TH BRIGADE JROTC 4 TH PROPERTY ACCOUNTABILITY RULES BEFORE STARTING - - PowerPoint PPT Presentation
TH BRIGADE JROTC 4 TH PROPERTY ACCOUNTABILITY RULES BEFORE STARTING Be Polite, because you may know the answer doesnt mean everyone does. Keep personal issues for a side conversation. If it helps the group then please share.
PROPERTY ACCOUNTABILITY
❖ Be Polite, because you may know the answer doesn’t mean everyone does. ❖ Keep personal issues for a side conversation. If it helps the group then please share. ❖ Questions are welcomed, please stay relevant to the subject we are on. ❖ This class has a lot of information. Please be patient, calm and allow for instructor to reach the end.
STATES: SOUTH CAROLINA, VIRGINIA, WEST VIRGINIA REPRESENATIVE: SHANNON GOODRIDGE CONTACT NUMBER: 910-643-4537 EMAIL: SHANNON.K.GOODRIDGE.CIV@MAIL.MIL STATES: NORTH CAROLINA, MARYLAND, DC and DELEWARE REPRESENATIVE: ANTHONY ROSS CONTACT NUMBER: 910-396-6085 EMAIL: ANTHONY.B.ROSS12.CIV@MAIL.MIL REPRESENTATIVE FOR: BUDGET, FLIPLS AND OVERFLOW REFER TO: ERIK SHAY CONTACT NUMBER: 910-643-4346 EMAIL: erik.s.shay2.civ@mail.mil
I. I. HAND RECEIPT HOLDERS RESPONSIBILITIES II. REQUIREMENTS AS A HAND RECEIPT HOLDER
V. V. FINANCIAL LIABILITY INVESTIGAT ATION
VIII.REQUESTED ITEMS FROM CIF
❖ Primary Hand Receipt Holder has direct responsibility for property. The school Principle is the Appointing Authority. ❖ The Senior Army Instructor (SAI) will be delegated the authority as Primary Hand Receipt Holder (PHH) unless there is not a SAI at the
Receipt Holder. The SAI can sub hand receipt items to the AI (by using DA Form 3161 or DA Form 2062). ❖ Signatures establishes direct responsibility ❖ Inventories must be conducted when hand receipt holder leaves, or replaced. Preferably 30 days prior to leaving. You may create a monthly/cyclic for your school to ensure proper inventories are conducted. There is an annual hand receipt due to Cadet Command every August of the year. This is a mandatory suspense date, if turned in late you will be annotated on the delinquency list and further actions will be conducted. Hand receipts will be pushed from your Brigade 30 days prior to allot enough time for inventories and annotate discrepancies. ❖ All concerns/discrepancies regarding equipment on the hand receipt will be directed to your schools assigned supply technician at your Brigade level First. ❖ Discrepancies should be annotated and pushed forward to your Brigades so the issue is fixed. Allow 3-5 business days for a response from your Brigade Representative. The PHRH will prepare DA Form 1687, Notice of Delegation of Authority - Receipt for Supplies to appoint/authorize individuals to request or receive property. It is essential, to appoint individuals to request and/or receive property book items in the event PHRH is on leave, temporary duty, etc. A copy of the DA Form 1687 should be retained by PHRH, with A copy being sent to Brigade Logistics section. Updated Da Forms 1687 will be submitted up expiration date, transfers, retirement or dismissals. ❖ Equipment on-hand is properly maintained, used for intended purpose, and protected from loss, damage, or destruction. Excess equipment will be annotated and scheduled for a turn-in. It is the Army Instructors responsibility to ensure there is not equipment
and not inventoried properly.
