Comply with the Fundamentals of Property … · Web viewa)CSS VSAT is a satellite communications system designed to provide worldwide data and voice communications connectivity to

TRAINING SUPPORT PACKAGE (TSP)

TSP Number / Title

101-FOPA-0001 / Apply the Fundamentals of Property Accountability

Effective Date

Supersedes TSP(s) / Lesson(s)

Not Applicable

TSP Users Basic Officer Leadership CourseWarrant Officer Basic CourseRC Warrant Officer Basic CourseBasic Noncommissioned Officer Course

Proponent The proponent for this document is the Quartermaster Center and School.

Improvement Comments

Users are invited to send comments and suggested improvements on DA Form 2028, Recommended Changes to Publications and Blank Forms. Completed forms, or equivalent response, will be mailed or attached to electronic e-mail and transmitted to:

UNITED STATES ARMY COMBINED ARMS SUPPORT COMMAND TRAINING DIRECTORATE 401 1st St., Suite 101A FORT LEE, VA 23801-1511e-mail: [email protected]

Security Clearance / Access

Unclassified

Foreign Disclosure Restrictions

FD6. This product/publication has been reviewed by the product developers in coordination with the Fort Lee, VA foreign disclosure authority. This product is releasable to students from foreign countries on a case-by-case basis.

PREFACE

Purpose This Training Support Package provides the instructor with a standardized lesson plan for presenting instruction for:

Task Number Task Title

Individual

101-Y-0004 Conduct a Change of Primary Hand Receipt Holder Inventory

1

This TSPContains

TABLE OF CONTENTS

PAGE

Preface............................................................................................................................................ 2

Lesson Section I Administrative Data......................................................................................4Section II Introduction.................................................................................................7

Terminal Learning Objective - Apply the Fundamentals of Property Accountability................................................................................................7

Section III Presentation................................................................................................9Enabling Learning Objective A - Apply Property Management Basics.............9Enabling Learning Objective B - Employ Property Management

Procedures..................................................................................................19Section IV Summary..................................................................................................44Section V Student Evaluation...................................................................................45

Appendix A - Viewgraph Masters A -..........................................................................................1

Appendix B - Test(s) and Test Solution(s) B -.............................................................................1

Appendix C - Practical Exercises and Solutions (N/A) C -.........................................................1

Appendix D - Student Handouts D -............................................................................................1

2

Apply the Fundamentals of Property Accountability 101FOPA / Version 1

01 Jan 1900

SECTION I. ADMINISTRATIVE DATA

All Courses Including This Lesson

Course Number Version Course Title

Task(s)Taught(*) orSupported


INDIVIDUAL 101-Y-0004 (*) Conduct a Change of Primary Hand Receipt Holder Inventory

Reinforced Task(s)


Academic Hours

The academic hours required to teach this lesson are as follows:

ResidentHours/Methods3 hrs 40 mins / Conference / Discussion

Test 0 hrsTest Review 0 hrs

Total Hours: 3 hrs 40 mins

Test Lesson Number

Hours Lesson No.

Testing(to include test review) 30 mins 151PMG01 version WORK

Prerequisite Lesson(s)

Lesson Number Lesson TitleNone

Clearance Access

Security Level: UnclassifiedRequirements: There are no clearance or access requirements for the lesson.

Foreign Disclosure Restrictions

FD6. This product/publication has been reviewed by the product developers in coordination with the Fort Lee, VA foreign disclosure authority. This product is releasable to students from foreign countries on a case-by-case basis.

3

ReferencesNumber Title Date

Additional Information

AR 15-6 Procedures for Investigating Officers and Boards of Officers

11 May 1988

AR 190-11 Physical Security of Arms, Ammunition, and Explosives

12 Feb 1998

AR 190-51 Security of Unclassified Army Property (Sensitive and Nonsensitive)

30 Sep 1993

AR 220-1 Unit Status Reporting 19 Dec 2006AR 30-22 The Army Food Program 10 May 2005AR 710-2 Supply Policy Below the

National Level08 Jul 2005

AR 71-32 Force Development and Documentation - Consolidated Policies (This Item is Included on EM 0001)

03 Mar 1997

AR 725-50 Requisition, Receipt, and Issue System

15 Nov 1995

AR 735-11-2 Reporting of Supply Discrepancies DLAI 4140-55; SECNAVINST 4355.18A; AFJMAN 23-215

24 Apr 2001

AR 735-5 Policies and Procedures for Property Accountability

28 Feb 2005

CTA 50-900 Clothing and Individual Equipment

01 Sep 1994

CTA 50-909 Field and Garrison Furnishings and Equipment

01 Aug 1993

CTA 50-970 Expendable/Durable Items (EXCEPT: Medical, Class V, Repair Parts and Heralds Items)

21 Sep 1990

DA PAM 710-2-1 Using Unit Supply System (Manual Procedures)

31 Dec 1997

DA PAM 735-5 Survey Officer's Guide 01 Mar 1997DA PAM 750-8 The Army Maintenance

Management System (TAMMS) Users Manual

22 Aug 2005

FM 10-27-4 Organizational Supply and Services for Unit Leaders

14 Apr 2000

JP 1-02 DOD Dictionary of Military and Associated Terms

06 Apr 1999

TB 380-41 (O) Security: Procedures for Safeguarding, Accounting, and Supply Control of COMSEC Material

15 Mar 2006

4

TM 11-5895-1691-12 Operator and Unit Maintenance Combat Service Support (CSS) Automate Information Systems Interface (CAISI)

01 Mar 2004

Student Study Assignments

None

Instructor Requirements

Due to evolving changes in current OPTEMPO in the COE and changes in logistics guidance; instructor needs to review all supporting products and rehearse prior to presentation of this lesson. Incorporate any prior to presentation to ensure information is accurately presented and

Additional Support Name

Stu Ratio Qty Man Hours

Personnel Requirements

None

Equipment Required

IdName

Stu Ratio

Instr Ratio Spt Qty Exp

for Instruction *P16312Light PRO Projector

1:36 No 0 No

*ZX9055Industry Standard Light Pro Screen

1:36 No 0 No

* Before Id indicates a TADSS

Materials Required

Instructor Materials: NoneStudent Materials: None

Classroom, Training Area, and Range Requirements

Automation-Aided Instructional Building

Ammunition Requirements Id Name Exp

Stu Ratio

Instr Ratio

Spt Qty

None

Instructional Guidance

NOTE: Before presenting this lesson, instructors must thoroughly prepare by studying this lesson and identified reference material.

Prior to starting the class, show slide 001. Show slide 002 prior to reading Terminal Learning Objective (TLO).

Proponent Lesson Plan Approvals

Name

small, joyce

Rank Position Date

SECTION II. INTRODUCTION

Method of Instruction: Conference / Discussion Instructor to Student Ratio is: 1:30 Time of Instruction: 5 mins

5

Media: Large Group Instruction

Motivator Your unit could be deployed at any time. As a commander/key leader, what must you do to ensure your installation, organizational and real property is properly managed? How can you make sure your unit has 100% accountability of all supplies and equipment from home station to the COE and back again? What information and resources should you have that will assist you in making this a successful deployment? This lesson will provide you with solutions to those questions, inform you of basic logistical information and resources that are available to help you maintain proper accountability of equipment and supplies; and provide you with the knowledge of what to do in case government property becomes lost, damaged or destroyed.

Terminal Learning Objective

NOTE: Inform the students of the following Terminal Learning Objective requirements.

At the completion of this lesson, you [the student] will:

Action: Apply the Fundamentals of Property Accountability

Conditions: In a Classroom environment, as a Key Leader/Commander given the responsibility to account for your units property. Given Army property, Property Book and Unit Supply Enhanced (PBUSE) system, updated hand receipts, hand receipt annexes, Property Book Officer (PBO) supporting documentation, Unit Identification Code (UIC) and Department of Defense Activity Address Code (DODAAC) information, Department of the Army messages, AR 71-32, AR 220-1, AR 710-2, AR 735-5, AR 735-11-2, DA PAM 710-2-1, FM 100-9, FM 100-17, FM 100-17-3, FM -100-17-5, JP 3-35, and applicable SOPs.

Standards: Applied the fundamentals of property accountability processes to successfully account for 100% of your units property.

Safety Requirements

General classroom safety and electrical equipment safety procedures will be followed.

Risk Assessment Level

Low

Environmental Considerations

NOTE: It is the responsibility of all Soldiers and DA civilians to protect the environment from damage.

Evaluation

Instructional Lead-In As a commander/key leader, there are some basic things you should know to

ensure proper property accountability. It is your responsibility to ensure your unit is prepared for deployment at a moments notice. Whether during peacetime or during war, your responsibility to properly account for your unit's property does not change. This lesson provides you with necessary knowledge to ensure proper

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accountability of supplies and equipment. This lesson provides an overview of your property management requirements to ensure 100% property accountability is maintained. During this lesson we will talk about applying the basic principles of property management; employing tactics, techniques and procedures.

SLIDE 02 (OFF)SHOW SLIDE 03

SECTION III. PRESENTATION

NOTE: Inform the students of the Enabling Learning Objective requirements.

A. ENABLING LEARNING OBJECTIVE

ACTION: Apply Property Management BasicsCONDITIONS: Assigned as a commander/key leader of a unit with the

responsibility of supervising supply operations. Assisted by the unit supply sergeant, using AR 710-2, AR 725-50, AR 735-5, DA PAM 710-2-1, governing directives, SOPs and command guidance.

STANDARDS: Applied the basic principles of property management to accurately account for Army property.

1. Learning Step / Activity 1. Classes of Supply and Authorization Documents (References: AR 710-2, Chapter 2 and Appendix B; AR 735-5, Chapter 2 and 3; and DA Pam 710-2-1, Chapter 2).

Method of Instruction: Conference / DiscussionInstructor to Student Ratio: 1:30

Time of Instruction: 15 minsMedia: Large Group Instruction

TRANSITION STATEMENT: The first thing you will be introduced to are some basic property management principles that a commander/leader should know; this lesson will provide you with an overview of the Army logistics system. As a commander/key leader, you should work in concert with your supply sergeant, battalion S4 and brigade PBO. The information in this learning objective will provide you with the knowledge of basic supply fundamentals and principles. First, let’s look at the classes of supply.

Note: Provide Soldiers with a copy of Student Handout number 6. This handout will provide an understanding of basic supply terms, codes, and forms to those Soldiers that may be unfamiliar.

SHOW SLIDE 03

a. Classes of Supply: The Army uses a multitude of different items on a daily basis, each of these items falls into one of ten categories or classes of supply. The classes of supply are used to facilitate supply management and logistics planning. These supplies are provided to units in the theater of operations by Combat Service Support (CSS) units. The classes of supply are:

INSTRUCTOR NOTE: Explain and give examples of each class of supply. Emphasize those classes of supply which requires property accounting (e.g. CL I, II, V, VII, etc).

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1) Class I. Rations and gratuitous issue of health, morale, and welfare items. 2) Class II. Clothing, individual equipment, tentage, tool sets, administrative and housekeeping supplies and equipment.3) Class III. Petroleum (package and bulk), oils, and lubricants.4) Class IV. Construction materiel.5) Class V. Ammunition.6) Class VI. Personal demand items. 7) Class VII Major end items, including tanks, helicopters, and radios. 8) Class VIII Medical (Combat Lifesaver bags and first aid kits).9) Class IX. Repair parts and components for equipment maintenance. 10)Class X. Nonstandard items to support non military programs such as agriculture and economic development.

SHOW SLIDE 04

b. Authorization Documents: Commander/Key leaders are the primary property manager. They must provide guidance and ensure compliance with policy governing property management. They must ensure their unit has its authorized property either on hand or on order at all times. To accomplish this, you must have knowledge of and access to all authorization documents associated with your unit.

1) The army authorization document system (TAADS) consists of:a) Table of Organization and Equipment (TOE) - a table which prescribes the normal mission, organizational structure and personnel and equipment requirements for a military unit, and is the basis for an authorizations document.b) Modification Table of Organization and Equipment (MTOE) - a table which prescribes in a single document the modification of a basic table of organization and equipment necessary to adapt it to the needs of a specific unit or type of unit.c) Tables of Distribution and Allowances (TDA) - a table which prescribes the organization structure, personnel, and equipment authorizations, and requirements of a military unit to perform a specific mission for which there is no appropriate table of organization and equipment.d) Joint Tables of Allowances (JTA) - a document that authorizes end-items of materiel for units operated jointly by two or more military assistance advisory groups and missions.

