C12.6.1. Definition. EP is that quantity of non-lethal property in possession of a Department of Defense (DoD) component that exceeds the quantity required or authorized for retention by that component.

C12.6.2. Authority. Per 10 USC 2557, DoD is authorized provision of nonlethal, excess supplies for humanitarian relief purposes.

C12.6.3. Program Description. The DoD EP Program is managed by DSCA and refers to non-lethal EP made available to donate for Humanitarian Assistance (HA) and disaster relief purposes. EP donations typically include furniture, medical and school equipment and supplies, vehicles (e.g. fire trucks, ambulances), tools, and construction equipment. Defense Security Cooperation Agency (DSCA) has one continental U.S. (CONUS) EP warehouse in Albany, Georgia and two outside the continental U.S. (OCONUS) warehouses located in Livorno, Italy and Okinawa, Japan, respectively. Oversight of warehouse operations is executed by the DSCA Warehouse Manager located in the CONUS warehouse. Warehouse personnel process, refurbish, store, arrange, and track transportation of the property.

C12.6.3.1. DoD EP provided pursuant to the authority of 10 USC 2557 must be transferred to the Secretary of State, typically via the U.S. Embassy (or the Ambassador’s designated representative), which is responsible for distribution to the intended recipient, normally through a host nation (HN) government ministry, charitable organization, or an NGO/IO that supports the population on behalf of the HN government. The DoD EP Program enables the transfer of such property in a manner that ensures quality control and proper coordination, and that is consistent with legal and policy requirements.

C12.6.3.2. Acquiring EP. In order for property to be declared in excess, DoD components must turn over unneeded property to a Defense Logistics Agency (DLA) Disposition Services (formerly known as DRMS/DRMO) for screening and processing prior to EP designation. For specific information on the DLA Disposition Services process refer to DOD 4160.21-M, "Defense Materiel Disposition Manual."

C12.6.3.2.1. A DD Form 1348-1A, DoD Single Line Item Release/Receipt Document, generated (manually or electronically) by the component effectively turns property in to DLA Disposition Services and removes items from the books of the organization to those of DLA, after which it can undergo the EP declaration process. Declaration is accomplished when the requesting DSCA EP Warehouse completes required actions to verify the subject EP is authorized and available for donation. The warehouse coordinates with the DLA Disposition Services office accountable for the subject EP and generates duplicate DD Forms 1348-1A that contain DSCA’s DoD Activity Address Code (DODAAC), a distinctive code assigned to identify specific units/organizations. This action transfers the property to DSCA’s EP account, which may then be shipped and transferred to the receiver via a transfer document prepared by the Combatant Command (CCMD) or subordinate project manager.

C12.6.3.2.2. Items are not required to be physically moved for the DD Form 1348-1A to take effect. Property will be processed as “receipt in place” when DLA Disposition Services is physically unable to accept the property (due to regulation or other restrictions). However, a DD Form 1348-1A is still generated on the property even though it is not physically moved.

C12.6.3.2.3. Authorized non-lethal DoD EP (established on DLA Disposition Services accountability records) must be acquired by the DoD EP Warehouses prior to the property’s transfer as a relief donation. The requesting DSCA EP Warehouse ensures verification of EP item availability and coordinates with DLA Disposition Services for transfer of asset accountability and transport to the appropriate warehouse. EP transfer from DLA Disposition Services to DSCA will occur via DD Form 1348-1A. Once property accountability is assumed by DSCA, the property will be shipped and transferred to the appropriate DSCA warehouse for inspection, maintenance, and storage.

