VZCZCXRO7258
RR RUEHIK
DE RUEHC #7247/01 0251713
ZNR UUUUU ZZH
R 251706Z JAN 10
FM SECSTATE WASHDC
TO ALL DIPLOMATIC AND CONSULAR POSTS COLLECTIVE
RUEHTRO/AMEMBASSY TRIPOLI 2330
RUEHPU/AMEMBASSY PORT AU PRINCE 0512
RUEHRY/AMEMBASSY CONAKRY 3250

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