Motor Vehicle Inventory - DUE March 15

UNCLAS SECTION 01 OF 02 STATE 007247 FOR MANAGEMENT OFFICERS AND GENERAL SERVICE OFFICERS SIPDIS E.O. 12958: N/A TAGS: ATRN AMGT APER KSEP SUBJECT: Motor Vehicle Inventory - DUE March 15 REF: 08 State 17479 STATE 00007247 001.2 OF 002 ¶1. Summary. All Management Officers and General Services Officers are responsible for ensuring that their post's motor vehicle inventory is complete, accurate, submitted on time, and agrees with the information in ILMS. While a majority of posts do so, a number of posts have not. The Under Secretary for Management is committed to ensuring full and accurate submissions of all motor vehicle inventories. We call on our post management teams to re-double your efforts to make sure these MV inventory submissions are accurate. We must work together to avoid receiving a "material weakness" by Department auditors in 2010 as we unfortunately did in 2009. End Summary. ¶2. The Motor Vehicle Office will work intensely with posts to ensure inventories are submitted correctly and on time. These inventories are essential to the Department's financial statement which is prepared by the Resource Management Bureau. A detailed inventory timeline is outlined below. ¶3. The Department received a material weakness for its property management in FY 2009. It is important to remember that receiving a clean audit report with no material weakness is essential for advocating for more resources. Motor vehicles are the most visible of the Department's capitalized assets overseas and have been the most problematic. In 08 State 017479, Under Secretary Kennedy gave each post the responsibility to conduct and maintain its MV inventory in ILMS. In that message the Under Secretary laid out repercussions for posts and bureaus that do not comply with the Department's inventory requirements. Post managers should review that message. ¶4. The Department is prepared to provide substantial assistance to help post reconcile its motor vehicle inventory. Offices will be dedicated to helping post maintain and correct its inventory include MV Desk Officers, RM Property Accounting, and ILMS Help Desk personnel. =========== January 26, 2010 =========== ¶5. Post Management Officers, GSOs, Motor Vehicle Accountable Officers (MVAO) and Bureau Post Management Officers have or will shortly receive emails from their MV Desk Officer with a copy of last year's post- submitted(FY-2008) inventory, a snap shot of post's �0A;January 2010 ILMS MV on-hand inventory report, and instructions to complete and certify the FY-2009 inventory. The Motor Vehicle Accountable Officer (MVAO) and the Motor Pool Supervisor should make sure they have ILMS logons. If not, they should send an email to ILMS@state.gov and motorvehicle program@state.gov. Post has 17 days to reconcile these two inventories and report to MV whether problems remain with the 2010 snap- shot or to certify that the inventory is correct and complete. Reconciliations should include, but are not limited to the following items: a) Post must confirm that all Program, ICASS, INL, and DS vehicles present at post have been received and put into service correctly in ILMS. b) The MVAO must also confirm that all disposals authorized by MV have taken place and proceeds of sale have been returned to the Department through post's financial management office. c) All vehicles acquired through transfer or donation to ICASS should have receipt dates, in-service dates, and fiscal data entered into ILMS (fiscal data can be obtained though RM/GFS/F/AO/WCP/PA by sending an email to the personal property mailbox - personalproperty@state.gov and motorvehicleprogram@state.gov). d) Post must confirm that all locally purchased ICASS and Program-funded vehicles are entered into ILMS, received and put into service. e) Post must check the data entry on all vehicles (including DS) vehicles to make sure receipt dates STATE 00007247 002.2 OF 002 and in-service dates are correct. Accurate cost data must include invoice costs, armoring costs, and transportation and shipping costs. f) MV and A/LM/PMP will not accept any inventory submissions with pen and ink markings. All changes and updates to a post's inventory must be performed in ILMS and a clean report run to submit along with MVAO and appropriate officer signatures. ¶6. Post MV inventories are constantly changing. Thus, ensure that the inventory list posts prints and submits matches the status of the vehicle inventory on the date that the Motor Vehicle Accountable Officer signs and certifies the document. ¶7. Fleet managers must be aware that just submitting an accurate inventory once a year does not meet the requirements of good management controls. Inventory management is a process -- not a task -- and to be successful at it, post needs to enter data all year long as vehicles are received and disposed of at post. SEPTEL will explain these procedures in more detail. ============= February 22, 2010 ============= ¶8. All posts should have reconciled last year's inventory submission with the January 2010 snapshot by February 22, 2010 and reported the results back to their MV Desk Officer. MV will contact posts to resolve discrepancies and discuss other issues as required. If a post has not reconciled their inventory by this date and not contacted their Desk Officer, MV will notify the regional bureau Executive Director. ¶9. The MV office, ILMS help desk personnel, and RM Property Accounting will work diligently with posts to get clean and accurate inventory submissions for this inventory cycle. =========== March 15, 2010 =========== ¶10. State, ICASS, DS, INL, and OBO motor vehicle inventories are due by COB, March 15, 2010. Posts can send a PDF version of the signed report motorvehicleprogram@state.gov. While this date is the deadline for inventory reports, the Department will accept early inventory submissions. ¶11. We require your management leadership and oversight to ensure the Department receives a clean audit. If we all do our part during this inventory, we can expect no less than a very positive result from this year's financial review process. If you need more information on how to approach this effort, please send an e-mail to Motorvehicleprogram@state.gov with your questions. A/LM/OPS/SL/MV Ed Jeter, EAP, NEA/SCA, jeterel@state.gov Tawana Mack, WHA, macktr2@state.gov Yolanda Ross-Brown, EUR, rossyg@state.gov Ben Sanders, AF, sandersb@state.gov Russell Baum, Branch Chief, baumra@state.gov A/LM/PMP Regional Monitor Charles Chavez, EUR and INL, chavezCS@state.gov Keith Flynn, AF and DS, flynnKF@state.gov Kristian Houck, WHA, houckKJ@state.gov Lan N. Nguyen, EAP, nguyenL2@state.gov Wanda Washington, NEA/SCA, washingtonWM@state.gov ¶12. Minimize Considered CLINTON