C12.6.3.2.4. When an asset is identified as part of a HA project, the asset will be transferred to the Department of State (DoS) at the time of execution before being donated to the HN (or other receiving entity), as required by statute. The CCMD EP Program Manager, or identified project manager, will monitor and coordinate all transfer requirements, to include the completion of appropriate documentation. Overseas Humanitarian, Disaster and Civic Aid (OHDACA) funds may be used for transportation expenses associated with the movement of EP to the final destination within the recipient country. EP may be donated using a “wash post” method, in which the requesting DSCA EP Warehouse assumes accountability for items at the location where they were declared EP, such as an overseas DLA Disposition Services office, and releases the items to the DoS representative through whom the EP will be transferred. This method gives the EP Warehouse flexibility in acquiring and transporting EP for donation because it does not require the physical transport of EP items to warehouse. Instead, the requesting EP Warehouse can generate duplicate DD Form 1348-1As and coordinate with DLA Disposition Services to ship the property from the EP’s location to the intended recipient. The EP Warehouse may submit a letter of authorization for a CCMD EP project manager (or designated representative), to withdraw the property from DLA Disposition Services, on the requesting DSCA EP Warehouse’s behalf, for shipment to a recipient country. This “wash post” method of acquiring EP is particularly useful when EP is needed to fulfill an emergency requisition such as for a disaster relief operation, or is already located in the AOR, enabling shipment to be expedited. However, the “wash post” method does not eliminate the requirement for proper record keeping of all transactions surrounding the transfer, to include filling all associated documentation in OHASIS. “Wash post” items must be examined and verified that they are in good, useable condition.

C12.6.4. Program Process. Major program and project elements of EP Program include the selection, screening, pre-positioning, storage, refurbishment, and shipment of EP.

C12.6.4.1. EP project nomination, coordination, and approval are conducted in the same manner as addressed in Section C12.3.6.4., Project Nomination, with a few noted exceptions. All EP projects must be approved by DSCA. Approval is subject to the availability of requested EP as identified in the pick list generated by the warehouse as well as development and review of transportation costs. The pick list identifies which items, of those requested in an EP project, are available for donation. The DSCA EP Warehouses will not take any action on a project nomination until the CCMD has concurred with and submitted the project to DSCA. No items will be shipped until DSCA has approved the project in OHASIS. Actual shipping dates will be coordinated between the CCMD and the warehouse, and notated in OHASIS.

C12.6.4.2. The SCO or designated DoD implementing project manager should still seek and document concurrence from the USAID Mission Director or his/her designee in OHASIS prior to EP project approval. Interagency coordination should occur early in the EP project identification process.

C12.6.4.3. EP projects can be stand-alone or conducted in conjunction with HA and Humanitarian and Civic Assistance (HCA) projects. For example, a school building may be repaired or renovated via an HA or HCA project, and then stocked with furniture and supplies via an EP project. Regardless of implementation, EP project nominations must describe how DoD goals and objectives will be met and the humanitarian need being addressed.

C12.6.4.4. EP item quantities and availability vary depending on EP Warehouse ability to identify and acquire EP. It is important that SCO representatives or DoD EP implementing project managers coordinate with the DSCA EP Warehouse Manager via the CCMD EP PMs regarding EP supply prior to making commitments to a HN.

C12.6.4.5. The recipient of donated EP items must be an authorized DoS representative who will take control of the EP and be responsible for its distribution to the HN recipient. The CCMD EP Program Manager (PM) coordinates with this representative, the EP Warehouse, and DSCA to provide oversight of EP item transfer. All costs associated with the transfer of EP are covered by OHDACA and funding for EP shipment is executed by DSCA. DSCA’s Transportation Programs that may be used for the shipment of EP are addressed in Section C12.7.

C12.6.4.6. The CCMD EP PM must provide the EP shipment address of the Embassy along with the final destination address. The property transfer document (accessed via OHASIS) must be signed by DoS and maintained as part of the project record in OHASIS.

C12.6.4.7. EP items are donated with no warranties, guarantees, or post-donation support, and are not intended for resale by the recipient. EP can be donated to the military only if it will be used by a military unity with a mission, such as search and rescue, that directly benefits the civilian population.

C12.6.4.8. Guidance for EP during FDR is addressed in Section C12.9.

C12.6.5. Reporting Requirements. DSCA is responsible for the Congressional reporting requirement for the EP Program as described in Section C12.5.5., pursuant to 10 USC 2561. EP transportation costs must be closely tracked.