FAR 45.602-3—Screening.
Plain-English Summary
FAR 45.602-3 explains the screening process for excess government property before it is finally disposed of, and it sets the timing, sequence, and special handling rules that apply once a plant clearance officer accepts an inventory disposal schedule. It covers standard screening, including the 46-day screening period, the contracting agency’s first 20 days of internal screening, GSA’s role in interagency transfer and donation screening, and the requirement to submit revised schedules and SF 120 (or an electronic equivalent) to GSA. It also addresses what happens when an intra-agency transfer request arrives during screening, and it lays out special screening rules for special tooling and special test equipment, printing equipment, non-nuclear hazardous materials, hazardous wastes, classified items, and nuclear materials. In practice, this section is the roadmap for deciding whether excess property should be reused within the agency, transferred to another Federal agency, donated, or otherwise disposed of, and it helps ensure property is handled lawfully, efficiently, and in the proper order. It matters because screening is the government’s primary mechanism for maximizing reuse and minimizing unnecessary disposal, while also protecting safety, security, and statutory controls for sensitive property categories.
Key Rules
Screening starts on acceptance
The screening period begins when the plant clearance officer accepts the inventory disposal schedule. At that point, the officer determines whether standard or special screening applies and initiates the screening actions.
Standard screening lasts 46 days
Standard screening runs for 46 days total. The first 20 days are for the contracting agency’s internal screening, followed by concurrent Federal agency and donation screening through day 41, with days 42 through 46 reserved for GSA donation allocation.
Agency gets first screening opportunity
During days 1 through 20, the contracting agency screens the property for other agency use, transfer of educationally useful equipment to other Federal agencies, and transfer of educationally useful equipment to schools and nonprofit organizations if no Federal agency needs the property. Excess personal property meeting FAR 45.603 conditions may be abandoned, destroyed, or donated to public bodies.
GSA receives revised schedules by day 21
No later than the 21st day, the plant clearance officer must send GSA four copies of the revised schedules and SF 120, or an electronic equivalent. This moves the property into the broader Federal screening and donation process.
Interagency transfers are first-come
From days 21 through 41, GSA normally honors transfer requests on a first-come, first-served basis. If a request is approved, GSA regional office must promptly send the plant clearance officer an approved transfer order with shipping instructions.
Donation screening follows Federal screening
Donation screening also occurs during days 21 through 41, but property is not available for allocation to donees until screening is complete. Days 42 through 46 are reserved for GSA to make donation allocations.
Withdrawals need GSA approval
If an intra-agency transfer request is received during the screening periods in paragraph (a)(2), the plant clearance officer must ask GSA for approval to withdraw the item from the inventory disposal schedule.
Special tooling and test equipment
Special tooling and special test equipment without commercial components follow the standard screening procedures, but DoD and NASA property in this category may be screened for reutilization only within those agencies.
Special test equipment with commercial components
If the agency has no further need and the contractor has not expressed interest, the plant clearance officer forwards the schedule to GSA. If the contractor wants to use the property on another Government contract, the contracting officer for that contract must concur before accountability is transferred; otherwise the request is denied and screening continues. If contractor-acquired or produced property is not needed elsewhere and no one else wants it, it may be sold to the contractor or subcontractor at acquisition cost.
Printing equipment has special routing
All excess printing equipment must be reported to the Public Printer, Government Publishing Office, after agency screening. If the Public Printer does not need it within 21 days, the agency sends the report to GSA for further screening and donation processing.
Hazardous, classified, and nuclear items
Non-nuclear hazardous materials, hazardous wastes, and classified items are screened under agency procedures, and non-nuclear hazardous materials must be reported to GSA if the agency has no requirement. Nuclear materials must be screened under NRC-related controls, and the rule identifies by-product material, source material, and special nuclear material categories.
Responsibilities
Plant Clearance Officer
Accept the inventory disposal schedule, determine whether standard or special screening applies, initiate screening actions, submit revised schedules and SF 120 or electronic equivalents to GSA by day 21, request GSA approval to withdraw items when intra-agency transfer requests arise during screening, and forward schedules to GSA or other required offices when special screening rules apply.
Contracting Agency
Use the first 20 days to screen excess property for internal reuse, transfer of educationally useful equipment to other Federal agencies, and transfer of educationally useful equipment to schools and nonprofit organizations when no Federal agency needs the property.
GSA Regional Office
Receive screening reports and revised schedules, honor interagency transfer requests on a first-come, first-served basis through day 41, issue approved transfer orders with shipping instructions, and make donation allocations during days 42 through 46.
Contracting Officer
For special test equipment with commercial components, concur or not concur with proposed contractor use on another Government contract; if concurrence is given, transfer accountability to the receiving contract. The contracting officer also supports proper disposition decisions when contractor interests are involved.
Contractor or Subcontractor
Annotate the inventory disposal schedule if interested in using or acquiring special test equipment with commercial components, and may acquire contractor-acquired or produced property at acquisition cost if no other party expresses interest during screening.
Other Federal Agencies
Express needs for educationally useful equipment or other excess property during screening so GSA can process transfers on a first-come, first-served basis.
Public Printer, Government Publishing Office
Review excess printing equipment after agency screening and indicate whether the equipment is needed within 21 days before the agency forwards the report to GSA.