2) Other Authorization Documents: a) Common Tables of Allowances (CTAs) - an authorization document for items of material required for common usage by individuals and/or by TOE, TDA, or units and activities, to include Reserve components. b) Army Regulations (ARs).c) Technical Manuals (TMs).

NOTE: Conduct a check on learning and summarize the learning activity.

Q: What class of supply covers medical supplies?R: Class VIII.

Q: What classes of supply have items which may require property book accounting?R: Class I, II, V, VII, VIII.

2. Learning Step / Activity 2. Categories of Supply (References: AR 710-2, Appendix B; AR 735-5, Chapter 7).



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TRANSITION STATEMENT: Now let’s look at the categories of supply associated with Army property.

SHOW SLIDE 05

a. Types of Property: Property is categorized for financial accounting and reporting purposes as personal property or real property. 1) Personal Property is covered under Chapter 4, Section II of AR 735-5, some types of personal

property are:a) Organization Property: this is property authorized under an MTOE (Modified Tables of

Organization and Equipment) or deployable TDA (Table of Distribution and Allowance) authorization document and all CTA (Common Table of Allowances) property which deploys with the unit.

b) Installation Property: this is nondeployable property issued to a unit by authority of a CTA or other HQDA approved or NGB authorization documents, except expendable items and personal clothing.

c) Theater Provided Equipment (TPE): this is property (whether organizational or installation) that has been identified and forward positioned to offset equipment deployment requirements, fill shortages, fill DA approved Operational Needs Statements (ONS), or to fill ARCENT validated Mission Essential Equipment Lists (MEELs).

SHOW SLIDE 06

2) Real Property is covered under Chapter 4, Section I of AR 735-5; this is property consisting of lands and improvement to lands, building and facilities, including improvements and additions and utilities systems. The four accounting categories of real property are lands, buildings, structures and utilities.

SHOW SLIDE 07

NOTE: Inform students of the classification of Army property.

b. Classification of Property, all Army property except for "Real Property" is classified for accounting purposes under one of three classifications of property which are Durable property, Expendable property, and Nonexpendable property. The Accounting Requirements Code found in FEDLOG identifies how a specific item of Army Property is classified and what accounting requirements are to be used. 1) Nonexpendable property is personal property that is not consumed in use and that retains its

original identity during the period of use. These items have an ARC of “N” in the Army Master Data File (AMDF) contained in FEDLOG. Nonexpendable items require formal (property book, etc) accountability throughout the life of the item. AR 735-5, Chapter 7, Paragraph 7-3 explains how to account for nonexpendable property.

2) Expendable property is property that is consumed in use, or loses its identity in use. It includes items not consumed in use, with a unit cost of less than $300 and having a Controlled Item Inventory Code of “U” or “7” assigned. These items have an ARC of “X” in AMDF contained in FEDLOG. No formal accountability is required after issue form a stock record account (PBO, SSA, etc); except, expendable property that is authorized by MTOE, TDA, and deployable or augmentation property authorized by a CTA will be accounted for on property book records. AR 735-5, Chapter 7, Paragraph 7.5 explains how to account for expendable property.

3) Durable property is personal property that is not consumed in use, does not require property book accountability, but because of its unique characteristics requires control when issued to a user. These items are assigned an ARC of “D” in FEDLOG. Durable items do not require property book accountability after issue from the stock record account, but requires hand receipt or subhand receipt control when issued to users. AR 735-5, Chapter 7, Paragraph 7-7 explains how to account for durable property.

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4) DA MSG dated 28 April 04 changes the property accountability threshold to $5000 for property. It states that formal accounting records are no longer required for property having a unit acquisition cost of less than $5000, regardless of the Federal Supply Class (FSC). Items meeting the criteria will be controlled as durable property. Exceptions include land and items that are sensitive, classified or categorized as reportable item control code (RICC) other than zero. The message does not relieve personnel of command, supervisory, custodial or personal responsibilities as outlined in AR 735-5.

NOTE: The purpose of the new threshold is to align the Army with the rest of the Department of Defense. However it does not restrict the commander from maintaining property that is less than $5,000.

SHOW SLIDE 08

TRANSITION STATEMENT: Now we’ll look at the Army’s tool for managing your property and ensuring supply discipline within your unit; the Command Supply Discipline Program.


Q: What type of property is authorized under MTOE or deployable TDA?R: Organization Property.

Q: What are the categories of property for financial accounting and reporting purposes?R: Personal and real property.

3. Learning Step / Activity 3. Command Supply Discipline (AR 710-2, Appendix B; AR 735-5, Chapter 11).



INSTRUCTOR NOTE: Provide students with HO-5 (CSDP Checklist).

a. The Command Supply Discipline Program is a combat multiplier that allows a unit to transition from peacetime to war. If a unit has a good supply program, practices supply economy, and maintains it’s equipment, it will be ready to accomplish numerous diversified missions anywhere in the world. CSDP is not an evaluation, but a four fold program which addresses four areas:1) Responsibilities of commander/supervisory personnel to instill supply discipline in their

operations.2) Guidance for evaluating supply discipline.3) Feedback through command and technical channels for improving supply policy and procedures

to monitor supply discipline.4) Follow up to ensure discipline is maintained.

SHOW SLIDE 09

b. What is CSDP? 1) CSDP Is explained in Appendix B of AR 710-2, the Command Supply Discipline Program is a

Commander’s Program directed at ensuring compliance with HQ, Department of the Army supply policies and procedures. Additionally, the CSDP:a) Is a mandatory program at all levels of command.b) Is meant to simplify command, supervisory and managerial responsibilities by:

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(1) Compiling the various regulatory requirements so responsible personnel are easily informed.

(2) Standardizing supply discipline and evaluation requirements.(3) Formalizing follow-up procedures.

c) Is not to be used solely as an inspection program. Rather, responsible personnel are expected to use the program to:(1) Gain familiarity with established policy.(2) Enforce compliance with policy by subordinate personnel.

d) Is designed to monitor performance and evaluate compliance.c. The purpose of CSDP is to:

1) Establish supply discipline as regulatory guidance.2) Provide leaders with a single listing of all existing supply discipline requirements.3) Make the US Army more efficient with respect to time spent monitoring subordinate actions.4) Identify supply problems to permit timely corrective action within the chain of command.5) Formalize follow-up procedures.

d. Responsibilities: Commanders and supervisors at all levels are responsible for establishing and fostering a viable CSDP within their respective units, activities or organizations. Commanders and subordinate leaders will:1) Review the Requirements Listing within the CSDP (AR 710–2, appendix B) in order to become

familiar with the applicable regulatory requirements.2) Use the listing as a guide in the routine performance of their duties.3) Report to their immediate higher headquarters any applicable requirements within the listing that

cannot be completed. SHOW SLIDE 10

e. Enforcement of supply discipline: This is accomplished through a combination of leadership, command emphasis, training, administrative measures, and disciplinary measures.1) Leadership. The biggest aspect of CSDP is the guidance that the leadership provides to ensure

the success of the program. If the commander demonstrates and demands high standards, this standard will normally be reflected in the unit’s supply performance. Supply discipline must be emphasized in all activities throughout the command and not limited to just the unit supply operations. Good leaders are always involved and supply discipline is emphasized.

2) Command emphasis. Enforcing discipline and compliance with regulations requires continuous reinforcement. The most effective means of ensuring supply discipline is command interest. Commanders must demonstrate an interest in the supply operation by constantly staying involved and emphasizing the importance of supply discipline.

3) Training. To effectively instill and maintain supply discipline, commanders and supervisors must routinely adhere to CSDP procedures and conduct supply discipline training for all subordinates. For example, techniques for conducting an inventory may be a topic a unit would include during quarterly training as a part of professional development. The commander must ensure all personnel regardless of MOS are familiar with inventory procedures.

4) Administrative measures. AR 735-5 provides various administrative measures for accounting for lost, damaged, and destroyed property. These measures must be followed in order to ensure that individuals and units are properly obtaining relief from property accountability. They are oriented to supply accountability and are not intended to be used as corrective or disciplinary actions. Any assessment of pecuniary liability is solely for the purpose of administratively recouping the value of losses to the U.S. Government.

5) Disciplinary measures. Commanders have several options available to them in handling problems dealing with supply discipline. These options are designed to assist in the deterrence and corrective action for lost, damaged, or destroyed property. These disciplinary measures include reprimands, adverse efficiency reports, and Uniform Code of Military Justice (UMCJ) action.

SHOW SLIDE11

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NOTE: An example of appropriate disciplinary action may be a supply room whose stockage of linens was found by a command inspection to be short by 500 sheets. Closer evaluation revealed that the shortage was directly related to misconduct of the supply clerk. A statement of charges, financial liability investigation of property loss, and/or action under the UCMJ may be required. In this situation both administrative and disciplinary action may be required due to dereliction of duty by the clerk.

f. In addition to the above methods, some other means of enforcing supply discipline and supply economy are:1) Review the supply SOP to ensure that supply discipline and supply economy procedures are

adequately defined. Add and adjust procedures as changes occur that impact on the unit’s operation.

2) Establish procedures for safeguarding government property by controlling access to storage areas and by maintaining good key and lock control.

3) Establish procedures for controlling durable items. Durable items are ”nice-to-have“ and usually of commercial configuration. A prime example is common tools (hand tools and power tools) that can be easily used in the civilian sector. Ensure that hand receipts, hand receipt annexes, and/or component hand receipts are used to account for durables to eliminate fraud, waste, and abuse. The unit should also develop a procedure for marking or tagging these items for easy identification.

4) Establish controls for expendable items. These items are not accounted for on the property book or hand receipts. However, these are also ”nice-to-have“ items and are easily converted to personal use. The unit supply should have a locally designed control sheet for the issue of expendable supplies. This can also assist in determining logistical requirements and help in computing budget determinations.

5) Conduct spot checks to ensure property records are kept up to date. Remember that there is no requirement to maintain additional records that are unique to CSDP.

6) Review Property Book Unit Supply Enhanced outputs/listings for accuracy and compliance with regulatory policy and procedure.

7) Submit supply discipline problems that cannot be resolved to the commander for resolution.8) Review past evaluations conducted by higher headquarters to determine if any discrepancies

have not been corrected.

SHOW SLIDE12

g. References supporting supply discipline are: 1) AR 710-2, Appendix B http://www.army.mil/usapa/epubs/pdf/r710_2.pdf2) AR 735-5, Chapter 11 http://www.army.mil/usapa/epubs/pdf/r735_5_d20050228.pdf3) Unit SOPs4) LOGNET Homepage https://lognet.bcks.army.mil/lognet/ev_en.php 5) Department of the Army G-4 Homepage https://www.us.army.mil/suite/portal/index.jsp ((AKO),

left click on site map, then on organization, then logistics to access the G4 homepage and other external log sites).

6) Financial Liability officer training is available at https://rdl.train.army.mil/soldierPortal/atia/adlsc/view/public/23218-1/CM/CD101-91/CD101-91.HTM

SHOW SLIDE13

h. Key CSDP terms you should know in relation to managing your property.1) Accountability – Is the obligation to keep records of property, documents, or funds.2) Accountable Officer - The accountable officer is a person officially appointed on orders to

maintain a formal set of accounting records of property or funds. This person may or may not have physical possession of the property or funds. The three types of accountable officers are Transportation officer; Stock record officer, and Property book officer.

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3) Responsibility – Is the obligation of an individual to ensure that Government property and funds entrusted to his or her possession, command, or supervision are properly used and card for and that proper custody and safekeeping are provided. There are five types of responsibility:

NOTE: See AR 710-2 or AR 735-5 for more property management related definitions.