❖ Establish controls to ensure each person responsible for property is properly cleared before departure. Any time the equipment leaves one location to another, it should be inventoried i.e. weapons on drill meets or rifle matches. ❖ Ensure that pilferable items (automation equipment (APDE), software) are sub hand receipted directly to the user with DA Form 2062, Hand Receipt/Annex Number. ❖ Immediately report any item(s) lost, damaged, or destroyed, to Brigade, after loss is known and causative research has been
❖ Prepare necessary paperwork to turn-in any excess equipment which is unserviceable or unnecessary for their required mission, Request for Turn-In. ❖ Request advice on property accountability procedures or assistance on regulatory clarification, when necessary, from their Brigade Supply Rep. ❖ Maintaining hand receipt files. These files must contain the current HRs, sub-hand receipts, temporary HRs, and all change documents not posted to the HR (issues, turn-ins, lateral transfers, etc.). Only current HRs and sub-hand receipts are required to be maintained in the file; all others, including any change documents, may be destroyed once they have been posted to the HR. ❖ There are times when a property book item is discovered in a PHRHs area, but is not listed on their HR. In order for this equipment to be added to the PHRH, you must annotate and request to place on hand receipt by iniate/preparing DA Form 2765-1 Found on Installation (FOI).
HAND RECEIPT HOLDER RESPONSIBILITIES
PROCESS AND DOCUMENTS.
QUICK NOTES
The SAI, will be the primary hand receipt holder. The SAI can sub-hand receipt the items down to the AI. The paperwork that is required at Cadet Command requires the SAI signature though. If there is not a SAI at the school or the SAI is an NCO then that individual will send the hand receipt forward. If you are resigning as the SAI please tell your Brigade Supply Representative so we can forward a new hand
will sign for the equipment until a new SAI is hired. During the summer and there is not an instructor present in the building for more than 30 days, you will need to have the Principal or a presentative that the Principal has appointed in the school to sign for the equipment. You CANNOT have property unattended longer than 30 days. ANY QUESTIONS BEFORE WE CONTINUE?
First Requirement is a Signed Hand Receipt
Please ensure to sign in the “to” Block” This is because the “from” is technically from cadet command. If you do not see your school name FE or UIC Please request for a new hand receipt. It will get kicked back from CC without it. Do NOT mark on this hand receipt. Please use your working copy to annotate any concerns, corrections or issues.
Appointment Orders
This memo is required only once. If the Principal has changed then you will need to update this memo. When turning in a annual HR, as long as the information is the same you do not need to update. If your Principal is unavailable, you can have your Assistant Principal sign. This is NOT the same memo as a MPS.
100% Inventory Memorandum
This document is to explain you did a 100% inventory. During this inventory you did or did not find discrepancies. It is okay to put your discrepancies on this memorandum. This is how Brigade is notified and will begin to fix these issues. Submit all discrepancies to your Brigade Log Tech, but please do not mark on the Hand Receipt.
Signature Card
If you want the other instructor to sign
Holder you will fill this document out. DA Form 1687: Ensure you put the AI name in the “Authorized Representative” and the SAI will insert their name under “I Assume Full Responsibility” The expiration date should be ONE day LESS than the date it was created (Top Right)
Memorandum to NOT elect a Representative
You do not need this memo stating you do elect a individual. You only need the signature card. This is solely for the Primary Hand Receipt Holder to not elect an individual If you are the only instructor at the school you will need to complete this form no matter what.
REQUIRED DOCUMENTS AND IMPORTANT INFORMATION
Turn In Procedures
❖ Underutilized, unserviceable, excess, and unauthorized nonexpendable, expendable or durable equipment must be reported to Brigade. If the items are not on your hand receipt you will need to submit a Found on Installation in order for the DRMO (drop off location) to except your paperwork. The document number must come from GCSSA (Cadet Command). Current weapons that are authorized to be turned in are the following: Model: 853; 1903; 887; M-1 ❖ You CANNOT turn in the Daisy Facsimile (Black Dummy Rifle) or the Rifle Air, Crossman’s. ❖ You CANNOT turn in the air rifles solely based on “not wanting the team or not having enough time”. Air rifles can be transferred if the school will NOT allow for the program/on school grounds. Therefor Brigade will need a memorandum from the Principal explaining the situation. ❖ Computers will need the hard drives removed, please have the DLA 2500 sign by either the school it program or an inspector. ❖ Attached you will see the appropriate turn in paperwork according to what you would like to turn in. You must schedule a time with the DRMO (drop off location) prior to receiving the turn in documents from Cadet Command to ensure the equipment gets turned in and the documents don’t stay afloat.
