GSAXcess Frequently Asked Questions
- What is GSAXcess®?
- How is GSAXcess® used?
- Who uses GSAXcess®?
- Is a password or other security information needed to log-on to GSAXcess®?
- How do I get help using GSAXcess®?
- How do I find a particular FSC commodity category in GSAXcess®?
- How should pictures be submitted for display on GSAXcess®?
- What is a Supplementary Address Code?
- How to obtain a Supplementary Address Code?
- What is Reutilization Transfers Donation 2 (RTD2) Blue Light?
- How do I request items through Reutilization Utilization Donation (RTD2) - Blue Light?
- Which agencies' National Utilization Officers provide User ID codes for GSAXcess?
- How do I obtain an Activity Address Code (AAC)?
1. What is GSAXcess®?
GSAXcess® is the customer interface to the Federal Disposal System. GSAXcess® is a totally web enabled platform that eligible customers use to access all customer functions: reporting, searching and selecting property.
GSAXcess® provides agencies with a means of electronically reporting their unrequired personal property to GSA. GSAXcess® is also used as a source of supply for customers seeking property that has been reported and is available for transfer. Agencies can search GSA's inventory through a process known as screening, and they can request property for transfer by selecting specific items.
2. How do I use GSAXcess®?
GSAXcess® provides agencies a means of electronically reporting their unrequired personal property to GSA. GSAXcess is also used as a source of supply by customers seeking property that has been reported and is available for transfer.
Agencies can search GSA's inventory through a process known as screening and select property for transfer by requesting specific items.
3. Who uses GSAXcess®?
The property system is available to federal agencies, authorized nonfederal recipients and surplus customers. Nonfederal recipients are activities that receive excess property through a federal sponsor but are, themselves, neither a federal agency nor a donee. For example, a federally recognized Indian tribe sponsored by the Department of Interior's, Bureau of Indian Affairs qualifies.
Surplus customers include state and local government agencies, nonprofit educational and public health activities, including programs for the homeless, and more. The State Agencies for Surplus Property (SASP) advise applicants of eligibility requirements and procedures to be followed in acquiring federal surplus personal property.
4. Do I need a password or other security information to log-on to GSAXcess®?
Yes, visit GSAXcess® Entry Guidelines for detailed information.
5. How do I get help using GSAXcess®?
Refer to the GSAXcess® User Guide under User Guides on this page. Also, any of the Area Property Officers or Personal Property Management Offices can offer assistance. Registered users, reference pages on each GSAXcess® screen.
The "GSAXcess® Practice Login" can be used to enter as many trial transactions desired without the worry of corrupting the database. If access is denied to the GSAXcess®, practice using the assigned access code and password, contact the GSAXcess® XCESS Help Desk by email email@example.com or call (866) 333-7472.
6. How do I find a particular FSC commodity category in GSAXcess®?
Property available for screening and selecting is organized into customer-friendly commodity groupings to improve the screening process. The commodity groupings are built based on the Federal Supply Classification (FSC) assigned to each item reported in GSAXcess® to review the listing of the FSCs that make up each commodity category.
7. How should pictures be submitted for display on GSAXcess®?
View Photograph Entry Guidelines for complete instructions.
8. What is a Supplementary Address Code?
A Supplementary Address Code is a six-digit Activity Address Code (AAC) that identifies the ship-to address. A supplementary address code is required only when selecting Recycling Control Point (RCP/Depot) property and not when selecting DKA Disposition Services property. The activity's AAC cannot be used to select property in GSAXcess®, which is at the RCP/Depot. The user must use the supplementary address code.
It is especially important for federal agencies to ensure that the Supplementary Address Code entered in GSAXcess® is linked to the correct ship-to address, because DoD pays for the shipping cost of RCP items frozen by federal agencies and non-federal recipients. However, the cost of re-shipping because the supplementary address code was entered incorrectly or loaded with the wrong ship-to address will be billed to the select activity.
9. How do I obtain a Supplementary Address Code?
Supplementary addresses for RCP property for federal agencies are normally your Activity Address Code (AAC) that is entered in your User ID profile. If that AAC matches the address you want it shipped to, then enter that AAC. If not, contact your AAC POC to request a new AAC for that address and use that for your supplementary address code. Your AAC would only differ if you have one Central reporting location and many property locations. You can find your AAC POC for your Agency at Frequently Asked Question number 13.
10. What is Reutilization Transfers Donation 2 (RTD2) Blue Light?
This procedure applies only to military property located at DLA Disposition Service Sites. It does not apply to property reported by civilian agencies.