SHOW SLIDE 14

a) Command responsibility. The obligation of a commander to ensure all Government property within his or her command is properly used and cared for, and that proper custody and safekeeping of Government property are provided. Command responsibility is inherent in command and cannot be delegated.

b) Direct responsibility. Obligation of a person to ensure all Government property for which he or she has receipted, is properly used and cared for, and that proper custody and safekeeping are provided. Direct responsibility results from assignment as an accountable officer, receipt of formal written delegation, or acceptance of the property on hand receipt from an accountable officer.

c) Supervisory responsibility. Obligation of the supervisor to ensure all Government property issue to, or used by, his or her subordinates is properly used and cared for, and that proper custody and safekeeping of the property are provided. It is inherent in all supervisory positions and is not contingent upon signed receipts or responsibility statements. It arises because of assignment to a specific position and includes:(1) Providing proper guidance and direction.(2) Enforcing all security, safety and accounting requirements.(3) Maintaining a supervisory climate that will facilitate and ensure the proper care and use

of Government property.d) Custodial responsibility. The obligation of an individual for property in storage awaiting issue

or turn-in to exercise reasonable and prudent actions to properly care for and ensure proper custody and safekeeping of the property are provided. Custodial responsibility results from assignment as a supply sergeant, supply custodian, supply clerk, or warehouse person who is rated by and answerable directly to the accountable officer or the individual having direct responsibility for the property.

e) Personal responsibility. The obligation of a person to execute reasonable and prudent actions to properly use, care for, and safeguard all Government property in their possession.

INSTRUCTOR NOTE: Explain to the student the importance of having measures in place to enforce supply discipline. Refer student to AR 710-2, Appendix B while discussing enforcement measures. An example of a good supply discipline initiative is scheduling a 100% inventory of equipment following the return of your unit from a major training exercise or deployment. This inventory should be conducted to ensure that all property (organizational and individual) is being inventoried and inspected. Property accountability will be improved and replacement of shortages and unserviceable items can be expedited.


Q: What is the purpose of CSDP?

R: To establish supply discipline as regulatory guidance; provide leaders with a single listing of all existing supply discipline requirements; make the Army more efficient; identify supply problems to permit timely corrective action.

4. Learning Step / Activity 4. STAMIS Overview (References: AR 710-2, Appendix B; TM 11-5895-1691-12, Chapter 1; VSAT User's Guide; Program Manager Logistics Information Systems (PM LIS) web page).

13



SHOW SLIDE 15

TRANSITION STATEMENT: Now let’s look at the logistics Standard Army Management Information Systems (STAMIS) that will help you with management of your supplies and equipment.

a. Current Standard Army Management Information Systems (STAMIS) in use are:1) The Unit Level Logistics System (ULLS) is a menu-driven, automated information system,

designed to manage supplies and equipment.a) ULLS-A(E) is a computer based software system operated by flight company crew chiefs and

field level aviation maintenance personnel to track PMCS, on-hand shop stock usage and The Army Maintenance Management System-Aviation (TAMMS-A) functions. ULLS-A(E) transforms the software environment to a fully Windows compliant technology and incorporates a multi-user environment to current functionality plus numerous enhancements.

b) ULLS-G for unit supply and maintenance functions.

NOTE: ULLS-G is being replaced by SAMS-E. SAMS-E combines the functionality of the ULLS-G and SAMS-1 legacy systems into a single system supporting the Army's two level maintenance doctrine. It is a roles and permissions based application targeting both organizational and direct support maintenance. System fielding is ongoing.

SHOW SLIDE 16

2) The Property Book Unit Supply Enhanced (PBUSE) system is a Web-based property accountability application designed to deliver total asset visibility in real-time. The system not only facilitates integrated logistics support across the Army but also enables joint interoperability with all Services in the Department of Defense (DoD). PBUSE enables immediate access to up-to-date information regarding property accountability, asset visibility and management reporting. The system simplifies and automates labor-intensive processes which are required for compliance with the Federal Financial Management Improvement Act (FFMIA) and Army Chief Financial Officer directives. PBUSE is an essential component of the Global Combat Support System - Army (GCSS-Army) program, which enables smaller, modular units to be networked together more efficiently and, therefore, more easily scaled to meet the ebb and flow of resources required by regional combat commanders.

3) The Standard Army Retail Supply System (SARSS) is the primary automation system used in Army DS/GS supply units. It processes customer requests from ULLS, SAMS, and PBUSE. SARSS maintains stock record balances and reports them to the higher echelon SARSS. SARSS is comprised of three interrelated sub-systems: SARSS-1, -2AC/B (CTASC), and -Gateway. SARSS provides: CSS peacetime and wartime logistics system support to include stock control and accountability; Supply management to include excess disposition, redistribution, document history, and demand analysis; real time requisitioning capability directly to National level for same day support; and receipt, storage, inventory, and issuance of material to CONUS/OCONUS units.

4) The Standard Army Maintenance System-1 (SAMS-1) provides commanders with automated access to maintenance management information. SAMS-1 automates shop production functions, maintenance control records, maintains shop supplies and requests repair parts. SAMS-1 interfaces with ULLS-G to receive maintenance data from the battalion maintenance section. It also interfaces with SARSS for supply support.

5) The Standard Army Maintenance System – Enhanced (SAMS-1E) merges ULLS-G and SAMS-1/2 functions; Automates unit level maintenance supply, unit status reporting and provides

14

automated Field/ Sustainment support using readiness status reporting and maintenance management tools; Single baseline with controlled access to functionalities with roles and permissions.

6) Transportation Coordinator’s Automated Information for Movements System II (TC-AIMS II) provides commanders with a tool to manage transportation of deploying equipment. Operating as part of the Global Combat Support System (GCSS), it will provide critical data to the Global Transportation Network (GTN) and Command and Control (C2) systems. It will interface with Joint and Service systems to provide In-transit Visibility (ITV) and Total Asset Visibility (TAV) to all Services.

SHOW SLIDE 17

b. For STAMIS to work they need connectivity; currently CSS STAMIS are being connected by the Combat Service Support Automated Information System Interface (CAISI) and/or the Combat Service Support Very Small Aperture Terminal (CSS VSAT).1) What is CSS VSAT?

a) CSS VSAT is a satellite communications system designed to provide worldwide data and voice communications connectivity to US military forces. CSS VSAT operation is greatly simplified by the incorporation of an auto-acquire antenna system. During system setup and initialization, the antenna pedestal automatically finds the desired satellite, and brings up the desired circuit to the distant end within minutes. The CSS VSAT was designed and implemented to provide vital communications link to “CONNECT THE LOGISTICIAN”.

b) The purpose of the CSS VSAT system is to provide NIPRNET and Voice over Internet Protocol (VoIP) access via satellite to CSS users almost anywhere in the world.

2) What is CAISI?a) The CAISI is a fully meshed, but structured network. Clients connect to bridges; bridges

connect to multiple other bridges, and one bridge connects to the signal unit or through VSAT for connection to other networks. CAISI works in the same manner as the DSL router in your home.

b) CAISI provides a secure local network for CSS operations within logistics support areas (LSAs). The STAMIS and CSS clients connect to the CAISI which in turn connects through the signal backbone to the other deployed support areas and to the support base.

c) CAISI enables the logistics community to communicate wirelessly; and is designed with three primary hardware modules and one kit.

d) The versions of CAISI are:(1) CAISI Bridge Module (CBM).(2) CAISI Client Module (CCM).

NOTE: Currently the Army is eliminating the CAISI client module and in the future will only furnish the bridge modulet.

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TRANSITION STATEMENT: In the next learning objective we will discuss property management procedures that you as a commander/key leader should know in order to more efficiently control your property.


Q: What STAMIS improves the functionality found in ULLS-G and SAMS-1?R: SAMS-E

Q: Which CSS STAMIS connects to the outside world via satellite?R: CSS VSAT.

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Q: What is a primary benefit of PBUSE?R: Web based property accountability application designed to deliver total asset visibility in real time.

CHECK ON LEARNING: Conduct a check on learning and summarize the ELO.

Q: What are the three types of property which require accountability?R: Organization, Installation, and Real property.

Q: Which type of property responsibility cannot be delegated?R: Command responsibility cannot be delegated.

Q: What is the biggest aspect of CSDP?R: Guidance from leadership.

B. ENABLING LEARNING OBJECTIVEACTION: Employ Property Management Procedures

CONDITIONS: Assigned as a commander/key leader of a unit, given governing directives, SOPs and command guidance, with the responsibility to employ the principles, techniques and procedures of property management.

STANDARDS: Employed property management tactics, techniques and procedures to accurately account for Army property.

1. Learning Step / Activity 1. Understanding unit supply records (References: AR 710-2, Appendix B; DA Pam 710-2-1, Chapter 2-32).



TRANSITION STATEMENT: In this learning objective we will discuss hand receipts, the types of hand receipts and how to manage them. The hand receipt is your record of what you are authorized, actually have and what you should have. You need to ensure that your hand receipt is maintained and kept up to date to ensure there are no discrepancies and you don’t have a significant emotional event; such as during a change of command inventory.

a. The Primary Hand Receipt (PHR) is generated primarily through PBUSE; if you are not using PBUSE, the PHR can be maintained using DA Form 2062. Primary hand receipts incur transactions regularly. These transactions are broken down into the following categories:

Transactions affecting the Primary Hand Receipt balance.o An item issued from the PBO.o Turned into the PBO.o Laterally transferred from unit-to-unit.

Transactions not affecting the Primary Hand Receipt balance.

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The Key Leader delegates a designated representative, usually the Unit Supply NCO/ Manager/ Clerk to receive sign and/or turn in property at the Property Book Office. This is done using a delegation of authority for DA Form 1687, DA PAM 710-2-1, Ch 2, paragraph 2-32; Figure 2-14 provides the steps for completion.

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1) We will discuss the different types of Primary Hand Receipt transactions, the different forms used to manage them, and the actions to complete them.a) Change documents are used to keep all hand receipts current and process all transactions

that affect the property book balance.b) These change documents are also referred to as a hand receipt DA Form 3161. At the PBO

level the change document and DA Form 2765-1 (Request for Issue or Turn In) are both used as issue and turn in receipts.

c) Other forms used to adjust assets on the Primary Hand Receipt are DA Form 4949 (Administrative Adjustment Report), commonly known as an AAR and the DA Form 581 (Used to issue and/or Turn-in Ammunition).

d) All supporting documents generated by the PBO will have a document number validating the action taken.

e) As these changes occur, file all change documents in a supporting document file. This file is kept and secured in the Unit Supply Room; it is most commonly referred to as your supporting document file.

f) Because all these forms affect changes on your Primary Hand Receipt Balance, they are called change documents.

g) When property is issued or turned in, all Property Book Items will be inventoried and shortages will be recorded on a Hand Receipt Annex and posted to the Document Register.

h) Ensure a technical inspection is conducted and a condition code is recorded on a 5988E by the agency responsible for repairing the item.

i) If the supply condition code is other than A, ensure arrangements have been made to bring item to operating standards. For explanation of Supply Condition Codes, refer to the Defense Logistics Agency Customer Assistance Hand Book, http://www.dla.mil.

j) Always inventory all property book items using the most up to date Technical Manual (TM), Supply Catalogue (SC) Supply Bulletin (SB).

k) Reconcile and record all shortages, seek guidance and take appropriate actions to correct deficiencies.

l) When a shortage is identified, a form of relief of responsibility will be processed.m) Once a form of relief of responsibility is processed, the person managing the Document

Register initials the Document Register verifying that a form of relief of responsibility has been completed; i.e. only the PBO will initial a Document Register for items carrying an ARC code of “N”.

n) Ensure that you have a copy of this document register, the document number for that item and the most recent supply status. Post this data on your Hand Receipt Annex.

o) It is common practice and serves as a great idea to take a Military Occupational Specialty (MOS) qualified person with you to sign for equipment that involves technical expertise; i.e. if you’re signing for a vehicle, your Maintenance NCOIC or their designee should accompany you.

p) This change document will be posted to your Primary Hand Receipt and updated monthly. q) Key players you must contact when updating your PHR are the PBO and the Unit Supply

Sergeant / Unit Supply Manager/ Unit Supply Clerk. r) Key steps you should take when updating your PHR are: Pull your supporting document file

of all the supporting documents that affected your PHR during the past month. Report to the PBO (bring Unit Supply representative with you if possible).

s) The PBO will provide you with a copy of your PHR, dated with the current date.t) Starting with the latest change document number, of the past month, in your support

document file, cross reference (match) it to the document number on the PHR.