Agency Property/Disposal Personnel
Apply agency procedures for hazardous materials, hazardous wastes, classified items, and nuclear materials, and ensure items subject to NRC or other special controls are screened and reported under the correct regime.
Practical Implications
The timing is critical: missing the day-21 submission to GSA or mishandling the 46-day sequence can delay disposal, transfer, or donation and create compliance problems.
Contractors should annotate the inventory disposal schedule promptly if they want to keep or reuse special test equipment; if they do not, they may lose the opportunity to acquire it.
Property with special controls cannot be treated like ordinary excess property. Printing equipment, hazardous materials, classified items, and nuclear materials each have separate routing or screening requirements that must be followed exactly.
Interagency transfers are competitive and time-sensitive, so agencies and GSA need accurate descriptions and fast processing to avoid losing a needed item to another requestor.
A common pitfall is assuming donation can happen before screening is complete; under this rule, donation allocation is not available until the screening process has run its course and GSA has completed allocation.
Official Regulatory Text
The screening period begins upon the plant clearance officer’s acceptance of an inventory disposal schedule. The plant clearance officer shall determine whether standard or special screening is appropriate and initiate screening actions. (a) Standard screening . The standard screening period is 46 days. (1) First through twentieth day-Screening by the contracting agency . The contracting agency has 20 days to screen property reported on the inventory disposal schedule for: other use within the agency; transfer of educationally useful equipment to other Federal agencies that have expressed a need for the property; and transfer of educationally useful equipment to schools and nonprofit organizations if a Federal agency has not expressed a need for the property. Excess personal property, meeting the conditions of 45.603 , may be abandoned, destroyed, or donated to public bodies. No later than the 21st day, the plant clearance officer shall submit four copies of the revised schedules and Standard Form (SF) 120 , Report of Excess Personal Property, or an electronic equivalent to GSA (see 41 CFR 102-36.215 ). (2) Twenty-first through forty-sixth day (21 days concurrent screening plus 5 days donation processing).- (i) Screening by other Federal agencies . GSA will normally honor requests for transfers of property on a first-come-first-served basis through the 41st day. When a request is honored, the GSA regional office shall promptly transmit to the plant clearance officer an approved transfer order that includes shipping instructions. (ii) Screening for possible donation . Screening for donation is also completed during days 21 through 41. Property is not available for allocation to donees until after the completion of screening. Days 42 through 46 are reserved for GSA to make such allocation. (3) Screening period transfer request . If an agency receives an intra-agency transfer request during the screening periods described in paragraph (a)(2) of this section, the plant clearance officer shall request GSA approval to withdraw the item from the inventory disposal schedule. (b) Special screening requirements.- (1) Special tooling and special test equipment without commercial components . Agencies shall follow the procedures in paragraph (a) of this section. This property owned by the Department of Defense (DoD) or the National Aeronautics and Space Administration (NASA) may be screened for reutilization only within these agencies. (2) Special test equipment with commercial components.- (i) Agencies shall complete the screening required by paragraph (a) of this section. If an agency has no further need for the property and the contractor has not expressed an interest in using or acquiring the property by annotating the inventory disposal schedule, the plant clearance officer shall forward the inventory disposal schedule to the GSA regional office that serves the region in which the property is located. (ii) If the contractor has expressed an interest in using the property on another Government contract, the plant clearance officer shall contact the contracting officer for that contract. If the contracting officer concurs with the proposed use, the contracting officer for the contract under which the property is accountable shall transfer the property’s accountability to that contract. If the contracting officer does not concur with the proposed use, the plant clearance officer shall deny the contractor’s request and shall continue the screening process. (iii) If the property is contractor-acquired or produced, and the contractor or subcontractor has expressed an interest in acquiring the property, and no other party expresses an interest during agency or GSA screening, the property may be sold to the contractor or subcontractor at acquisition cost. (3) Printing equipment . Agencies shall report all excess printing equipment to the Public Printer, Government Publishing Office, 732 North Capitol Street, NW, Washington, DC 20401, after screening within the agency (see 44 U.S.C. 312). If the Public Printer does not express a need for the equipment within 21 days, the agency shall submit the report to GSA for further use and donation screening as described in paragraph (a) of this section. (4) Non-nuclear hazardous materials, hazardous wastes, and classified items . These items shall be screened in accordance with agency procedures. Report non-nuclear hazardous materials to GSA if the agency has no requirement for them. (5) Nuclear materials . The possession, use, and transfer of certain nuclear materials are subject to the regulatory controls of the Nuclear Regulatory Commission (NRC). Contracting activities shall screen excess nuclear materials in the following categories: (i) By-product material . Any radioactive material (except special nuclear material) yielded in or made radioactive by exposure to the radiation incident to producing or using special nuclear material. (ii) Source material . Uranium or thorium, or any combination thereof, in any physical or chemical form; or ores that contain by weight one-twentieth of 1 percent (0.05 percent) or more of uranium, thorium, or any combination thereof. Source material does not include special nuclear material. (iii) Special nuclear material . Plutonium, Uranium 233, Uranium enriched in the isotope 233 or in the isotope 235, any other material that the NRC determines to be special nuclear material (but not including source material); or any material artificially enriched by any nuclear material.