Blue Light -- also known as RTD2 -- is the two day screening period that takes place after the period of GSA allocation. As such, it is the Thursday and Friday that follow the Surplus Release Date (SRD).
The specific problem addressed by Blue Light occurs when a federal agency is allocated and transferred property by GSA and fails to pick it up. At that point, the federal agency must notify GSA that it no longer wants the item so GSA can cancel the requisition. Upon cancellation, GSA will allocate the item to another customer, if there were any activities that processed the item through checkout in GSAXcess® and showed interest in the item prior to the transfer.
If there are no indications of interest in GSAXcess® and the 21-day screening period has passed, then the DLA Disposition Service sends the item through the disposal process again. This begins with Department of Defense internal screening. The item will not appear in GSAXcess® the second-time around because it is a duplicate Item Control Number and is rejected by the system when resent to GSA.
At the end of this 21-day screening, the item rolls over to RTD2 for a final screening period of two days prior to going to sales. Federal and state agencies then have the opportunity to screen Blue Light property and acquire it through GSAXcess®.
11. How do I request items through Reutilization Utilization Donation (RTD2) - Blue Light?
For this to happen, eligible activities must first know that the property is in Blue Light.
This can be done by visiting the DLA Disposition Services site (http://www.dispositionservices.dla.mil/drmo/Pages/default.aspx) and searching for property in RTD2 status.
The federal and state agency must then inform GSA of its interest in the item so it can be recalled from History and made visible to GSA customers in GSAXcess®.
Blue-Light property will be allocated on a first-come, first-serve basis. There will be no secondary allocations if the first freeze customer cancels.
Blue Light procedures are:
- Customer (computer or physically) screens property in RTD2.
- Customer calls the GSA Allocating Office of property location with the Item Control Numbers (ICNs) they have selected and the item is in RTD2.
- GSA Allocating Official (AO) recalls the item(s) from History.
- GSA AO asks the customer to place the item in their shopping cart and process it through checkout in GSAXcess®.
- GSA AO allocates the items.
- The allocation must be done by close of business Friday.
- GSA AO can determine the Transfer Control Number (TCN) for federal agencies and public airports from the ICN, or the AO can ask the customer to call back with the TCN after they process the item through checkout.
- States furnish the TCN to the GSA allocating office at the time they phone GSA to indicate interest in Blue Light items, or the AO can ask the customer to call back with the TCN after they process the item through checkout.
- GSAXcess® generates the Transfer Order, transmits it real time to the customer approving official, and transmits a MILSTRIP to DAISY.
- Customer signs the Transfer Order and returns it to the originally contacted AO -- this may not be the GSA person listed on the transfer order.
- AO signs the transfer order, faxes it back to the customer with a copy to the accountable DRMO, and creates a requisition transaction in GSAXcess®.
- In some cases, the accountable DLA Site may not be where the transferred property is physically located.
- Important: The AO faxes a copy of the Transfer Order to the accountable DLA Site by close of business Friday. In the event that the MILSTRIP is not received in time and is rejected by DAISY, the fax copy of the Transfer Order can hold the property.
- Customer coordinates and presents the signed copy of the Transfer Order to the DLA Site at time of pickup (the pickup period is no later than 19 days from the date of allocation).
12. Which agencies' National Utilization Officers provide User ID codes for GSAXcess?
The following agencies must process their access requests through their National Utilization Officer (NUO):
- Federal Aviation Administration;
- National Aeronatics and Space Administration;
- U.S. Air Force's Civil Air Patrol;
- U.S. Bureau of Indian Affairs;
- U.S. Bureau of Land Management;
- U.S. Bureau of Prisons;
- U.S. Bureau of Reclamation;
- U.S. Coast Guard;
- U.S. Department of Agriculture;
- U.S. Department of Commerce (NOAA);
- U.S. Department of Energy;
- U.S. Department of Homeland Security;
- U.S. Department of Justice;
- U.S. Department of Treasury;
- U.S. Fish & Wildlife Service;
- U.S. National Parks Service;
- U.S. Marshals Service; and
- U.S. Veterans Affairs.
13. How do I obtain an Activity Address Code (AAC)?
To obtain or change an AAC, contact your agency's AAC Point of Contact. To locate your agency's point-of-contact:
- Go to www.gsaadvantage.gov and select the "Help" hypertext located in the upper right corner;
- From the available options on that new page, select the "Payment and Billing" section;
- Under "Paying for your Orders" select the link next to "Need an AAC/DoDAAC?";
- Military and Civilian customers can then open the relevant list of agency points-of-contact.