General Services Administration
State Agency Monthly Donation Report of Surplus Property, GSA Form 3040
3090-0112
Justification – Part A Supporting Statement
Overview of Information Collection:
This justification supports clearance of an extension without change to an existing information collection. There are no program changes.
Need & Method for the Information Collection.
GSA Form 3040 is required by 41 CFR 102-37.360 in order to evaluate State agency performance in carrying out their donation responsibilities in a fair and equitable manner and to ensure State agencies are effectively distributing property transferred to them by GSA.
Use of Information.
The 3040 reports are used by GSA Zonal Offices in their State agency reviews to evaluate State agency performance in carrying out their donation responsibilities. Data provided by State agencies is also used by GSA Central Office representatives to report to Congress, OMB, and federal working groups on the value and purposes for which donated property has been acquired by donees.
Use of information technology.
The GSA Form 3040 is now collected electronically by the property management computer system – GSAXcess®. State Agencies for Surplus Property need only enter the receipts and property donations by category on a quarterly basis.
4. Non-duplication.
The 3040 report is the only means of collecting this information; we solely depend on the submission of this report by the State agencies to collect this information.
5. Burden on Small Business.
Not applicable – Small businesses or other small entities do not report 3040 data.
6. Less Frequent Collection.
The quarterly reports are required by GSA to track trends, donation activity, as well as for cross-referencing and defining other reports for the purpose of overseeing the Donation Program. Without this data, the Federal government would not have visibility of the types of donees that have received surplus property nor be able to ensure States are distributing property equitably amongst eligible recipients.
7. Paperwork Reduction Act Guidelines
Not applicable – Federal Management Regulation 102-37.360 requires submission of the 3040 Report on a quarterly basis. Frequencies for less than quarterly would not provide GSA with the timely information needed for effective program overview and control.
8. Consultation and Public Comments.
A 60-day notice published in the Federal Register at 90 FR 4743 on January 16, 2025. No comments were received.
A 30-day notice published in the Federal Register at 90 FR 15005 on April 7, 2025.
9. Gifts or Payment.
Not applicable.
10. Privacy & Confidentiality.
No assurance of confidentiality is provided.
11. Sensitive Questions.
No questions of a sensitive nature are asked.
12 & 13. Burden Estimate.
Estimates were obtained through discussions with selected respondents on the time required to collect, prepare, and transmit the information on the form. There are currently 56 State agencies, each of which are required to submit four reports each year. It takes an administrative assistant about a half hour to assemble reports and input figures. It takes about an hour to review and analyze information. Annual cost to the respondents is unknown. Collection processes and administrative procedures impacting the cost vary for each State Agency.
Estimated respondents/yr.………………………………………..56
Number of responses/respondent……………………………..x 4
Total responses annually ………………………………….…....224
Estimated hours/response ………………………………....... x 1.5
Estimated total burden hours ………………………………..….336
14. Estimated cost to the Government.
Estimated annual cost to the Federal Government. The Federal cost has been estimated at $5,025.44. It was calculated as follows, based on the wages of GSA’s Office of Personal Property Management, Utilization and Donation Division, nationwide average employee salary who take a total of approximately 0.5 burden hours to process each form:
Reviewing Time/hr 0.5
Responses/year x 224
Review Time/year 112
Total Government Cost $5,025.44
15. Reasons for changes.
There are no program changes.
16. Publicizing Results.
The 3040 reports are posted on a GSA-hosted website that compiles GSAXcess report data, used only by GSA employees for internal purposes. The data is analyzed on a quarterly basis and used to evaluate State agency performance in carrying out their donation responsibilities. The data can be shared with the public as necessary but only by request.
17. OMB Not to Display Approval.
Not applicable.
18. Exceptions to "Certification for Paperwork Reduction Submissions."
No exceptions.
Surveys, Censuses, and Other Collections that Employ Statistical Methods.
No surveys or statistical methods are used in this collection.
| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
| File Modified | 0000-00-00 |
| File Created | 2025-05-19 |