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
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