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u) The best way to do this is using the PBO’s printed copy of the PHR, go to the Date of Last Action (DLA) column and match that document number with your support document.

v) Ensure the following is accurate: The Line Identification Number (LIN), National Stock Number, Serial Number (if applicable), Nomenclature, Quantity, Equipment Readiness Code (ERC) and TM data.

w) If the authorized balance does not match your on-hand balance (O/H), then verify that the due in column has an updated supply status. This column identifies what items you have on order. The rule of thumb is: “If it’s not on hand then it must be on order”.

x) All shortages should be reconciled with the best supply status possible. But If this is an ERC “A” (critical to your mission) or ERC “B’ item (essential to your mission), every effort should be taken on the spot to reconcile the best supply status immediately. An ERC “A’ and ERC “B” shortage directly affects your unit readiness, and this status will be briefed to the Battalion Commander during the next Unit Status Report (USR) briefing.

y) To verify due in status is up-to-date, request a copy of the PBO’s Hand Receipt Annex for your unit and nonexpendable Document Register.

z) Verify by LIN, National Stock Number, and Nomenclature according to the Quantity of every item listed as short on your PHR that they are reflected on the Hand Receipt Annex, and initialed by the PBO

aa) A current supply status should be recorded on the document register, DA Form 2064, DA Pam 710-2-1 paragraph 2-23, figure 2-5, column L.

ab) ILAP and PBUSE serve as alternate sources of research to battle track supply statuses.

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2). When property is turned in due to receiving an unserviceable code by a technical inspector, use the following accounting records:a) DA Form 5988 E (Technical Inspection, (T/I), Work Sheet). This is commonly refereed to as

a T/I for turn in.b) DA Form 2765-1 (Request for Issue or Turn –In).c) DA Form 3161 (Change Document).

3) When property is being issued as a result of a shortage being filled, a fielding or new item is introduced to the unit; equipment is being upgraded due to a Modified Work order; or a lateral transfer has been directed, use the following forms: a) DA Form 5988 E (Technical Inspection Work Sheet).b) DA Form 2765-1 (Request for Issue or Turn –In).c) DA Form 3161 (Change Document).

4) When a lateral transfer from one unit to another unit is directed by the Property Book Officer / Property Book Non Commission Officer (PBO NCO), use the following forms:a) Memorandum directing lateral transfer and detailed instruction. b) DA Form 5988 E (Technical Inspection Work Sheet).c) DA Form 3161 (Change Document).d) In most cases, all directives concerning the lateral transfer of Property Book Items are

managed through the PBO. Units will not make independent decisions to lateral transfer Property Book Items.

5) When there is a change to the MTOE, a Modification Work Order, or property is being assigned under the Force Modernization program, special instructions will be received from higher and guidance will be provided by the PBO.

6) Primary Hand Receipt transactions generated at the PBO level requires extended management down to the unit level. Just as change documents are used to manage property issued to a unit from the PBO, change documents are used in the same manner at the unit level. Whether property is being issued or turned in, the change document serves as a hand receipt and records the adjustment accordingly.

7) Next, we will get a better understanding of how property is assigned at the unit level, those techniques involved and the methods used to ensure good property accountability. The following techniques and regulatory guidance will help us become better stewards and implement effective actions in property management.

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INSTRUCTOR NOTE: Refer students to DA Pam 710-2-1to see a sample sub-hand receipt.

8) Every transaction at the PBO level requires follow on actions and extended management at the unit level. While all supply actions are important, ensuring unit assets are properly hand receipted down is critical to unit readiness. To facilitate good property management, the Army uses the sub hand receipt method to issue company assets down to authorized levels and establish direct responsibility. Different methods are used to assign responsibility at the unit level. a) They are the end item hand receipt method and the component hand receipt technique. All

Primary Hand Receipt items must be sub hand receipted down to be used for which they were intended.

b) Items coded with an ARC of “D“ or “X” are not generally accounted for on sub-hand receipts, except when the component hand receipt technique is used.

TRANSITION STATEMENT: Now we will take a look at procedures for maintaining the SHRH.

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b. The sub hand receipt process is used to issue property on the PHR to the user level. You are assigning the items to the leader who will use the items. The sub hand receipt holder should have all the tools in his/her possession to ensure successful management of their property to include: a copy of the current sub hand receipt, a copy of all change documents, and copies of all TMs, SCs and SBs and the unit’s MTOE. This will ensure that if they are managing their SHRs correctly; it will ensure your PHR is more accurate.

NOTE: Only the sections paragraph of the MTOE is needed.

1) Verify that all publication data is recorded in the item description block.2) Verify hand receipt annexes are on hand for shortages as a result of an inventory.3) Determine if the document number(s) are recorded on hand receipt annexes for due-ins.4) Use component hand receipt method as required.5) Verify installation and organization property is not issued on the same hand receipt.6) Determine if the hand receipt is being updated at least every six months based on the date of

oldest change document.7) Verify that change documents for hand receipts are being destroyed after being posted.8) Verify items issued on component hand receipts are issued in accordance with TMs, SCs or SBs.9) Verify hand receipt is placed in the appropriate unit’s support document file; use the Modern Army

Document System as a guide.

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TRANSITION STATEMENT: Now we will take a look at procedures for maintaining the temporary hand receipt.

c. Temporary hand receipts are used to issue property on loan for less than 30 days. After 30 days, the property is either returned or a permanent hand receipt is prepared.1) Under no circumstances will sub hand receipt holder make independent decisions to loan

property to units without approval of the PHRH.2) Property will not be issued for more than 30 days.3) Verify that temporary hand receipts are prepared in two copies when they are used. Ensure

individual receiving the property prints their complete name and notes their day time phone number in the event contact is needed.

4) Verify that temporary hand receipts are filed separately from hand receipts / sub-hand receipts in date sequence to allow for daily review.

5) Ensure that supply personnel are notifying the temporary hand receipt holder to arrange for the return of property no later than the expiration date.

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6) Verify that both copies of temporary hand receipts are destroyed when the equipment is returned. (There is no requirement to maintain receipts upon return of property.)

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TRANSITION STATEMENT: Now let’s look at component hand receipts and procedures used to maintain them.

d. BII (Basic Issue Item) and COEI (Components Of End Item) listings are descriptions (usually with pictures), contained in technical manuals (TMs) and supply catalogs (SCs). These are used identify the required componentst that make item complete. For instance, the Component Listing of a HMMWV shows the tools (jack, lug wrench, sledge hammer), fire extinguisher, first-aid kit, and other items that the operator would need to operate safely on a daily basis. Components are generally broken down into 3 areas, and will be displayed in this order: Components of the End Item (COEI), Basic Issue Items (BII), or the Additional Authorization List (AAL). Some end items have just one component (for instance, a TM), or none at all. Some mechanics' tool kits, on the other hand, have hundreds or even thousands. To find out if a particular end item has a component listing, check the table, but keep in mind that the "ultimate authority" on this subject is each item's own TM. Also be advised that TM's (and COEI / BII listings) can change with no prior warning. To ensure you are using the absolute most-recent TM, check DA Pam 25-30. You can also access the LOGSA page to get the most current SCs and TMs for update of your component hand receipts.1) Component Hand Receipts are item-by-item listings, usually compiled on a DA Form 2062, which

allows supervisors and subordinates to document, in writing, the exact quantities of components which are on hand for each end item being inventoried. Any time you sign for new equipment, you must ensure it is complete according to the component listing, meaning all COEI and BII are present. If any components are missing at the time you take possession of the new property, it must be documented on the component hand receipt or a hand receipt annex (commonly known as a shortage annex). Otherwise you may be held financially responsible for missing components, which could cost you thousands of dollars.a) A component hand receipt for sets, kits, and outfits (SKOs) is a list of all components of a

SKO, less expendable consumables, that have been issued to a using individual. A component hand receipt may also be used when first issuing property to a person that has supervisory responsibility over the user. This is covered in DA Pam 710-2-1, Ch 6.

b) A hand receipt for an end item with components is an item description of the end item, followed by a list of all components associated with the end item; this is called a component hand receipt.

c) The user accepts responsibility for the end item and its components by signing the component hand receipt.

d) The component hand receipt is the record of responsibility for items listed on it. It is also the record that validates all component shortages (less expendable) between the PHRH and SHRH (user); therefore, no hand receipt annex is required.

e) When an item that has components is issued on a hand receipt, any non-expendable and durable component shortages must be recorded. The primary hand receipt holder documents all component shortages, less expendable consumables, to the user on a component hand receipt. Use a hand receipt annex to record the shortages.

f) Hand receipt annexes are prepared at the level where the document register is kept. The PBO records non-expendable component shortages for hand receipt holders. Hand receipt holders will record all component shortages, less expendable consumables (cloth, string, paper, etc) for sub hand receipt holders. (DA Pam 710-2-1, Ch 6).

g) The person responsible for keeping the document register (Commander, Property Book Officer (PBO), or S-4) will validate component shortages. He or she will do this by initialing and dating the QTY column of DA Form 2062 after the last entry.

h) Prepare hand receipt annexes in two copies. The preparer keeps the original and the hand or sub hand receipt holder keeps the duplicate.

i) File hand receipt annexes with the related hand or sub hand receipt.

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j) Figure 6-1, DA Pam 710-2-1, provides instructions for preparing DA Form 2062 as a hand receipt annex. (Para 6-1c).

k) Keep hand receipt annexes current by posting changes as they occur, or by using change documents. When all shortages listed on the hand receipt annex are filled, remove the annex from the file and destroy it.

2) Component hand receipt procedures: a) Verify component hand receipt holder is still assigned to unit.b) Verify items issued on component hand receipt are being issued to intended user.c) Verify shortages are annotated on component hand receipt.d) Verify all authorized equipment is listed on component hand receipt.e) Verify all authorized equipment is on hand or on request.f) Verify the document number(s) are recorded on component hand receipt to show due-ins.g) Verify end item stock number is entered.h) Verify end item description is entered.i) Verify recorded publication data is correct.j) Verify the quantity of end item is correct.k) Verify change documents are on hand for transactions affecting the component hand receipt

on hand balance.l) Verify the component hand receipt is being updated at least every six months based on the

date of oldest change document.m) Verify that change documents for component hand receipts are destroyed after being posted.n) Verify component hand receipts are placed in appropriate unit supply file.n) Confirm signature, rank and date.

3) Review Hand Receipt Annex Procedures:a) Verify the hand receipt/sub hand receipt has a shortage annex annotated with any shortage

that exist.b) Verify hand receipt holders are still assigned to unit.c) Verify that all shortages are listed on the shortage annex.c) Verify publication data is recorded in the item description block.e) Verify there is a valid due-in for all shortages on shortage annex.f) Verify the document number(s) are recorded on shortage annex for due-ins.g) Verify end item stock number is entered.h) Verify end item description is entered.i) Verify recorded publication data is correct.j) Verify the quantity of end item is correct.k) Verify item description of existing shortages.l) Verify change documents are on hand for transactions affecting the shortage annex.m) Verify the shortage annexes are updated at least every six months when hand receipts are

updated.n) Verify person filling the position identified in the "From" block of DA 2062 is initialing

shortages.o) Verify change documents are on hand for all transactions.p) Verify that change documents for shortage annexes are destroyed after being posted.q) Verify shortage annex is placed in the appropriate unit supply file.

TRANSITION STATEMENT: Company assets are critical to unit readiness. We establish good control measures to ensure these assets can perform functions when needed and maintain on hand balances as authorized. The cornerstone of these control measures is the inventory process. Inventories will be directed by the PBO and conducted as needed by the Key Leader / PHR holder.


Q: Hand receipt transactions can be broken down in what categories?R: Transactions affection PHR balance; transactions not affecting PHR balance.

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Q: When using a temporary hand receipt to issue property; the hand receipt is valid for?R: No more than 30 days.

2. Learning Step / Activity 2. Inventory Procedures (References: AR 710-2, Chapters 2, 4, 5 and Appendix B; DA Pam 710-2-1, Chapters 4, 7 & 8; FM 10-27-4, Chapters 4 & 6 ).



TRANSITION STATEMENT: We have established accountability and assigned responsibility using hand receipt procedures. Periodically, the Commander/PBO requires an inventory of the property which you are the primary hand receipt holder. The Inventory process is used to ensure property is being accounted for and maintained.

SHOW SLIDE 24

a. An inventory is the physical count of all supplies and equipment on hand. Property records must be kept up to date so they show the quantities on hand and inventories must be taken to verify the quantities on hand agree with the property records. Inventories take place at the hand receipt holder level. Then the records are reconciled with the property book and action taken when items are missing, damaged, or destroyed.

b. The commander is financially liable for the unit’s property, ALL of it. Army Regulation (AR) 735-5, Policies and Procedures for Property Accountability cover your responsibilities, but this learning step describes in layman’s terms, the responsibilities of incoming and outgoing commanders and key leaders (sub-hand receipt holders) to help you conduct successful inventories.