Available Turn in Locations Defense Re-utilization and Marketing Office (DRMO) Location and Point of Contacts
Schedule a Appointment
Schedule a appointment once your equipment is verified on your Hand Receipt. If you do not have a location near you than you can request DTS orders for travel. Make sure you have the time to travel and drop equipment off. If your documents are not turned in within 30-45 days the equipment will be placed back on your hand receipt and you will need to redo the process.
Rifle Turn-In Memo
Your rifles must show on your hand
you will need to complete a FOI and then create this memo. Send this memo to your Brigade representative, this will be reviewed and sent to Cadet Command. Cadet Command will create your document, contact CMP, and schedule for boxes to ship to your school. Package the rifles in the boxes they give
to keep a copy of shipping labels, and insert your turn- in documents in each box. Your Brigade representative has a copy of this document. Please request instead of re-creating.
Request Template for Unserviceable Accountable Property.
If your equipment is not on your hand receipt, you may contact a DRMO for turn-in procedures or add to property book.
Computer Turn-In
You will need to remove the hard drives from the computer and complete a DLA Form 2500. This can be completed by you (Instructor) or if you would like have your school IT assist.
Posted Document
Once you scheduled your appointment, received your documents from Cadet Command, and received a STAMPED copy from
paperwork! You may need it in the future. You can destroy after 6 years.
AAR OR DA FORM 4949
DA Form 4949
A DA Form 4949, Administrative Adjustment Report, is used to correct discrepancies within sizes, makes, models, stock numbers, or serial numbers (only 2 digits). This method
authorized only when no actual loss of property is involved. Note that this AAR is an example to change the model. The serial number must match what is on the hand receipt to change the model number. Pictures are needed for any AAR to ensure the proper change. Please ensure the photos are clear when you send to Brigade.
FOI OR DA FORM 2765-1
Found on Installation (School Closet)
DA Form 2765-1 is used to ADD property to your hand receipt known as Found on Installation (FOI) a picture will be required that shows the item and the serial number. The data plate on the item is the best source. First Row include: Send to: Your School Name Request From: USACC Property Book Office Second row include: Doc Ide: FOI Stock Number: NSN Unit of Issue: Ea. Qty: Total items (one NSN per Document) Insert Item Description: Nomenclature Publication Found: Found on Installation Bottom left page: Serial numbers if applicable Please send photos if serialized This is the minimum Brigade needs to send forward with your signature in block V and dated.
FLIPL OR DD 200
Financial Liability Investigation (FLIPL)
❖ When Army property is lost or damaged, financial responsibility can fall upon the Soldier or Civilian to whom the property was issued. Financial Liability Investigation of Property Loss, or FLIPL, is the procedure the Army uses to recover the cost of lost or damaged property. Under Army Regulation 735-5, financial liability ordinarily will not exceed one month's base pay. However, JROTC is a different procedure and set of rules. Cadet Command will never take your base pay, equipment is covered under an insurance policy your school is required to hold according to the contract the school signed when asking for the program. If the school feels like the PHRH is liable for the loss, the school could request to take pay from the instructor. Though, it will never come from Cadet Command. ❖ Sometime you may not have lost an item, in order to fix your hand receipt Brigade would request to conduct a “Short FLIPL” Not all FLIPL’s are bad FLIPL’s. ❖ The ONLY way to remove an item from your hand receipt is to complete a DD Form 200 (FLIPL) unless we as a team can provide substantial documentation showing there was a mistake. ❖ The instructor will have 15 days from the day the item is missing to complete a DD Form 200. ❖ Include any data for exhibits in your packet to include: sworn statements, Copy of last sign hand receipt, Letter of lateness if over the 15 day mark, pictures of equipment if a serial number is being changed, police reports for stolen equipment etc.
WHAT DO YOU FILL OUT?
The items in RED are absolutely needed if you are filling in the FLIPL. This needs to be completed within 15 days, if you have any additional information on the equipment that will help the investigation please send forward. If you are the only instructor at the school then there will only be one signature on block 12f. If you are fully staffed, the SAI and the AI will both sign the FLIPL. The AI will sign block 11d and the SAI will sign block 12f. We do not check the block 12a for you, that is automatically checked yes. Please change if you want to. Please send a insurance bond with the FLIPL.
