" Note that when you select Yes or No in the pop-up, you must click the Submit button on the pop-up for the data to be inputted. If you answer "yes" that the vessel is 50 feet or over, then the system will display mandatory reporting field for vessels as shown in the example below:

    Vessel Information

    Name of Vessel:A required field, the name of the Vessel.

    Manufacturer:A required field, the manufacturer of the property. For example, Evinrude.

    Manufacture Date:A required field, the date of manufacture entered MM/DD/CCYY.

    Model:A required field. Enter the model name. Example: Bowrider.

    Hull ID Number:A required field. Enter the hull ID number.

    Length:The length of the vessel. Enter the measurement.

    Beam:The breadth of the vessel. Enter the measurement.

    Draft:The depth of the vessel's keel below the waterline. Enter the measurement.

    All other input fields are yes or no answers. If you select "yes" in some instances, you are required to select one or more explanations.

    Vehicles (FSC's 2310 and 2320)

    If you enter an FSC of 2310 or 2320, a pop-up with the following fields will display. All of these fields are mandatory when reporting 2310 or 2320.

    Vehicles Information

    Transmission Type: A required field, Automatic or Manual.

    Agency Class: An optional field, reserved for DHS reporting.

    Tag: An optional field for the license plate information.

    Number of Cylinders:A required field, it is 2 positions. e.g., ,02, 03, 04, 06, 08, 10, 12.

    Model Year: A required field, enter the CCYY year of the model; e.g., 1994

    Fuel Type: A required field, select appropriate Fuel Type from the dropdown box.

    Body Style: A required field, select appropriate Body Style from the dropdown box.

    Vehicle Identification Number (VIN): A required field, the full VIN number is 20 positions long. If entered, a minimum of the first 11 positions is required.

    Make: A required field, the brand name of the property.

    Model: A mandatory field if your FSC is 2310 or 2320. Enter the model name. Example: Impala, Taurus.

    Estimated Mileage: A required field, the Estimated Mileage of the vehicle, round tenths of a mile to the nearest whole mile.

    Color: A required field with the following choices:

    Color Gradient: Optional field with selections of Light, Medium, and Dark.

    Make

    Brand name of the property. If your property item is an FSC 2310 or 2320, the system will pre-fill the Model Name that you entered in the Vehicle Pop-Up input box on the Report Property Screen.

    Model

    Brand name's "Model Name" of the property. If your property item is an FSC 2310 or 2320, the system will pre-fill the Model Name that you entered in the Vehicle Pop-Up input box on the Report Property Screen.

    Item Name

    The Noun Name of the property. The Noun Name is automatically pre-filled by the system when you select the FSC from the FSC list. A minimum of 3 positions must be entered. Special characters are not allowed.

    Weapons List

    If your property is a weapon with FSC's of weapons (1005 or 1010), the Weapons List name is required. Click on the Weapons List hyperlink and choose the appropriate weapons standard name by clicking on the "Select" box to the right of the appropriate weapons name. The weapons name will be prefilled in the weapons name input box.

    Special Description Code and Text (Weapons)

    Special Description Code is an industry code that supplements the property description. If your property is a weapon with FSC's of weapons (1005 or 1010), the Serial Number is required. When the FSC's are entered the system will display a Serial Number input box for capture of the serial number. Other Special Description Text is the clear text of industry code. Supply this field if the item has a special designation recognized by industry. Some examples include the Cage Code and Dunn's Number. Enter the code and its corresponding text. If the Special Description is not a weapon as described above, these are optional fields.

    Quantity

    A required field, the number of units of issue of property available. Be sure that the Quantity and the Original Acquisition Cost are based upon one (1) Unit of Issue.

    Unit of Issue

    A required field, the way that the property is sold in units. You can click the Unit of Issue hypertext link to view a list of current Unit of Issue Codes. Be sure that the Quantity and the Original Acquisition Cost are based upon one (1) Unit of Issue.

    Original Acquisition Cost

    A required field, the original or estimated price for one (1) Unit of Issue Be sure that the Quantity and the Original Acquisition Cost are based upon one (1) Unit of Issue.

    Total Acquisition Cost

    A read ONLY field, the total acquisition cost for the entire amount of reported property. If the Total Acquisition Cost equals seven digits, a pop-up will appear to remind you to check your Original Acquisition Cost (for one unit of property) and Quantity to be sure that they are correct. For example, if ten units times an original acquisition cost of one unit is greater than $999,999.00, a pop-up will appear. Be sure that the Quantity and the Original Acquisition Cost are based upon one (1) Unit of Issue.