NOTE: When assuming command, the incoming commander must complete a 100 percent physical count of all property, including components of end items, sets, kits, and outfits.

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c. Generally speaking, the procedures used to conduct/perform an inventory consist of six (6) basic steps: (1) Determine what is to be inventoried. (2) Set the dates. (3) Use correct publications. (4) Notify the hand or sub-hand receipt holder. (5) Conduct the inventory. (6) Record results and adjust records. As the person responsible for the conduct of the inventory; there are certain actions you should take before, during and after the inventory that will ensure the process runs smoothly. These procedures apply to all inventories regardless of the type of inventory.

NOTE: Discrepancies disclosed during inventories will be adjusted prior to the signing of the hand receipt.

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Steps before the inventory:

1) Coordinate with the next higher commander/supervisor for any instructions.2) Make sure all hand or sub-hand receipts and annexes with change documents are updated.3) Review hand receipts to find the type of items to be inventoried. If needed, select personnel to

assist with the inventory and give them instructions.4) Notify sub-hand receipt holders of when and how the inventory is to be conducted. 5) Review DA Pam 25-30 to ensure the most current publications are used for the inventory.

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SHOW SLIDE 27

Take these actions during the inventory:

1) Check all items to make sure the item and their description on the unit property book and hand receipt match.

2) Make a visual check of the condition of the property. Make a list of any damaged equipment.3) Count all items listed on the hand receipt. Make a list of any overages or shortages.4) Check end items for completeness. Use the proper Technical Manual (TM) or Supply Catalog

(SC) to identify components.

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5) Check the serial numbers on the item with that recorded on the HR. Make a list of any serial number discrepancies.

6) Identify damaged equipment and report to unit maintenance personnel for repair.

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Take these actions after the inventory.

1) Ensure property accounting is complete and accurate.2) Ensure property is on hand and serviceable.3) Ensure property is safeguarded.4) Evaluate all supply operations using the standards of the Command Supply Discipline Program

(CSDP) outlined in AR 710-2, Appendix B.5) Ensure inventory is conducted IAW AR 710-2, table 2-2. 6) Ensure lost, damaged or destroyed property is accounted for IAW the appropriate regulation.7) Ensure causative research is conducted to determine the reason for inventory discrepancies.

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d. There are several types of inventories required at the unit level; some are event driven while others are commodity driven. Event driven inventories includes the following:

Change of Command Receipt/Turn-in of Property Cyclic (i.e. 10%) Command Directed Change of Company Armorer Task Force/Rear Detachment Deployment/Redeployment

e. Change of Command: Getting off on the right foot for your tour as commander starts with signing for your organization’s property.1) The incoming and outgoing commanders must conduct a 100% joint physical inventory of all

property. The PBO will prescribe timeline and suspense for inventory completion. The inventory, conducted IAW DA Pam 710-2-1, must be completed prior to the change of command. The incoming and outgoing commanders will:a) Receive an updated copy of the PBUSE hand receipt with all posted adjustments

from the PBO.b) Ensure all non-expendable shortage annexes are updated by the PBO.c) Personally verify all serial numbers.

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NOTE: An item that must be accounted for by a serial number includes any items on the Army Master Data File with a Controlled Inventory Item Code (CIIC) other than "U", "7" or is blank. Also, items with a USA registration number require serial number tracking (i.e. vehicles). If the serial number of an item does not match the serial number on the hand receipt, the item in question must corrected with the appropriate adjustment document, in accordance with DA Pam 710-2-1.

NOTE: Vehicles USA registration numbers require both serial number and registration number verifications.

d) Check all items to ensure their make, model, and dimensions match the PBUSE hand receipt.e) Count all items listed on the PBUSE hand receipt.

NOTE: Equipment on hand, but not on the hand receipt will be accounted for as found on installation (FOI). If the item is a property book item and/or non-expendable, a FOI document will prepared and forwarded to the PBO to establish accountability.

f) Use the proper publication (TM or SC) to check end items for completeness and serviceability.

NOTE: Requests for turn in of items identified to be unserviceable will be forwarded to the PBO for disposition.

2) Upon completion of the inventory perform the following actions:a) Report differences regarding property book items to the PBO.b) At the conclusion of the inventory copies of DA Form 1687 listing individuals designated to

receive and turn-in equipment must be presented to the PBO, along with any adjustment documents. In addition, all non-expendable hand receipt annexes will be verified at this time.

NOTE: The procedures discussed thus far are the guiding principles when conducting an inventory of a unit’s property; whether the triggering event is deployment, relief in place/transfer of authority (RIP/TOA), change of sub-hand receipt holder or other event and commodity driven inventories. f. Receipt, Turn-In and Issue of Property: Upon receipt, turn-in and/or issue of property regardless of

the supply source which the property is coming from or going to the basic procedures and principles of conducting an inventory still apply. Under no uncertain terms should commanders and key leaders accept any property without verifying the physical count of the materiel. The physical inventory occurs before singing documents; serial, registration, lot numbers and date of manufacture of end items are all verified to ensure they are correct on all documents.

g. Cyclic Inventory: Cyclic inventories may be used in lieu of annual responsible Officer Inventories. This allows PHRHs to inventory a portion of assigned property on a periodic basis rather than all property being inventoried at once on an annual basis. The intent is to ensure that 100% of all property is inventoried at least once during each year. 1) To assist hand receipt holders in conducting the inventory, the PBO will produce a monthly listing

from PBUSE. This listing identifies all of the property that is to be inventoried and contains all of the information necessary for accomplishing a complete and accurate inventory.

2) Hand receipt holders must certify that the scheduled items were properly inventoried by signing the listing. A signed certification is provided to the PBO.

3) The PHRH will certify that the inventory was conducted during the month that the inventory was scheduled. No requirement exists for PHRHs to await the publishing of the monthly inventory listing since the applicable Line Item Numbers (LIN) are predetermined IAW a published Cyclic Inventory plan.

4) After the inventory has been completed, causative research will be done on all discrepancies discovered during the inventory. This causative research will also be done with the PBO during the monthly hand receipt verifications. Actions required and initiated as a result of this research will be:

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a) Administrative Adjustment Reports (AARs) for all make, model, serial number, or other administrative deficiencies.

b) Adjustments to sub-hand receipts, shortage annexes, and/or component listings if a like item is found short at one sub-hand receipt holder but FOI excess at another.

c) Adjust all remaining shortages not having valid due-ins.d) Ensure that all adjustments are accurately reflected on sub-hand receipts, shortage

annexes, and component lists. 5) Once all action previously mentioned is complete, ensure that properly completed documents are

included in the monthly verification of the hand receipt as scheduled with the PBO. This will ensure that inventory requirements have been met, and the result of the inventory is accurately posted to the PBUSE hand receipt and/or non-expendable shortage annexes. The result of the cyclic inventory will be turned in to the property book team on the automated printout provided by the PBO. An MFR will state which LINs have been inventoried and will contain a list of the adjustment documents (if any) submitted to correct the discrepancies. When discrepancies are revealed during the inventory, adjustment documents will be appended to the MFR for immediate processing through the PBO.

h. Command Directed: The authority for conducting command directed inventories lies with the commander. Commanders will direct inventories be conducted immediately upon discovery of one of the following incidences: 1) When ever there is evidence of a forced or unlawful entry. 2) Upon discovery of an open or unattended storage area.3) When there is alleged misappropriation of government property.4) It is also recommended that command directed inventories are conducted immediately after field

training exercises to verify OCIE and equipment are on hand and serviceable. At any given time a hand receipt holder may be absent for an extended period of time, immediately upon notification the commander will direct and inventory and appoint an interim hand receipt holder.

i. Change of Armorer: The commander has overall responsibility for the security and control of all weapons under his/her care; however the unit armorer is the sub-hand receipt holder and responsible for the accountability of all assets stored therein. Upon change of unit armorer, a 100% inventory of all assets stored therein is conducted with the incoming armorer. Then the records are reconciled with the property book and action taken when items are missing, damaged, or destroyed. Details regarding the security of arms, ammunition and explosives stored in the arm room are found in AR 190-11 and AR 190-51. The unit armorer prepares and maintains documents for weapons control IAW AR 190-11and AR 710-2. He maintains a master authorization list to ensure there is no unauthorized issue or use of weapons. The armorer inventories weapons when the unit receives them. Discrepancies are reported to the PBO where the hand receipt and property records are reconciled using the appropriate adjustment documents. Units may have weapons stored in a consolidated arms room. The commander of the unit in charge of the arms room is in charge of its physical security and acts as its landlord. He controls the locking of the outer doors and the keys for the doors. He is also responsible setting up an SOP which includes key control, access authorization, and issue times/procedures. Weapons in a consolidated arms room must be separated by units; for example: B Company’s weapons cannot be stored in the same racks as C Company’s weapons.

j. Task Force/Rear Detachment: The task force/rear detachment inventory is required whenever a hand receipt is split into more than one hand receipt (each to be signed by different individuals) to accommodate task forces, deploying units with rear detachments, or when two or more hand receipts are combined. This inventory will be verified by next higher commander prior to the departure of the task force or the deploying unit or within 30 days of the combination of multiple hand receipts into one.

k. Deployment/Redeployment: A deployment/redeployment inventory is required prior to unit movement so that hand receipts reflect unit equipment posture at time of movement. The verification of this inventory will be a requirement of certification of deployment and clearance for redeployment.

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l. Commodity driven inventories are based upon regulatory guidance which states that particular items are inventoried based upon a specified time frame due to its sensitivity. Commodity driven inventories includes the following:

m. Weapons and Ammunition: Arms, Ammunition, and Explosives Control. Arms, ammunition and explosives are sensitive items. Commanders are responsible for controlling sensitive items within their units. AR 710-2 requires a quarterly inventory for sensitive items other than weapons and ammunition. Weapons are inventoried monthly by serial number.

NOTE: USAR, ARNG and AMC R&D activities conduct physical count monthly and inventory weapons by serial number quarterly).

1) The following applies to all ammunition for which the unit is responsible: a) Units having an established training ammunition holding area will inventory that ammunition

daily. b) Inventories of ammunition will not be performed by unit armorers or by the same person two

inventories in a row.

NOTE: Physical inventory is accomplished by counting palletized configuration and/or outer pack. Banded pallets will not be disassembled to count individual boxes. Sealed boxes will not be opened to count individual items. If markings are believed to be incorrect, an actual count of each item will be made of those configurations believed to be incorrectly marked.

2) After the inventory, the commander signs a statement showing the inventory results. For units without their own property book, a copy of the inventory will be maintained in the unit and the original will be forwarded to the PBO. If the inventory shows a loss, the commander appoints someone to find out why. That person audits the supply actions that occurred since the previous inventory. If he finds an accounting error, the records can be corrected. If not, then further action will be taken. As soon as the loss is verified, the law enforcement activity will be notified. CID will determine criminal intent before administrative actions are taken per AR 710-2 and AR 735-5. If the item is listed in AR 190-11, Appendix B or E, an investigation under AR 15-6 will be initiated. This investigation must include findings, recommendations, and disposition of unserviceable property. The results may be used for a report of survey to adjust the property record.

n. Sensitive Items: Sensitive items inventories are conducted monthly to ensure accountability of critical items such as weapons, ammunition, or highly pilferable items. Under PBUSE, a sensitive items list is produced monthly. Verification that sensitive items have been inventoried is accomplished by completing and signing the sensitive items list. The following procedures will be used in conducting the sensitive items inventory:1) The inventory will be conducted by the PHRH. Inventories are required every thirty (30) days with

the date of the last inventory used to determine the date of current inventory. Normally the same items are inventoried each month unless there is a change in CIIC code in the Army Master Data File. Sensitive items on hand but not recorded on the listing will be written in during the inventory.

NOTE: An AAR cannot be used to adjust discrepancies on sensitive items.

2) After the inventory has been completed, causative research will be performed on all discrepancies discovered during the inventory. Research will also be performed with the PBO during the monthly hand receipt verification. Based on this research you must initiate the following actions:a) Administrative adjustment reports for all make, model, serial numbers (limited) or otherwise

administrative discrepancies. b) Adjustments to sub-hand receipts, shortage annexes, and/or component lists on like items

are found short on one sub-hand receipt holder but excess on another.c) Process all FOI items IAW AR 190-11 and DA Pam 710-2-1. d) Adjust all remaining shortages IAW AR 190-11, AR 735-5 AND DA PAM 710-2-1.e) Submit request for issue for all shortages not on valid requisition.