Insurance Bond
Your school is required to have a insurance bond every year covering government equipment. It is your responsibility to ensure the school updates the bond. Some schools send the insurance bonds to Brigade, most we do not see. Please send a copy
at the beginning of your school year. This is how your school replaces the equipment. In the Description please have schools annotate ARMY JROTC or it will be invalid. Highly Recommended: Do not pay directly to Department of Treasury, have the school replace like items and send receipt, picture and FOI.
DA FORM 3161 DA FORM 2062
Da Form 3161
This document is only good for 30 days, once 30 days is past you will need to either recover your equipment
This is an example of a Lateral Transfer: you do not need Brigade Rep signature for a temporary HR. This document is also used for Lateral
your own. Issues such as FLIPL, incorrect hand receipts and lost documents arise. When a lateral transfer is needed please contact your Supply Representative at Brigade. The school cannot go over authorized equipment. So, you may need to transfer to a different school.
SIGN HERE
DA Form 2062
You can use this document for two purposes. 1. Issuing Cadets Uniform 2. Signing equipment to a school or instructor IE there computer in the
Government Property remains in JROTC. Do not sign out computers, cameras or any automation to other school teachers. The laptops are imaged for the use of instructors and cadets. This document is valid for 6 months. You will need to resign. Great news! You have A-F to resign. You do not need to re- create! DO NOT PUT “NOTHING FOLLOWS” UNDER LAST LINE, THAT ONLY GOES ON A DA FORM 3161. You will have the individual sign, print, date in the letter block and draw a line in any extra space until they hit the number.
ORDERING FROM FEDMALL, KEEP TRACK!
Use a DA Form 2064 to track equipment ordered
This is the preferred way however, we understand you have many tasks to complete. The minimum you will need is the print out from FedMall with document numbers so you can track your orders. When you receive the items, mark the item you received with a date and initial. Keep all your records and receipts.
PROCESS AND DOCUMENTS NEEDED
The following documents are needed to request and receive supplies from CIF:
Approved DA Form 3161 (Hand Receipt) from G4 Cadet Command Send the DA Form 3161 to your Brigade Log Tech and your Log Tech will forward your request to G4 Cadet Command for signature/approval. Upon the approval by G4, Cadet Command, the DA Form 3161 will be emailed to Brigade Log Tech Do not put in any quantities in column G/Supply Action. That column will be completed once the items are issued in the quantity received as they may less (not greater) than initially requested Items not listed on the DA Form 3161 will not be issued; there are no add-ons upon arrival If I do not already have the below listed items, I will reach out to the requestor(s) to obtain the below listed items: DA Form 1687 (Signature Card): If the organization has CAC ability, all parties will need to digitally sign with the CAC, and all parties will also need to hand sign and initial by their name. If the organization does not have CAC ability or one person has CAC ability and the other(s) do not, then all parties will need to hand sign and hand initial the form. If there is only one person from the organization on the form, then no name is listed in the middle of the form and NOT USED will be listed instead of the name in the middle section. The one name will go at the bottom of the form. “The Authority To:” will need to state: Request and receive items/equipment from CIF Fort Jackson. If there are more than one person listed on the form, one or more names are listed in the middle of the form and one name (different name) goes on the bottom of the form. A Memorandum on the school’s letterhead The memorandum will list all persons on the DA Form which works for the school in the capacity of JROTC/ROTC and are authorized to request and receive equipment from CIF, Fort Jackson. The memorandum will be signed by the Principal/Assistant Principal
Notes:
❖ Once all documents are received and in order, the requestor(s) will be forwarded to the warehouse and put on a list to ship items to your school upon availability. ❖ The staff sorts, separates, and prepares each request per school and will need time to ensure that happens properly. The individual school’s requested items will be placed in a bin with the school’s name on it with the date and time. ❖ The school person(s) picking up the equipment will need to bring something to carry the equipment in. ❖ Upon arrival, all personnel will report to the Admin Office to sign in/out. A copy of the signed DA Form 3161 (Hand Receipt) will be provided to the customer. Items Not Issued: ~ Patrol caps, berets, PT caps ~ Brown/white T-shirts ~ Tennis shoes/sneakers ~PTs (are not issued to High Schools) ~ Socks may be issued “if” they still remain in the broken seal (tape) and “if” we have any on hand
THANK YOU FOR YOUR TIME