    Fair Market Value

    An optional field, but it is helpful if the property is Reimbursable or Exchange/Sale. Provide your estimate of the property's value.

    Condition

    Required, these terms equate to the former Condition Codes:
    New/Unused: 1
    Usable: 4
    Repairable: 7
    Salvage: X
    Scrap: S

    Hazardous

    This field is preset to "No". If your property is Hazardous Material or Hazardous Waste you should indicate so here.

    Flight Safety Critical Aircraft Part

    This field is preset to "Blank". Set the radio button to "E" if the item is a FSCAP hardened for nuclear warfare or "F" if it is a FSCAP.

    Drop After Internal Screening

    Select "Yes" to drop from GSAXcess® after the internal screening period, otherwise leave the setting at "No". This field instructs GSA to either delete the item from GSAXcess® after the internal screening period (Yes), or allow the item to continue to excess screening after internal screening is complete (No). If your agency does not use GSAXcess for internal screening, contact your agency's National Utilization Officer to sign up for this service from GSA.

    Demilitarization Code

    The Demilitarization Code is a mandatory field. Click the hypertext Demilitarization link to view the selections : A - Demilitarization not required
    B - Demilitarization not required, Trade Security Controls required
    C - Remove and/or demilitarize installed key point(s), or lethal parts, components, and accessories
    D - Demilitarize by mutilation to preclude restoration or repair or, if authorized, by burial or deep water dumping
    E - Demilitarize based on instructions furnished by DOD Demilitarization Program Office
    F - Demilitarize based on instructions furnished by Item/Technical Manager
    G - Demilitarize and declassify or remove any sensitive markings
    P - Same as Code G, above, but for Security classified items
    Q - Demilitarization not required, Strategic List item controlled by the Dept. of Commerce, subject to Export Administration regulations

    Manufacturer

    The name of the property manufacturer. (Optional)

    Date Manufactured

    The date the property was manufactured. The date entered must be in month, day and year format, with two(2) characters for the month and day and four(4) characters for the year: MMDDCCYY. (Optional)

    Acquisition Date

    The date the property was purchased when new. The date entered must be in month, day and year format, with two(2) characters for the month and day and four(4) characters for the year: MMDDCCYY. The Acquisition Date must be greater than the Date Manufactured. (Optional)

    Excess Release Date

    The Excess Release Date (ERD), or date when the internal screening cycle ends is utilized for AAMS/EADS/IADS Internal users and will be calculated for you if your agency uses GSAXcess® for internal screening. The ERD date is not visible unless you are an AAMS/EADS/IADS user or GSA user with an Agency Bureau Code of 4709. For USDA AAMS, the system pre-fills the ERD date for Exchange/Sale records to 3 days. The ERD is equal to the report date for agencies that do not utilize internal screening.

    Surplus Release Date

    The Surplus Release Date represents the end of the GSAXcess® cycle. It is the date that screening ends and that excess property becomes surplus property (eligible for donation). If you leave this field blank, GSA will compute the date for you based on current policy; i.e., twenty-one(21) days from the report date.

    Property Description

    A required field, this is where you describe the property. The more complete the description, the better the chance of someone selecting your property and not needing to contact you before doing so.

    Report Property Option Buttons:

    Print Report - Clicking this button will take you to a printable "Personal Property Report". This report displays the data you submitted for your property item. Printing a copy gives you a record of your work. Note that clicking the "Report" button simultaneously "Submits" your property record. Upon returning from the "Personal Property Report" screen to the "Property Report Data Creation" you will see a message to this effect: "Master Record Added - - Serial Number = 9999".

    More Items & Retain Common Data only - By clicking this button you are submitting the property record just completed and you are beginning a new record that contains the "Common" data of the record just completed. The cursor will bring you to a point mid-way through the screen, where the AAC & Julian Date portions of the Item Control Number are displayed. From here you will enter a new serial number and proceed down the screen, entering the data for your next item. You will not have to re-enter any of the (common) data that appears before the cursor.

    More Items & Redisplay All Data - This feature also submits the completed property record. It begins a new record containing all of the data from the previous record. The cursor will bring you to the same point as above, mid-way through the screen, where the AAC & Julian Date portions of the Item Control Number are displayed. From here you will enter a new serial number. You may then type over any data that needs changing.

    Submit - Click this button to submit a completed property record when none of the above options are needed.

    Back - Use this button to go to Menu screen.

    Help - Use this button to view the Help Screen.