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f) Ensure that all adjustments to applicable sub-hand receipts, shortage annexes, and/or component hand receipts reflect all adjustments.

3) Once all actions have been taken, you will sign the original copy of the inventory in the property book office. This will ensure that all inventory requirements have been met and the results of the inventory are accurately posted to the PBUSE hand receipt.

o. Controlled Items other than Weapons and Ammunition: The commander is the primary hand receipt holder and responsible for ensuring quarterly inventory of sensitive, explosive and hazardous items are conducted. Any hand receipt holder may conduct this inventory as directed by the commander. Controlled items are identified by controlled item identification code (CIIC) of “8,” “9,” “$,” “Q” and “Y”.

p. Communication Security COMSEC Equipment: All COMSEC equipment and components assigned accounting legend code (ALC) 1 or 2 must be physically inventoried at least semiannually and the inventory results reconciled with the Army COMSEC Central Office of Record (ACCOR). All COMSEC equipment will have AIT device affixed (2D bar, RFID tag, and so forth). All other COMSEC equipment and components must be physically inventoried at least annually. Also, an inventory of all COMSEC equipment is conducted upon change of custodian. Inventory discrepancies of COMSEC equipment require an investigation and submission of an insecurity report per TB 380-41.

NOTE: Additional information regarding the safeguarding and accounting for COMSEC material can be found in TB 380-41, Procedures for Safeguarding, Accounting and Supply Control of COMSEC Material.

q. Loads: Loads are a quantity of durable and expendable supplies kept by units to sustain their operations. Loads of Class VI, VII, and X will not be kept. There are generally four types of loads: basic loads (Class I through V and VIII except medical equipment repair parts), operational loads (Class I through V and VIII except medical equipment repair parts), ammunition basic loads, and prescribed loads. Each load requires periodic inventory. 1) Account for basic loads of Class I and 5 supplies on the property book. Use the procedures

outlined in DA Pam 710-2-1, Chapters 4 and 5 to account for basic loads and to assign responsibility. Inventory class I items semiannually and class V items monthly. When basic load items (class I, II, III or V) are consumed, lost, damaged or destroyed the property records must be adjusted.

2) Operational load of class I supplies are managed IAW AR 30-22, The Army Field Feeding Program. Operational loads of class II, III package, IV and VIII (except medical equipment repair parts) requires no accounting records however responsibility must be assigned for durable items. These supplies must be inventoried when the hand receipt holder changes and semiannually by the hand receipt holder.

3) MACOMs manage the operational load of class III bulk. 4) Operational load of class V are authorized and stocked in two categories:

a) Ammunition authorized by CTA 50–909 that is not expected to be expended will be maintained on the property book by DODIC, quantity, lot number and serial number, and will be controlled through hand receipt procedures.

b) Ammunition authorized by CTA 50–909 that is expected to be expended within 5 days will be accounted for by DODIC, quantity, lot number, and serial number using hand receipt procedures.

5) Because Class 5 items are sensitive it is recommended that stockage levels are kept to a minimum. No accounting records are required, but responsibility must be assigned when items are issued to individuals (see DA Pam 710-2-1, chapter 5). When a shortage exists between the quantity of unexpended ammunition turned-in and the quantity issued less expended, commanders takes action under AR 190–11, chapter 8, to account for the shortages and signs a statement on the turn-in document verifying the action taken to account for shortages.

6) The prescribed load consist of class II, IV and VIII and IX repair parts and used to support the unit’s day–to-day maintenance operations. Records will be kept to record demands and monitor consumption, and be periodically reviewed (quarterly for Active Army and semiannually for USAR, ARNG). An inventory of the supplies will occur at the time of the review; these procedures are outlined in DA Pam 710-2-1, Chapter 8.

r. Organizational Clothing & Individual Equipment: Organizational Clothing and Equipment Record. OCIE items are issued from the CIF. Issues and turn-ins of OCIE are recorded on DA Form 3645 and

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DA Form 2645-1 according to AR 710-2 and DA Pam 710-2-1, when not under an automated system. AR 735-5 allows soldiers to pay for OCIE losses that are not depreciated. Each soldier's OCIE should be inventoried quarterly. Unit supply personnel are required to perform a semiannual reconciliation with the CIF of personnel in their unit. Unit funds are used to replace OCIE in the CIF for soldiers who have departed the unit without clearing the CIF.

s. Found on Installation (FOI): The inventory process involves the physical counting of ALL property. During the inventory there’s always the possibility of finding excess property or overages. This excess or overage is quantities over and above what is authorized. Accountability of such property must be regained; the most expedient and efficient manner to regain accountability is to initiate a “found on installation” actions. All "found on installation property" must be reported to the PBO for disposition instructions.

TRANSITION STATEMENT: When you have finished accounting for all your property, sub-hand receipted everything down to the supervisors and users, verified serial numbers, written memorandums for all deficiencies, reconciled your non-expendable shortage annexes, and finished all the other things mentioned in this learning step, you should be ready to sign your primary hand receipt from the PBO. After the inventory (regardless of the type), don’t forget to follow-up and ensure that shortage Technical Manuals (TM) and Supply Catalogs (SC) and all component shortages are placed on order.


Q: What type of inventory is a 100% physical count of unit property? R: Change of Command Inventory.

Q: Under what conditions will a Command Directed inventory are conducted? R: Evidence of a forced or unlawful entry, discovery of an open or unattended storage area, alleged misappropriation of government property.

3. Learning Step / Activity 3. Request, receipt and issue of Army property (References: AR 710-2, Chapter



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TRANSITION STATEMENT: As the Primary Hand Receipt Holder (PHR), it is your responsibility to know the process to account for items that are short on your Primary Hand Receipt. Good property management requires an understanding of the processes and procedures to account for your unit’s property. This lesson will discuss the supply system, the procedures to accurately process supply request, follow up on supply requests, receive and issue property to fill shortages and the different forms associated with each.

a. The supply system, consists of two levels of supply:1) The national level which consists of strategic and operational level support such as: depots, special repair activities, etc.2) The retail level consists of:

a) The user (you).b) Direct Support (DS), which is your immediate SSA support.c) General Support (GS), which is your intermediate or higher supply activity (Sustainment Bde and higher).

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b. Supplies are requisitioned based on criticality. This criticality is pre-determined by force developers (USAFMSA) and listed in the TOE/MTOE. The Equipment Readiness Code (ERC) is assigned to mission essential personnel and equipment to establish that which is critical to the unit’s mission and more specifically to its warfighting capabilities. The ERC works in conjunction with the Uniform Materiel Movement and Issue priority system (UMMIPS).

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c. The ERC are identified by the following:1) ERC A or ERC P -- Principal weapon/mission systems and equipment ERC P items are ERC A

items/systems that are also designated as pacing items. 2) ERC B -- Auxiliary equipment (AE) and/or associated support items of equipment (ASIOE) that

are required to support ERC A or P. 3) ERC C -- Auxiliary support equipment (ASE) and/or associated support items of equipment

(ASIOE) that are required for unit sustainment.

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d. The Uniform Materiel Movement and Issue Priority System (UMMIPS) is based upon a 2 digit code ranging from 01 through 15, it is used to express the importance of a supply request. This code is referred to as the priority designator (PD) code and is based on two factors. Those factors are the unit’s Force/Activity Designator (FAD) and the Urgency of Need Designator (UND) of the supply request.

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e. The FAD assigned by MTOE is used to express how urgently you need the item; when combined with the UND, identifies what priority you will use to request an item of supply.

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f. Requesting Supplies. The accountable officer is the individual responsible for requesting property book, and non property book items of supply (if your unit is not assigned a (expendable/durable) document register). As the commander you should ensure the following when supplies.1) Ensure that equipment and components listed in the authorized column (of the MTOE and TDA)

are on hand or on request. PBUSE will be used to request MTOE/TDA items in the automated process. a) For ammunition basic load request on a preapproved DA Form 581 (Request For Issue and

Turn-In of Ammunition).b) When all units (CONUS and OCONUS) request equipment resulting from approved future

TAADS changes, they will do so no sooner than 365 days before the effective date of the authorization document.

c) Units will not request items designated for reduction or deletion, as listed on the old document, once the 365-day threshold is reached.

2) Quantities of basic load items authorized by a MACOM commander will be on hand or on request.

3) When authorized substitute items (SB 700–20, appendix G) are on hand, the preferred item will be requested. Equipment to be replaced through force modernization action is an authorized substitute and will be retained until receipt of new equipment.

4) Priority designators for all supply requests will be determined per DA Pam 710–2–1. Commanders will personally review or will delegate in writing to specific persons the authority to review all requests based on urgency of need designator (UND) A and B. This review is done before sending the request to the SSA.

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5) Request for items having a recoverability code of A, D, F, H, or L requires the turn-in of the unserviceable item at the same time the request is presented to the SSA (These requests are primarily CL IX repair parts requests). Automated systems will use internal recoverable item control checks to verify issues versus turn-ins. In a manual system, a statement, signed by the commander or accountable property officer, indicating the reasons for the non-availability for turn-in will accompany the request when:a) There is no unserviceable item available for turn-in because of loss, destruction, or initial

requirement.b) An operational requirement exists to retain the item until the new item is received. The

DOL/G–4 or equivalent establishes item retention authority. In this case, the recoverable item will be turned in to SSA within 10 workdays (30 days for USAR) after receipt of the new item.

c) An SF 368 (Product Quality Deficiency Report) has been submitted and the unserviceable item has to be retained as an exhibit in accordance with DA Pam 750-8.

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6) Supply requests for seasonal or unusual needs, such as training ammunition forecasts, will be sent in advance to permit timely delivery per the required delivery date (RDD) and the issue priority group. Such requests will contain the required delivery date.

7) Supply requests will be prepared IAW DA Pam 710–2–1.8) A document register for all supply actions will be kept by each organizational element authorized

by the PBO to request supplies.a) For nonexpendable items: one register per property book (maintained at property book level).b) For expendable or durable items—one register per organizational element as directed by

PBO. Depending on the configuration of the unit the expendable/durable register may be kept by the PBO.

9) All supply requests will be submitted to the appropriate SSA. The accountable property officer at the SSA will determine the source of supply and initiate appropriate action. The document number date and the date forwarded will be the same to ensure timely supply action at the unit level (USAR, see paragraph 2–6o of AR 710-2 for additional information).a) All nonexpendable property drawn from the Defense Reutilization and Marketing Office

(DRMO) will be accounted for on the property book.b) An exception to submission to the SSA is local purchase, which will be used for items under

$2,500 in extended price. Before submitting a local purchase request, commanders are responsible for verifying the need for a local purchase and for signing the request. Commanders may delegate this responsibility in writing to specific persons.

10) As an exception to using local purchase, unit commanders and activity chiefs may obtain material below the micro-purchase threshold by submitting requirements directly to a purchase cardholder. The requiring commander or requiring activity chief will ensure that: a) Individuals are designated in writing to:

(1) Approve local purchase requests, and verify requests submitted to the purchasing officer are for items listed in AR 710-2, paragraph 2–6m(3)(a)1 through 7. This individual is not the same individual appointed as the certifying official.

(2) Ensure the quantity of material requested does not exceed 7 days of supply for day-to-day operating supplies and 15 days of supply for PLL or shop stock replenishment.

b) The purchasing/ordering officer does not make local purchase without a written request. Within 5 days after the purchase(s), he or she furnishes the supporting PBO all purchase receipts/invoices for screening. The screening by the PBO is to determine the accounting requirements for the purchased property, such as nonexpendable or controlled (requires property to be accounted for on property book records), durable (requires control when issued to the user) and expendable (no requirement to account for on property book records).

c) Supply discipline is enforced by the first-line supervisors/managers. The following rules will be observed when making a decision to use the Government-wide purchase card:(1) The purchase card may be used to purchase commercially available goods and services

below the micro-purchase threshold (currently $2,500) as follows:

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(a) Any noncataloged, nonstocked, nonstandard item. The item has not been included in the AMDF contained on FEDLOG.

(b) Any item on the AMDF with an acquisition advice code of K or L.(c) That quantity of material identified on a request with a NSN rejected by the national

level with a requisition transaction status code/rejection code of CK, CP, or CW.(d) Any item needed to save human lives or to relieve human suffering.(e) That quantity of material needed to repair emergency equipment.(f) That quantity of repair parts and supplies to repair Army motor vehicles disabled on

the roadside.(g) Centrally managed items with a NSN assigned that are commercially available when

the designated approving official (the individual who supervises the cardholder) determines the purchase to be in the best interest of the Government. Criteria for “best interest” are the combination of quality, timeliness, cost, and improved readiness, which best meets our needs. For example, a repair part purchase from a DLA-approved vendor.

(2) Users are authorized to make local purchases on the Internet using the Government-wide purchase card. Purchase cardholders are authorized to use the DOD Electronic Mall (E–MALL). For Army purchase cardholders, Army Mart (A–MART) is the only authorized entry to the DOD E–MALL. The Government-wide purchase card is the only authorized means to order A–MART/E–MALL supplies and services. Military standard requisitioning and issue procedures (MILSTRIP) requisitions are not authorized for Internet or A–MART/E–MALL orders. You should check your MACOM policy before using E-MALL/A-MART; as in some commands this may be an unauthorized use.

(3) IMA regions/MACOMs will establish local standing operating procedures within their organizations to establish positive controls via internal management checklists and procedures to support supply STAMIS’s transaction history files and document history files when using the internet to requisition material. These procedures also carry the responsibility of the requisitioning headquarters to make sure they can pay the bill.

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11) Purchase cardholders will by-pass the stock record account when purchasing items that are not in the Army inventory. However, demands must be recorded for purchases of repair parts. SAMS and ULLS customers will process a demand transaction, DIC DHA to SARSS–1. Demand data is required for materiel management at the national level and for input to the TRM model.

12) Cardholders must observe established priorities for use of Government supply sources. In descending order of priority, as described in the Federal Acquisition Regulation, part B, agencies will satisfy supply requirements from agency inventories, excess from other agencies, Federal prison industries, products available from the committee for purchase from people who are blind or severely disabled, national supply sources, (such as stock program of the General Services Administration, the Department of Veteran Affairs, and Military Control Points), Federal Supply Schedules, and commercial sources.

13) Local purchase provisions prescribed by AR 710-2, paragraph 14–16 do not apply to purchase card purchases.

14) Hand receipt holders must prepare DD Form 250 (Material Inspection and Receiving Report) to acknowledge and report purchases of nonexpendable or controlled items to the PBO. Use the procedures outlined in DA Pam 710-2-1 when completing the DD Form 250.

15) The PBO processes the receipt of supplies and equipment upon receipt of documentation per AR 710-2, paragraph 2–8.

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16) This paragraph contains policy modifications for the ARNG environment.a) Commanders will submit requests for authorized supplies as directed by the USPFO of their

respective states. Discretionary items listed in authorization documents will be on hand or on request only when authorized by the State AG. Requests for DA-controlled, PA-funded items

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identified by the NGB will not be processed without NGB approval. Requests for which funds are not available will be held at the USPFO and managed by the State AG.

b) Document registers will be kept as follows:(1) For the property book, nonexpendable items, and ammunition—one register per property

book.(2) For durable and expendable items—as directed by the USPFO.

c) The USPFO, division, or separate brigade command level staff will make sure document numbers from various registers are not duplicated. USPFO approval is required for assignment of blocks of document numbers.

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17) This paragraph prescribes policy modifications applying to the USAR. Requests for which funds are not available (unfinanced demands) will be sent to the unit funding activity (MUSARC) and managed as directed by the MACOM. Requests for items for which there is no maintenance capability or storage space will be managed as prescribed by the MACOM.

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18) Commanders will coordinate with their supporting COMSEC account custodian for transactions concerning classified COMSEC material. COMSEC custodians managing a COMSEC account that does not have a direct support or intermediate supply support mission will comply with the applicable policies contained in this chapter, related procedural publications, and TB 380–41.

19) COMSEC equipment fielded through TPF will be provided in a separate package through coordination between USACSLA and the fielding command. Classified COMSEC material must be shipped to a designated COMSEC account.

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20) In addition to automation, the following forms can be used to request supplies:a) DA Form 2765-1 (Request for Issue or Turn-in) is used to request expendable, durable, or

nonexpendable single line item with National Stock Number (NSN) listed in the Army Master Data File (AMDF).

b) DA Form 581 (Request for Issue and Turn-In of Ammunition) is used to request ammunition and explosives.

c) DA Form 3161 (Request for Issue or Turn-in) is used to Request ten or more line items of supplies normally provided by a Self-Service Supply Center (SSSC) when SSSCs are not available. Five or more line items of packaged class 3 items. Expendable medical items within a medical facility. Five or more lines of supplies normally ordered on a recurring basis. Examples are insignia, badges and individual awards.

d) DD Form 1348–6 (DOD Single Line Item Requisition System Document) is used to request a Non-NSN single line item. NSN single line item when the NSN is not listed in the AMDF; Modification Work Order (MWO) and modification kits; classified items; all exception data requests.

e) DA Pam 710-2-1, Chapters 2-8 through 2-11 explain the steps in preparing these forms.

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g. Receipt of supplies. 1) Commanders or appointed accountable property officers will receipt for supplies for their units or

activities. This authority may be delegated using DA Form 1687 (Delegation of Authority Receipt for Supplies). The person delegating this authority must be a commander or PBO and remains fully responsible for the supplies. Modern technology permits the use of AIT (Automated Information Technology) equipment. As such receipts should be processed using AIT technology. As a minimum the following information is required: a) A copy of the current assumption of command and/or PBO appointment memorandum.

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b) A document designating a person as the responsible officer.c) Or electronic document with electronic signatures.

2) Customers will pick up supplies from the Supply Support Activity (SSA) within 2 days of notification of availability. Any supplies not picked-up by the customer after 5 days will return to SSA stocks.

3) Supplies received will be counted manually or electronically by quantity and compared to the receipt document. Discrepancies will be documented and reported to the SSA within 3 days (30 days for USAR) of receipt. Supplies that are received from other than the SSA will be reported through the PBO to the SSA whether there is a discrepancy or not.

4) Serial, lot, and registration numbers will be entered on receipt documents for those items that require serial and registration number entry on the property book.

5) Detailed procedures for processing receipts of classified COMSEC equipment and material by COMSEC accounts are contained in TB 380–41.

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6) Property book items received or reported as found on installation (FOI) will be posted to the property book within 3 workdays.

7) Excesses caused by unit pack may be kept and used. Documentation accompanying material received directly from a contractor or a vendor under the Prompt Payment Act will be sent to supporting SSA within 3 workdays of receipt.

8) Receipt of material purchased with the Army purchase card that is received at a consolidated receiving point or an individual’s office or desk will be reported immediately to the purchase cardholder to confirm receipt of the property. Items considered to be nonexpendable, durable, or pilferable will be reported to the PHRH who will follow the instructions in AR 710-2, paragraph 2–6m(3)(g) on how to prepare DD Form 250 (Material Inspection and Receiving Report) to acknowledge receipt.

9) Property received directly from a vendor will be accompanied by a receiving report, such as a DD Form 250 (Materiel Inspection and Receiving Report), DD Form 1155 (Order for Supplies or Services), Government credit card purchase receipt, or an SF 44 (Purchase Order-Invoice-Voucher). The report will be used to show receipt of property from a vendor under the terms of a contract or purchase order.

10) When receiving any type of property to include property book items or an end items with components an inventory must be performed and results recorded prior to signing the receipt documents.

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11) The following forms can be used to receive supplies:a) DA Form 2765-1 (Request for Issue or Turn-in) is used to request expendable, durable, or

nonexpendable single line item with National Stock Number (NSN) listed in the Army Master Data File (AMDF).

b) DA Form 581 (Request for Issue and Turn-In of Ammunition) is used to request ammunition and explosives.

c) DA Form 3161 (Request for Issue or Turn-in) is used to Request ten or more line items of supplies. DA Form 3161 is also used for lateral transfer of property.

d) DD Form 1348–6 (DOD Single Line Item Requisition System Document) is used to request a Non-NSN single line item. NSN single line item when the NSN is not listed in the AMDF; Modification Work Order (MWO) and modification kits; classified items; all exception data requests.

e) DD Form 250 (Materiel Inspection and Receiving Report).f) DD Form 1155 (Order for Supplies or Services). g) Government credit card purchase receipt.h) SF 44 (Purchase Order-Invoice-Voucher).

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h. Issuing supplies.1) When issuing supplies and equipment the primary form used is DA Form 3161. This form is:

a) Used as a change document when the PHRH is issuing to SHRHs.b) Used as an issue/turn-in document between the PBO and PHRH.c) Used as a later transfer between organizations under the commander.

2) When issuing supplies and equipment the following should be ensured:a) Conduct an inventory of equipment and/or supplies being issued using current publications.b) If the item being issued has components; a component hand receipt (DA Form 2062) should

also be used in conjunction with DA Form 3161 to validate shortages.c) Upon completion of the inventory ensure appropriate data and signatures are posted to DA

Form 3161.d) When used for a lateral transfer, forward a copy to the PBO (accountable officer) for posting.


Q: What tool is an exception to using local purchase?R: The government charge card.

Q: What form is used by the commander to delegate his/her responsibility to request and receive supplies?R: DA Form 1687.

4. Learning Step / Activity 4. Property Adjustments (References: AR 710-2, Appendix B; AR 735-5, Chapter 13)



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TRANSITION STATEMENT: As a commander/key leader it is imperative that you ensure proper accountability of your supplies and equipment. Sometimes you will use administrative measures to account for that property because of negligence, theft or unforeseen circumstances. In this learning step activity we will discuss the administrative measures you can take to account for property that is lost, stolen or damaged; and the tools you can use for these measures.

a. Administrative measures are available to commanders to ensure enforcement of property accountability and supply discipline. Relief from responsibility is primarily used when property becomes lost, damaged, or destroyed.

b. The methods used for relief are designed to protect the right of the U.S. Government to obtain reimbursement for the loss, damage, or destruction of government property caused by negligence or misconduct.

c. These methods:(1) Are materiel accounting oriented and are not appropriate for, nor intended to be, used as

corrective action or punishment, when negligence or willful misconduct is known or suspected to have contributed to the loss, damage, or destruction of Government property.

(2) Do not constitute a punishment.(3) Do not and should not preclude the use of adverse administrative or disciplinary measures.

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d. Commanders may take adverse administrative or disciplinary measures if it is determined the loss, damage, or destruction was the result of negligence. These actions include, but are not limited to:(1) An oral or written reprimand.(2) Appropriate remarks in the individual’s evaluation report.(3) Military Occupational Specialty (MOS) reclassification.(4) Bar to reenlistment.(5) Action under the Uniform Code of Military Justices (UCMJ).(6) Adverse actions against civilian personnel as authorized.

INSTRUCTOR NOTE: Explain to the students that these actions can be taken even if the individual is not found liable.

e. Individuals responsible for Government property will report all losses or damages to the supervisor or commander. This should be done immediately so as not to affect unit readiness.

f. When reporting personal arms and equipment (PA&E) according to AR 190-11, or whenever the loss appears to involve unlawful conduct, submit a report to the military law enforcement authorities for investigation.

g. When Government property is reported missing, the commander, primary hand receipt holder, or the accountable officer should cause a preliminary investigation and search to be conducted to ensure the missing property is actually missing before any type of adjustment document is initiated.

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h. Obtain relief from property responsibility by processing one of the following actions:

(1) DA Form 4949, Administrative Adjustment Report (AAR) is used for minor property records adjustments.

(2) DD Form 362, Statement of Charges/Cash Collection Voucher (S/C/CCV) is used when an individual admits liability and desire to pay through payroll deduction or cash collection.

(3) DD Form 200, Financial Liability Investigation Property Loss (FLIPL) is used when liability is not admitted.

(4) Cash Purchase is used when liability is admitted and wishes to purchase a suitable like item.

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i. Minor property book adjustments will be corrected using the Administrative Adjustment Report (AAR) (DA Form 4949) when no loss to the government is involved. The purpose of an AAR is to correct minor administrative errors. It is not intended for use in adjusting shortages or picking up excess. An AAR will be prepared IAW DA PAM 710-2-1, Chapter 4.

Criteria for an AAR are: Discrepancies in makes, models or sizes DA directed NSN changes Unit of issue changes that affect hand receipt holders Changes in accountability requirements Assembly/disassembly of an end item Adjust serial number posting due to equipment exchanges or obvious posting errors (one or

two digits, used the wrong serial number from the data plate and both serial numbers are present)

j. The commander/unit supply sergeant needs to submit the AAR as soon as the discrepancy is noted.

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k. The Statement of Charges/Cash Collection Voucher, DD Form 362, is the preferred method for accounting lost, damaged or destroyed property. Funds collected by this technique remain at the installation and may be used to replace the property in question. The voucher method may be used when an individual admits pecuniary liability for lost, damaged, or destroyed government property.

l. DD Form 362 may never be used for the loss of a sensitive item (CIIC of 1–6, 8, 9 $, N, P, Q, R, and Y). This method may only be used if the cost does not exceed the individual’s monthly base pay. Depreciation may be granted IAW AR 735-5, Appendix B, para B-2.

m. Once completed, the form must be processed through the section maintaining the document register. Non-expendable property is not taken off the hand receipt until a receipt copy from finance has been returned to PBO. It is the supply sergeant’s responsibility to ensure that all property paid for on a DD Form 362 is taken off the sub-hand receipt holder’s sub-hand receipt as well as the PHR.

SHOW SLIDE 53 n. The Financial Liability Investigation of Property Loss (FLIPL) (DD Form 200), and the mandatory DA

Form 7531 FLIPL Checklist are used to document the circumstances surrounding the loss, damage, or destruction of government property and assess financial liability where appropriate.

o. The FLIPL is not a means to “write off” property, and there is no stigma associated with initiating a FLIPL; to the contrary, it indicates the commander is taking appropriate action to account for property, enforce supply discipline and attempt to recoup the loss to the government.

p. The Financial Liability Investigation of Property Loss (FLIPL) method should only be used when efforts to use the other methods have failed or when specifically required by regulation. In other words, do your research; gather the facts; and if it’s for lost property, make sure it’s really “lost” and not just “misplaced”.

q. A FLIPL must be initiated for the following reasons:1) Negligence or willful misconduct is suspected as the cause but there is no admission of liability

and refusal to make payment.2)· For all sensitive items (CIIC of 1–6, 8, 9 $, N, P, Q, R, and Y) an AR 15-6 investigation is required

and the results are attached to the DD Form 200. In this case, the FLIPL is used as a voucher to adjust the property.

3)· The property involves a change of accountable officer’s inventory and there is no voluntary reimbursement by the outgoing accountable officer.

4)· The value of the property involved exceeds the individual’s base payr. For more information on how to initiate a Financial Liability Investigation of Property Loss (FLIPL),

refer to AR 735-5 and DA PAM 735-5.

TRANSITION STATEMENT: As stated earlier, everyone, from private to general, DA civilian to contractor has responsibility for property accountability. Leaders and supervisors, by virtue of grade and position take on added responsibility in accounting for property. Whether in war or in peace, we should treat Army property as if it was our own personal property ensuring it is properly accounted for and maintained. In these times of budget and cost cutting it is imperative that we maintain property accountability and get the best out of the equipment paid for by the American taxpayer.

SHOW SLIDE 54


Q: What is the purpose of DA Form 4949?R: To make minor property book adjustments when no loss to the government is involved.

Q: What actions can you take when someone admits liability for the loss of property?R: Administrative and/or disciplinary measures.

36

CHECK ON LEARNING: Conduct a check on learning and summarize the ELO.

SECTION IV. SUMMARY

Method of Instruction: Conference / Discussion Instructor to Student Ratio is: 1:12 Time of Instruction: 5 mins Media: Large Group Instruction

Check on Learning

Determine if the students have learned the material presented by soliciting student questions and explanations. Ask the students questions and correct misunderstandings.

Q: Where would you find guidance on the command supply discipline program?R: AR 710-2, Appendix B.

Q: Which personnel in the unit does custodial responsibility apply to?R: Supply sergeant and unit armorer.

Review / Summarize Lesson

In this lesson you learned how to perform the following tasks:

Apply the basic principles of property management in the contemporary operating environment (COE).

Employ property management tactics, techniques and procedures in the contemporary operating environment (COE).

37

SECTION V. STUDENT EVALUATION

Testing Requirements

NOTE: Describe how the student must demonstrate accomplishment of the TLO. Refer student to the Student Evaluation Plan.

Feedback Requirements

NOTE: Feedback is essential to effective learning. Schedule and provide feedback on the evaluation and any information to help answer students' questions about the test. Provide remedial training as needed.

38

Appendix A - Viewgraph Masters

VIEWGRAPHS FOR LESSON 1: 101FOPA version 1


VIEWGRAPH

Multi Media Attached! Click here and then press F9 to view.

A-1

Appendix B - Test(s) and Test Solution(s)

TEST QUESTION(S) FOR LESSON 1: 101FOPA version 1

1. ELO A ( 1) [4] Multiple Choice / 0.1 {3}Which of the following is not an Army authorization document?a. Common Table of Allowances.b. Tables of Distribution and Allowances.c. Joint Tables of Equipment and Organization.d. Table of Organization and Equipment.

2. ELO A ( 1) [6] Multiple Choice / 0.1 {2}What property is authorized under MTOE or deployable TDA?

3. ELO A ( 2) [53] Performance / 0.1 {2}What are the classifications of property?

4. ELO A ( 2) [48] Multiple Choice / 0.1 {2}Personal demand items belong to which class of supply?a. Class IX.b. Class VI.c. Class I.d. Class II.

5. ELO A ( 2) [49] Multiple Choice / 0.1 {3}Army property includes which of the following classifications?a. Expendable, Real and Durable.b. Expendable, Non-Expendable and Real.c. Expendable, Non-Expendable and Durable.d. Expendable, Durable and personal.

6. ELO A ( 3) [50] Performance / 0.1 {2}What regulation covers CSDP?

7. ELO A ( 3) [52] Performance / 0.1 {4}What is the responsibility of the commander for CSDP?

8. ELO A ( 3) [51] Multiple Choice / 0.1 {2}Which of the following is not true about CSDP?a. It standardizes supply discipline and evaluation requirements.b. It makes follow-up procedures informal.c. It is meant to simplify command responsibilities.d. It is designed to monitor performance and evaluate compliance.

9. ELO A ( 4) [55] Performance / 0.1 {3}What system was designed and implemented to provide a vital communications link to “CONNECT THE LOGISTICIAN”?

B-1

10. ELO A ( 4) [56] Multiple Choice / 0.1 {3}What STAMIS automates unit level maintenance supply, unit status reporting and provides automated Field/ Sustainment support?

11. ELO A ( 4) [54] Multiple Choice / 0.1 {2}Which STAMIS is a Web-based property accountability application designed to deliver total asset visibility in real-time?a. SARSS.b. PBUSE.c. TC-AIMS II.d. ULLS-G.

12. ELO B ( 1) [35] Performance / 0.1 {3}Where can you find the component hand receipt information?

13. ELO B ( 1) [34] Performance / 0.1 {2}What options are available to the PRH when property loaned on a temporary hand receipt is overdue?

14. ELO B ( 2) [37] Performance / 0.1 {3}What action is required to report of FOI property?

15. ELO B ( 2) [36] Performance / 0.1 {3}What are the two types of inventories?

16. ELO B ( 2) [41] Multiple Choice / 0.1 {3}What is the required frequency for conducting sensitive items inventories?a. 30 days.b. 60 days.c. 90 days.d. 120 days.

17. ELO B ( 2) [40] Multiple Choice / 0.1 {3}Which of the following transaction do not effect balances on the primary hand receipt? a. Issues from the PBO.b. Turn in to the PBO.c. Maintenance work orders for end item repair.d. Lateral transfers.

18. ELO B ( 2) [39] Multiple Choice / 0.1 {5}When conducting the change of command inventory, who will prescribe the timeline and suspense for inventory completion? a. the outgoing commander .a. The incoming commander. c. The Property Book Officer.d. The Unit Supply Sergeant.

B-2

19. ELO B ( 2) [38] Multiple Choice / 0.1 {3}Which of the following is not a basic step of conducting an inventory? a. Determined what is to be inventoried.b. Notify the hand or sub hand receipt holder.c. Notify the PBO.d. Record the results and adjust records.

20. ELO B ( 3) [43] Multiple Choice / 0.1 {2}Basic load quantities authorized by the MACOM must be ____________. a. on-hand and on time.b. on-hand and issued.c. on-hand or on order.d. on-hand and on order.

21. ELO B ( 3) [42] Multiple Choice / 0.1 {2}What factors are used to determine a unit's priority designator when requesting supplies and equipment? a. UND and FAD.b. 3 digit code.c. 2 digit code ranging from 01 thru 15.d. ERC and ARC.

22. ELO B ( 4) [47] Multiple Choice / 0.1 {4}What is the preferred method of accounting for lost, damaged or destroyed property? a. Financial Liability Investigation of Property Loss (FLIPL).b. Administrative Adjustment Report (AAR).c. Statement of Charges/Cash Collection Voucher.d. Material Inspection and Receiving Report.

23. ELO B ( 4) [46] Multiple Choice / 0.1 {3}When must the commander/unit supply sergeant submit an Administrative Adjustment Report, DA Form 4949? a. Within 30 day of the discrepancy.b. As soon as the discrepancy is noted.c. When directed by the PBO.d. When the unit price is less than $500.00.

24. ELO B ( 4) [45] Multiple Choice / 0.1 {3}The financial liability investigation of property loss (FLIPL), DD Form 200 is used to___________. a. Document circumstances surrounding the loss, damage or destruction of government property.b. Document the transmittal of both classified and unclassified media IAW AR 25-400-2.c. Document discrepancies in makes, models and sizes.d. Document minor property book adjustments.

25. ELO B ( 4) [44] Multiple Choice / 0.1 {3}Which of the following is not an adverse administrative or disciplinary measure a may commanders take if property is loss, damage or destroyed due to negligence. a. Include remarks in the individual's evaluation report.b. Take UCMJ actions.c. Issue a letter of reprimand.d. Bad conduct discharge (BCD).

B-3

B-4

TEST ANSWER(S) FOR LESSON 1: 101FOPA version 1

1. ELO A ( 1) [4] Joint Tables of Equipment and Organization.

2. ELO A ( 1) [6] Organizational property.

3. ELO A ( 2) [53] Nonexpendable, expendable and durable.

4. ELO A ( 2) [48] Class VI.

5. ELO A ( 2) [49] Expendable, Non-Expendable and Durable.

6. ELO A ( 3) [50] AR 710-2, Appendix B and AR 735-5, Chapter 11.

7. ELO A ( 3) [52] To instill supply discipline in their operations.

8. ELO A ( 3) [51] It makes follow-up procedures informal.

9. ELO A ( 4) [55] CSS VSAT.

10. ELO A ( 4) [56] Standard Army Maintenance System-Enhanced.

11. ELO A ( 4) [54] PBUSE.

12. ELO B ( 1) [35] In the end item TM, supply catalog or through LOGSA LIW.

13. ELO B ( 1) [34] The PRH can either retrieve the property or prepare a permanent hand receipt for longer use.

14. ELO B ( 2) [37] Report the property to the PBO for disposition instructions.

15. ELO B ( 2) [36] Event and commodity driven.

16. ELO B ( 2) [41] 30 days.

17. ELO B ( 2) [40] Maintenance work orders for end item repair.

18. ELO B ( 2) [39] The Property Book Officer.

B-5

19. ELO B ( 2) [38] Notify the PBO.

20. ELO B ( 3) [43] on-hand or on order.

21. ELO B ( 3) [42] UND and FAD.

22. ELO B ( 4) [47] Statement of Charges/Cash Collection Voucher.

23. ELO B ( 4) [46] As soon as the discrepancy is noted.

24. ELO B ( 4) [45] Document circumstances surrounding the loss, damage or destruction of government property.

25. ELO B ( 4) [44] Bad conduct discharge (BCD).

B-6

Appendix C - Practical Exercises and Solutions (N/A)

C-1

Appendix D - Student Handouts

HANDOUTS FOR LESSON 1: 101FOPA version 1


HANDOUT


D-1

HANDOUT


D-2

Enabling Learning Objective A

Learning Step 1

HANDOUT


D-3